Mastering Google Drive Folder Management and Security in 2025

The way you organise and protect your files can have a huge impact on how productive you are. Whether you’re juggling work documents, personal photos or collaborative projects, knowing all the ways to handle folders in Google Drive will save time and keep your data secure. In this updated 2025 guide, you’ll learn how to create, copy, share, download, and sync Google Drive folders, move data to external drives, recover deleted files, and strengthen security. We’ll also look at why third‑party tools like Folder Lock provide the strongest privacy when native password protection isn’t available.

Creating Folders and Shared Folders

Keeping your Drive tidy starts with creating folders. Google Drive’s interface makes this simple on both web and desktop:

Create a folder on the Google Drive website

1. Go to drive.google.com and sign in to your Google account.
   
   
2. Click New → Folder on the left sidebar.
   
   
3. Name your folder and click Create. This adds a new folder to My Drive.
   
   

You can drag files into this folder or right‑click inside it and choose Upload files or Upload folder. If you plan to organise collaborative files, consider making it a shared folder from the start.

Make a shared folder

Google Drive lets you share entire folders so collaborators inherit the same permissions. To create a shared folder:

1. Create a folder as above or choose an existing folder.
   
   
2. Right‑click the folder and select Share.
   
   
3. Under General access, choose Anyone with the link if you want anyone with the link to access, or Restricted if you’ll invite specific people.
   
   
4. Type in the email addresses of collaborators and assign them Viewer, Commenter, or Editor roles. These roles control whether they can edit, comment, or only view files.
   
   
5. If necessary, transfer ownership by clicking the dropdown next to someone’s name and selecting Make owner.
   
   

Once shared, any file inside the folder adopts the folder’s permissions, which makes team collaboration much easier.

Add files and folders to a shared drive

Organisations using Google Workspace may store files in shared drives (formerly Team Drives). Shared drives belong to the team rather than individual users. To add items:

1. In Drive’s left panel, click Shared drives. Select your drive.
   
   
2. Click New and choose Folder or File upload to add content.
   
   
3. All files added are owned by the team, and subfolders inherit the top‑level permissions; you can’t have private subfolders inside a shared drive.
   
   

If you need to move items from My Drive into a shared drive, right‑click the files and select Move to. You must have the required permission (Contributor, Content manager or Manager) to move items.

Copying and Duplicating Folders

Google Drive’s limitations

Despite updates, Google Drive still doesn’t provide a one‑click way to duplicate an entire folder. A 2025 tutorial explains that Drive only lets you copy individual files; there is no built‑in feature to copy an entire folder. When you need a duplicate, you have two main options: manual copying or using third‑party services.

Manual method: Make copies of files and move them

1. Open the folder you want to duplicate.
   
   
2. Select all files (Ctrl+A or Shift‑click).
   
   
3. Right‑click and choose Make a copy. Duplicate versions will appear in the same folder with “Copy of” prefixes.
   
   
4. Select these copies, right‑click and choose Move to → My Drive → New folder (create a new folder). Click Move.
   
   
5. Rename the new folder and organise as needed.
   
   

This method works only for files. If your original folder contains subfolders, you must manually copy files from each subfolder first. It’s tedious but reliable.

Alternate method: Third‑party tools

Services like MultCloud and Filerev allow copying entire Google Drive folders to the same or another account. For instance, the free MultCloud tool can connect multiple cloud accounts and offers a Copy to and Cloud Transfer option for duplicating folders in a few clicks. After authorising your Drive account, you tick the folder, click Copy to, and select the destination, even across accounts. The service handles file transfers behind the scenes.

While convenient, third‑party tools often require granting access to your Drive data. Evaluate their privacy policies and decide whether this risk is acceptable. For maximum control, use the manual method or the Google Drive for desktop workaround described next.

Duplicate via Google Drive for desktop

The Drive for desktop app maps My Drive and Shared drives as a virtual drive (e.g., “G:” on Windows). Because it treats Drive like a normal file system, you can copy folders locally:

1. Install Google Drive for desktop and sign in.
   
   
2. Enable streaming or mirroring: streaming keeps files online and downloads them when opened, while mirroring stores copies locally. Shared drives can only stream.
   
   
3. In File Explorer (Windows) or Finder (Mac), navigate to the Drive letter (often G:). Your Drive folder structure appears just like any local folder.
   
   
4. Copy and paste the folder like any other local folder.
   
   

The duplicate is stored locally and will sync to Drive if you’re using mirroring. However, this doesn’t bypass sharing restrictions; duplicated shared folders still follow Drive’s rules.

