Step 1: Assess Your Shared Drive

Start by reviewing the files you’ve uploaded or stored. Look for outdated materials, duplicate files, or unused resources. Consider whether you’ll need these files in the future or if they’re taking up unnecessary space.

Step 2: Organize Files into Folders

If your shared drive isn’t organized, now is a good time to create folders based on categories like subject area, year, or purpose. Moving files into folders makes it easier to locate important resources and keeps your drive clutter-free.

1. Click on the "New" button and choose "Folder".
2. Name the folder and move relevant files into it by dragging or selecting them and choosing "Move to".

Step 3: Delete Unnecessary Files

Once your files are organized, identify those that are no longer needed. Here’s how to remove them:

1. Select the file you want to delete.
2. Right-click the file and select "Remove".
3. Deleted files move to the "Trash". Make sure to empty the trash by clicking on the trash icon in Google Drive and selecting "Empty Trash". This step is critical because files in the trash still count toward your storage.

Step 4: Clear Out Large Files

Google Drive allows you to sort files by size, making it easy to identify space-hogging documents or videos.

1. Click on "Storage" in the left-hand menu.
2. Sort files by size by clicking "Storage used" at the top. Review the largest files and determine if they’re still necessary.
3. If not, follow the steps above to delete them.

Step 5: Back Up Important Files

For files that are still important but aren’t regularly accessed, consider downloading them and saving them on a flash drive or portable hard drive. This way, you can free up room in your Google Drive without losing key materials.

1. Select the file(s) to back up.
2. Right-click and choose "Download" to save them locally.

Step 6: Collaborate with Colleagues

If you share resources with other teachers, check in with them before deleting shared files. Open communication can help avoid accidental deletions of files someone else might still need.

Step 7: Schedule Regular Cleanups

Make file cleanup a regular practice. Set aside time every month or quarter to review and delete old or unused files, ensuring your drive stays tidy and well under the storage cap.

Why This Matters

With our organization nearing its Google storage limit, every file we clean up helps avoid extra costs and ensures that we all have space for future needs. An organized, decluttered shared drive also makes it easier for you and your colleagues to access the materials you need to educate students effectively.

By taking these simple steps, you’ll not only help your organization manage storage efficiently but also create a more streamlined, accessible workspace for yourself and your peers.

Thank you for your help in keeping our shared drives organized!