Collaboration Best Practices

Get the most out of Onlinedrive when working with your team. Here are our top recommendations.

Organize with Purpose

• One workspace per project — Create dedicated workspaces for each project or team
• Consistent folder structure — Agree on a folder naming convention with your team
• Use descriptive names — "Q1 Marketing Budget v2.xlsx" is better than "budget.xlsx"

Use Roles Effectively

• Start restrictive — Begin with the Contributor role and upgrade as needed
• Editor and Admin sparingly — Editors can change everyone's files; Admins can also manage members
• Review periodically — Remove access for people who've left the project

Share Smart

• Workspace for ongoing collaboration — Use workspaces when multiple people need ongoing access
• Share links for one-off sharing — Use share links for quick, temporary sharing
• Set expiration dates — Use expiring links for sensitive content

Stay Organized

• Use Starred files — Star files you access frequently for quick access
• Check Recent files — Use the Recent view to find files you've worked on lately
• Clean up Trash — Regularly empty Trash to free up storage space

Communication

• Name files clearly — Your team should understand what a file is from its name
• Use folders as categories — Group related files so team members know where to look
• Keep one source of truth — Avoid duplicating files across multiple folders

Storage Management

• Monitor your quota — Check the storage bar in the Files header, or Account → Subscriptions, regularly
• Delete old files — Remove outdated files and empty Trash
• Upgrade when needed — If your team is running low, consider upgrading your plan