Uploading Files and Photos to Shared Folders

Uploading to a shared folder ensures everyone has access. Here’s how to add files via different methods:

Using the web interface

1. Open the shared folder in drive.google.com.
   
   
2. Either drag files from your computer into the folder or click New → File upload or Folder upload.
   
   
3. Wait for the upload to finish; progress appears in the bottom-right corner.
   
   

For faster uploads, ensure you have stable internet and avoid uploading many large files at once. If you lack permission, ask the folder owner to upgrade your role (Contributor, Content manager or Manager).

With Google Drive for desktop

Drive for desktop can sync any folder from your computer to Drive:

1. Click the Drive icon in your system tray and open Preferences.
   
   
2. Under Add folders, choose the local folders you want to back up (e.g., Desktop, Documents). These will appear under Computers in drive.google.com.
   
   
3. Select Syncing options (Streaming uses less space than Mirroring).
   
   
4. Save your preferences. Your local folders now sync to Drive; new files appear automatically.
   
   

This is ideal for backing up entire photo libraries or large datasets. Remember that streaming only downloads files when opened; if you want offline access or plan to disconnect, switch to mirroring.

Uploading from a phone

Using the Google Drive mobile app, open the shared folder, tap the Plus (+) button, choose Upload, then select photos or files. On iPhone or Android you may need to grant Drive access to your photos. The app will upload files in the background, and you’ll see a checkmark when finished.

Downloading Files and Folders

Download a single file or multiple files

1. Select the file(s) in Drive’s web interface.
   
   
2. Right‑click and choose Download.
   
   
3. Files will be compressed into a ZIP if you download multiple items.
   
   
4. After the download completes, extract the ZIP to access the files.
   
   

Google notes that you cannot drag files directly from drive.google.com to your desktop— you must use the Download option. If your downloads are blocked, ensure you haven’t disabled third‑party cookies or that the owner hasn’t blocked downloading.

Downloading folders from a link

If someone shares a folder link, open it in your browser, select all files inside (Ctrl+A), right‑click and choose Download. Drive will compress the folder into a ZIP. Large folders may take time to prepare; ensure you have enough disk space to extract the archive.

Move Google Drive data to an external hard drive or USB

When migrating off Google Drive or backing up everything, use Google Takeout:

1. Visit takeout.google.com and sign in.
   
   
2. Select the Google products you want to export (choose Drive to include all files).
   
   
3. Click Next step, then choose delivery method (download link via email or add to Drive, Dropbox, OneDrive or Box).
   
   
4. Select file type (ZIP or TGZ) and size.
   
   
5. Click Create export and wait. Google will send you a link to download the archive.
   
   
6. After downloading, extract the archive and copy the data to your external hard drive or USB.
   
   

A Google community expert recommends verifying that you have all your data before deleting it from Drive. If you prefer not to use Takeout, you can also select all files (Ctrl+A), download them as a ZIP, then transfer to USB.

Deleting and Recovering Files

Delete files or folders

In your personal Drive, right‑click a file or folder and choose Remove. Items go to Trash where they remain for 30 days. You can also delete from a shared drive if you have Content manager or Manager access.

Permanently delete

Open Trash, select the items and click Delete forever. Only the owner can permanently delete files from a shared drive. Note that permanently deleting cannot be undone.

Recover deleted files

Files in Trash can be restored by selecting them and clicking Restore. After 30 days they are permanently deleted. However, a Workspace administrator may be able to recover permanently deleted files within another 30 days; this is not guaranteed. To increase your chances of recovery, contact Google support as soon as possible.

Remove yourself from shared files

If someone shared a folder with you and you no longer need access, go to Shared with me, click More actions → Share, and under People with access select Remove access next to your own name. You can’t remove yourself if you’re the owner.

Sharing and Permissions

How sharing works

Every file or folder on Drive has permissions that determine who can view, comment, or edit. Changing these settings at the folder level cascades to all contained items. When you share a folder via link, you choose Restricted (invite‑only) or Anyone with the link. You then assign roles:

• Viewer – can view and download files but cannot comment or edit.
  
  
• Commenter – can view and leave comments without editing.
  
  
• Editor – can view, comment, and edit; they can also reorganise, add or delete files.
  
  

Note: Only owners or Editors can transfer ownership and manage permissions.

Advanced sharing settings and tips

• To prevent others from downloading, printing, or copying your files, click the gear icon in the share dialog and untick viewers and commenters can download, print, and copy.
  
  
• Set an expiration date for access if you want temporary sharing.
  
  
• Consider using Google’s built‑in Information Rights Management (IRM) to warn users when files are being shared outside your organisation (available to Workspace customers).
  
