Cloud Drive — user & administrator guide

Every person gets My Drive, their own space. Teams get shared drives that belong to the company. Files can be shared with a colleague, a group or everyone, and Word, Excel and PowerPoint files open in an editor right in the browser, where several people can work on them at the same time.

Everything runs in a web browser — Chrome, Edge, Firefox or Safari. There is nothing to install.

My Drive in grid view. Company and people names in this guide are demonstration data.

1. Install Google Authenticator (or Microsoft Authenticator / Authy) on your phone.
2. In Cloud Drive open Account & security → Turn on 2FA. In the app tap + → Scan a QR code and scan the code on screen.
3. Type the 6-digit code shown in the app and confirm.
4. Save the recovery codes somewhere safe (download them or write them down). Each one lets you sign in once if you lose your phone. They are shown only once.

At the top: the search box, the language switch (English / हिन्दी), light or dark theme, and your name with Sign out. Administrators also see Admin console in the sidebar.

1. Open the folder you want to upload into.
2. Drag files or whole folders from your computer onto the page — or click New → Upload files / Upload folder.
3. A progress panel shows each file. Large files are sent in parts; if the network drops, the upload carries on from where it stopped.

New → New folder creates a folder. Switch between list and grid view with the buttons next to New. Every file and folder has a three-dot menu (⋮) — or right-click it — with:

Select several items with the check boxes (or Ctrl/Shift-click) to download, move or delete them together.

Double-click a file (or click its name) to open it. Images, PDF, video, audio and text files show in a preview window; use the arrows to move to the next file. Download saves a copy to your computer; a folder or a multiple selection downloads as one ZIP file.

Three-dot menu → Version history lists every version with who saved it and when. Download gets that copy; Restore makes it current again (it is added as the newest version, so nothing is lost). Older versions count toward your storage.

Deleted items go to Trash. From there, Restore puts an item back where it was, Delete forever removes it now, and Empty trash clears everything. Items are removed automatically after 30 days. Items in Trash still count toward your storage until they are removed.

Type in Search files and folders at the top to search your drive, your shared drives and everything shared with you. Star the files you use often to find them under Starred; Recent lists what changed lately.

1. Three-dot menu → Share.
2. Type a name, a group, or choose Share with everyone at your company.
3. Pick Can view (open and download) or Can edit (also change, upload and rename inside a shared folder). Optionally set an expiry date.
4. Change or remove anyone's access later from the same window.

Shared with me lists files and folders shared with you, who shared them and your permission. Shared items also carry a small people icon wherever they appear.

Shared drives (for example Finance or HR & Policies) appear under Shared drives in the sidebar. Files there use the company's storage and stay when a member leaves. Your role decides what you can do:

In the Share window, under Public links, choose Create link. Add a Password and an expiry date for anything sensitive, and untick Allow download for view only. Copy the link and send it. You can change or delete the link at any time; deleting it stops it working at once.

Shows the company's storage quota, how much is used and how much is allocated to users, seats used, shared drives, and the users using the most storage.

1. Invite user: name, email, role (User or Administrator), storage quota and groups. The invite is emailed; you can also copy the link.
2. The three-dot menu on a user: Edit (name, role, quota), New invite link, Reset 2FA, Disable user / Enable user.
3. A disabled user is signed out at once and cannot sign in; their files are kept.

Groups (for example Accounts or Marketing) let people share with a whole team at once. Shared drives are created here: give the drive a name and add users or groups as Manager, Editor or Viewer. Change members at any time.

Every sign-in, upload, delete, share, public link and administrative change in your company, with who did it and when. Filter by type — sign-ins, files, sharing, links, users, admin or settings.

Administrators get an email when the company has used 80% and 95% of its storage; users are told when they reach 90% of theirs. Reminders arrive 30, 7 and 1 day before the subscription ends. After it ends the account becomes read-only — files can still be opened and downloaded — until it is renewed.

1. Change password — current password, then the new one twice.
2. Two-factor authentication — turn it on or off (administrators must keep it on) and make New recovery codes when few are left.
3. After 5 wrong passwords the account is locked for 15 minutes.

Users: ask your company administrator first. Administrators: email info@opsec.co.in or call +91 95901 37009. Tell us your company name, what you were doing, and send a screenshot of any message you saw.