> For the complete documentation index, see [llms.txt](https://df-manual.gitbook.io/df-book/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://df-manual.gitbook.io/df-book/all-circles/df-shared-drive/how-to-structure-files-folders-and-documents.md).
# How To Structure Files, Folders & Documents
### 🗂️ How to Structure Files, Folders, and Documents in the Team's Shared Drive
#### 🎯 Goal:
To create a clear, accessible, and organized folder structure that helps everyone find documents quickly and reduces duplication or confusion.
#### ✅ Step-by-Step Instructions
***Step 1: Open Your Team’s Shared Drive***
1. Go to[ ](https://drive.google.com)[drive.google.com](https://drive.google.com).
2. On the left panel, click ‘Shared Drives’, select your circle’s drive (e.g., IT Circle).
***Step 2: Create Top-Level Folders***
These represent major categories, functions, or ongoing initiatives.
Example Folder Structure:
● Projects
● Operations
● Meetings
How to do it:
1. Inside your Shared Drive, click the ‘+ New’ button (top-left).
2. Select ‘New Folder’.
3. Name it (e.g., Projects) and click Create.
4. Repeat for other top-level categories.
***Step 3: Add Subfolders for Specific Context***
Break down folders by year, project name, or department.
Example:
● Projects > 2025 > Website Redesign
● Meetings > 2025 > Weekly Standups
● Operations > Finance > Q1 Reports\
How to do it:
1. Open a top-level folder (e.g., Projects).
2. Click ‘+ New’ and ‘New Folder’.
3. Create a folder for the year (e.g., 2025).
4. Open the ‘2025’ folder and add a new folder for a specific project (e.g., Website Redesign).
***Step 4: Create and Store Files in the Right Folder***
Always create files within the right folder (not in My Drive).
Example:
● Projects > 2025 > Website Redesign > Kickoff\_Agenda\_2025-06-01.docx\
How to do it:
1. Navigate to the specific subfolder.
2. Click ‘+ New’, select the type of file you want (e.g., Google Doc, Sheet, etc.), name the file using a clear naming convention.
***Step 5: Apply Naming Conventions***
Use consistent naming patterns to aid search and clarity.
Suggested Format:
● YYYY-MM-DD\_Description\_Type\
\
Example: 2025-06-01\_KickoffMeeting\_Notes
Why?
a. Makes it easier to sort files.
b. Improves searchability and collaboration.
***Step 6: Add a README File to Key Folders***
Help teammates understand what each folder contains.
How to do it:
1. Go to a top-level or project folder (e.g., Projects), Click + New > Google Docs.
2. Name the file: README, and add:
○ Purpose of the folder
○ Key contents
○ Who manages it
○ Notes on access or naming conventions
***Step 7: Set Permissions Wisely***
Control access based on folder sensitivity and user roles.
Examples:
● Allow View Only for reference folders (e.g., Templates).
● Grant Editor access for collaborative folders (e.g., Projects).
● Limit access to confidential folders (e.g., HR or Finance).
How to do it:
1. Right-click a folder.
2. Click Share.
3. Add team members or groups.
• Choose access level: Viewer / Commenter / Editor / Manager.
