Step 1: Access Your Cloud Storage

• Log in to your cloud account (e.g., Google Drive, OneDrive, Dropbox).
• Navigate to the folder you want to share or manage.

Step 2: Check Folder Permissions

• Right-click the folder and select Share or Manage Access.
• Review current collaborators and permission levels:

• Viewer: Can only view files.
• Commenter: Can view and leave comments.
• Editor: Can view, comment, and modify files.

Step 3: Adjust Access Levels

• Beginner: Use the drop-down menu to change permissions for collaborators.
• Advanced: Set expiration dates or require passwords for added security.

Step 4: Add or Remove Collaborators

• Add: Enter email addresses and assign permission levels.
• Remove: Click the X or Remove button to revoke access.

Step 5: Organise Your Folder

• Create subfolders to separate file types.
• Rename files consistently using clear naming conventions.

Step 6: Monitor Activity

• Use the Activity Log or Version History to track changes.
• Restore previous versions if needed.

Step 7: Share Folder Links Safely

• Beginner: Share links only with intended recipients.
• Advanced: Restrict access or require sign-in.

Step 8: Regularly Review Access

• Periodically review who has access.
• Remove users who no longer need access.

1. Resolve Syncing Issues
   Ensure the cloud client is running and fully synced. Restart the app if necessary and clear cache for persistent issues.
2. Manage Conflicting Versions
   Use version history to restore previous versions. Encourage collaborators to check the latest version before editing.
3. Set Advanced Permissions
   Limit editing rights for sensitive files and use folder-level admin controls in business accounts.
4. Automate Folder Organization
   Use cloud automation tools (Google Workspace Apps Script, OneDrive Flow) to sort files automatically or get alerts when new files are added.
5. Enhance Security
   Enable two-factor authentication (2FA), restrict access by domain, and monitor audit logs for unusual activity.
6. Optimize Performance
   Avoid syncing unnecessary subfolders or large files to improve performance. Compress files before uploading if needed.
7. Integrate with Other Tools
   Link shared folders with project management apps (e.g., Trello, Asana) for seamless collaboration.

• Double-Check Permissions: Only grant Editor access to trusted collaborators.
• Be Cautious with Public Links: Avoid public sharing unless necessary.
• Backup Important Files: Keep local or secondary backups.
• Monitor Collaborator Activity: Remove users who no longer need access.
• Avoid Simultaneous Edits on Large Files: Coordinate with your team to prevent conflicts.
• Use Strong Passwords and 2FA: Secure your account against unauthorized access.
• Check File Size and Storage Limits: Ensure your cloud plan can accommodate large folders.

1. Can I share a folder without a cloud account?
Yes, most cloud platforms allow sharing via a link, but editing may require sign-in.

2. What’s the difference between Viewer, Commenter, and Editor?

3. How do I stop someone’s access?
Open sharing settings, find the user, and select Remove or Change Access.

4. Why aren’t my changes syncing?
Ensure your cloud app is connected and fully synced. Restart the app or clear cache if needed.

5. Can I recover deleted files?
Yes, use the Trash or Deleted Files section in your cloud service to restore items.

6. How do I prevent accidental edits?
Set files to View Only for most users and restrict editing to trusted collaborators.

7. Can I track changes?
Yes, use Version History or the Activity Log to see edits, who made them, and when.

Need More Help?

Managing shared folders in the cloud is easier when you know how to organise files, control access, and troubleshoot common issues. Following these steps ensures your team can collaborate securely and efficiently. For unresolved problems or additional help, contact Swazzy Support.