  

Remove shared files from “Shared with me”

Deleting a shared file from “Shared with me” just removes your link—it doesn’t delete the original. To clean up your Shared with me list:

1. Go to Shared with me, right‑click the file, select Remove.
   
   
2. If you need to remove yourself entirely, use Share → Remove access as described above.
   
   

Syncing Drive with Your Computer

Install and set up Drive for desktop

Google Drive for desktop allows you to access My Drive and Shared drives like a local disk:

1. Download the installer and sign in.
   
   
2. Choose between Streaming and Mirroring: streaming keeps your files in the cloud and downloads them on demand, while mirroring keeps local copies.
   
   
3. After installation, a drive letter (e.g., G:) appears in Windows File Explorer or Finder. The Drive folder structure shows up just like on the web.
   
   
4. To sync additional local folders (Desktop, Documents, etc.), open Drive preferences and click Add folder. These folders then appear under Computers in drive.google.com.
   
   
5. Use the Drive letter to open, save, and organise files just like local files.
   
   

Customize syncing behaviour

Drive for desktop offers advanced settings:

• Switch between streaming and mirroring: You can switch modes if you need offline access or free up disk space, but wait until files are fully synced to avoid losing unsynced changes.
  
  
• Change cache location or limit bandwidth under Preferences.
  
  
• Use multiple accounts: Add multiple Google accounts and switch between them within the app.
  
  
• Pause/resume sync when you need to free up bandwidth or work offline.
  
  

Troubleshooting sync issues

Drive for desktop occasionally fails to sync properly. To fix common problems:

• Check your internet connection and ensure you aren’t behind a VPN or proxy that blocks Drive.
  
  
• Restart Drive for desktop by clicking the Drive icon → Settings → Quit, then reopen it.
  
  
• Restart your computer if restarting Drive doesn’t resolve the issuem.
  
  
• Disconnect and reconnect your account under Preferences. Unsynced files are moved to a Lost & Found folder.
  
  
• Reinstall Drive for desktop if problems persist or rename the cache folder (DriveFS) to force a reset (advanced).
  
  
• Check available disk space; if you see an error about low space, free up space or switch to streaming instead of mirroring.
  
  

Viewing Folder Sizes and Storage Management

Unlike many local file managers, Google Drive doesn’t show the size of folders in the cloud. A 2025 community thread clarifies that there is currently no way to view a folder’s size in the Drive web interface. The only workaround is to check sizes on your local computer if the folders are synced. Alternatively, you can use Google Apps Script or third‑party tools like Filerev to calculate folder sizes, but these require additional setup and may have usage limits.

To manage storage space effectively:

• Use Google One storage manager to view large files and clear space.
  
  
• Periodically empty Trash.
  
  
• Consider upgrading storage if you routinely hit the 15 GB free limit.
  
  

Security and Encryption

Google Drive’s built‑in protections

Google secures files in transit and at rest with encryption, but there is no native way to password‑protect individual files or folders. A 2025 article emphasises that Google Drive lacks built‑in password protection for shared files. Instead, Drive relies on account authentication and sharing permissions to restrict access. For documents created in Google Docs, Sheets or Slides, you can restrict downloads, printing, and copying via sharing settings, but these restrictions are not equivalent to password protection.

Google Workspace customers on Enterprise Plus, Education Standard and other higher‑tier plans can use client‑side encryption (CSE), which encrypts files locally before uploading so that even Google cannot decrypt them. In May 2025 Google announced a beta allowing users to edit Microsoft Word documents with client‑side encryption directly in Google Docs. However, CSE must be enabled by a Workspace admin and is not available to standard personal accounts.

Workarounds for password protection

Even without native password protection, you can secure files before uploading them:

1. Create a password‑protected ZIP – Use a compression tool (7‑Zip, WinRAR, Keka) to zip your files and set a password before uploading to Drive. Share the file and send the password separately (e.g., via text). Pros: simple and free; cons: recipients must download and extract the zip, and cannot preview contents in Drive.
   
   
2. Use Google Docs sharing restrictions – For collaborative documents, set sharing to Restricted, invite specific people and disable download/print/copy options. This does not create a password but limits access to authenticated Google accounts.
   
   
3. Password‑protect a PDF – Convert your document to a PDF and apply a password using Adobe Acrobat, Microsoft Word (save as PDF and check “Encrypt the document with a password”) or online tools. Recipients need the password to open the document.
   
