Google Workspace Business Starter, originally limited in collaboration features, now supports pooled storage and Shared Drives. This enables teams to better organize, access, and manage data within a secure and centralized workspace—even under the most affordable plan. This article explains how to activate and effectively use both pooled storage and Shared Drives in your Business Starter plan.

? What is Pooled Storage in Google Workspace?

Pooled storage means that your organization’s total storage is calculated collectively based on the number of active users. For Business Starter:

• Each user gets 30 GB.

• Storage is shared across the organization.

• Example: 10 users × 30 GB = 300 GB pooled storage.

Instead of individuals running out of space, your organization can manage storage centrally and distribute it as needed.

? What are Shared Drives?

Shared Drives (previously called Team Drives) are centralized storage spaces where:

• Files are owned by the team, not individuals.

• Users who leave the company won’t take their files with them.

• Permissions can be granted at drive level or folder level.

✅ Step-by-Step Guide to Implement Pooled Storage

1. Verify Pooled Storage Activation

• Go to Admin Console → Storage.

• Ensure it shows “Pooled Storage” and not per-user allocation.

• This should be enabled by default post-August 2024.

2. Monitor Storage Usage

• Admin Console → Storage → View usage by user and service.

• Reallocate or audit large file owners if nearing limits.

3. Educate Team Members

• Inform users they no longer need to manage storage individually.

• Encourage use of Shared Drives instead of My Drive.

✅ How to Enable and Use Shared Drives

1. Enable Shared Drive Creation (Admin Only)

• Go to Admin Console → Apps → Google Workspace → Drive and Docs.

• Under Sharing Settings, enable “Allow users to create Shared Drives”.

• Save settings. May take up to 24–48 hours to reflect.

2. Create a Shared Drive

• Open Google Drive (Web) → Left panel → Click "Shared drives".

• Click + New → Name the drive.

• Add members and assign roles (Viewer, Commenter, Contributor, etc.).

3. Organize and Collaborate

• Store all team-related files inside Shared Drives.

• Manage access levels per user or group.

? Permissions in Shared Drives (Basic Overview)

⚠️ Limitations in Business Starter Plan

• No granular admin control (e.g., DLP, Vault retention).

• No advanced analytics or alerts for Shared Drive usage.

• No ability to share folders outside organization (file-level only).

• Shared Drives may not support external sharing depending on settings.

? Tips for Efficient Usage

• Group access: Use Google Groups to manage Shared Drive access.

• Naming conventions: Follow a clear naming pattern (e.g., Dept_HR_2025).

• Cleanup policy: Regularly archive or delete unused drives or large files.

?️ Troubleshooting

• Shared Drives not visible? → Check Admin Console settings.

• Pooled Storage not showing? → Contact Google Support if rollout hasn’t reached your domain.

• Syncing issues? → Use Google Drive for Desktop with Shared Drive access enabled.

? Conclusion

By enabling Pooled Storage and Shared Drives, organizations using Google Workspace Business Starter can now leverage collaborative tools previously reserved for higher plans. Admins must configure settings properly, and users must adopt best practices to maximize productivity without exceeding storage limits.