   
   

Password protection in Dropbox (cross‑reference)

For users also using Dropbox, note that Dropbox Professional, Standard, Advanced and Enterprise plans allow you to add passwords and expiry dates to shared links. This feature is not available on the free tier. If password‑protected sharing is essential and you’re willing to pay, Dropbox may be a more suitable solution.

Why Folder Lock is the best solution

If you regularly handle sensitive files and need strong encryption beyond what Google Drive offers, Folder Lock from is worth considering. Here’s why:

• Military‑grade encryption – Folder Lock uses AES‑256 bit encryption and a kernel‑level driver to lock files even in Safe Mode. This ensures that files remain hidden and inaccessible without your master password.
  
  
• On‑the‑fly virtual lockers – The software creates virtual “lockers” that expand dynamically as you add files. These lockers behave like encrypted drives; you can drag and drop files into them, and they encrypt automatically.
  
  
• Cloud backup – Folder Lock can sync encrypted lockers to cloud services such as Google Drive, Dropbox and OneDrive. Because the data is encrypted locally before syncing, it stays protected in the cloud. If your computer is lost or damaged, you can restore your lockers from the cloud.
  
  
• Remote collaboration – You can share encrypted lockers with co‑workers; each user has their own password to access the shared locker. This provides a secure alternative to standard Drive sharing where anyone with the link can access files.
  
  
• Additional features – Folder Lock includes file shredding (permanently deleting files using DoD algorithms), history cleaning to remove traces of your activity, a secure “wallet” for storing passwords and personal information, and the ability to create portable self‑executing lockers for USB drives.
  
  

By combining local encryption with cloud backup and multi‑platform access, Folder Lock provides comprehensive security that Google Drive alone cannot. For users who need to comply with data protection regulations or simply want stronger privacy controls, investing in Folder Lock’s pro version may be worthwhile. source: https://www.newsoftwares.net/

Frequently Asked Questions (FAQs)

What’s the easiest way to create a folder in Google Drive?

Use the New button → Folder in drive.google.com, name your folder and click Create.

Can I duplicate an entire folder in Google Drive?

No. Google Drive doesn’t offer a one‑click folder copy. You must copy all files, then move them to a new folder, or use third‑party tools like MultCloud to replicate a folder across accounts.

How do I add files to a shared Google Drive folder?

Open the shared folder, then drag files into it or click New → File upload. Ensure you have at least Contributor access.

How can I download all my Google Drive data to an external drive?

Use Google Takeout at takeout.google.com to export your Drive data as a ZIP or TGZ archive, then extract the files and copy them to your external drive. Alternatively, select all files in Drive, download as a ZIP and transfer the extracted folder to your USB.

Can I restore permanently deleted files from Google Drive?

Files remain in Trash for 30 days and can be restored. After that, only Workspace administrators might be able to recover them within another 30 days. There’s no guarantee of recovery once files are permanently deleted.

Is there a way to see the size of a folder in Google Drive?

Currently no. A 2025 community thread confirms that Drive doesn’t display folder sizes; you can only check sizes in your local file system if the folder is synced. Third‑party tools or Apps Script are required to calculate sizes.

What should I do if Google Drive for desktop isn’t syncing?

Check your internet connection, restart Drive, and restart your computer. If that doesn’t help, disconnect and reconnect your account, or reinstall the app. Advanced users can clear the cache by renaming the DriveFS folder.

How can I password‑protect a Google Drive folder?

Google Drive doesn’t support password‑protected folders. Alternatives include zipping files with a password, converting documents to password‑protected PDFs, restricting access via sharing settings, or using third‑party encryption tools.

Does Dropbox offer password‑protected links?

Yes. Dropbox Professional and business plans let you set passwords and expiration dates on shared links. The free version doesn’t include this feature.

What is client‑side encryption in Google Drive?

Client‑side encryption (CSE) encrypts files in your browser before they reach Google’s servers. Only you and authorised collaborators hold the encryption keys. CSE is available to Enterprise Plus, Education Standard, and similar Workspace plans. In May 2025 Google added beta support for editing encrypted Microsoft Word files in Google Docs. Personal Google accounts cannot use CSE.

Why should I consider Folder Lock?

Folder Lock provides AES‑256‑bit encryption, on‑the‑fly virtual lockers, cloud backup, multi‑user sharing, and extra tools like secure file deletion. It encrypts files locally before syncing to the cloud, ensuring maximum privacy and is not tied to any particular cloud provider.

With a solid understanding of Google Drive’s strengths and limitations, you can organise your digital workspace confidently. While Drive excels at collaborative file management, it lacks true folder duplication and password protection. Manual workarounds and third‑party tools fill those gaps, but for sensitive data, dedicated encryption software like Folder Lock offers peace of mind.