The Top 18 Google Drive Tips You Must Read

With these top suggestions, Google's online storage service can do even more for you than it already does. It's a fantastic file store.

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With these top suggestions, Google’s online storage service can do even more for you than it already does. It’s a fantastic file store and synchronization tool by itself. Like Microsoft’s OneDrive and Dropbox, Google Drive provides extensive online file syncing and storage. The good news is that if you already have a Google account, you can start utilizing the 15GB of free storage right now.

Drive, though, is much more than that. Additionally, it serves as the focal point for the entirety of Google’s online office suite, which includes the word processor, spreadsheet, and presentation tools Google Docs, Sheets, and Slides. Google Workspace is the same suite combination plus a few additions if you have a business paid account or access through work. Both make use of Google Drive as the main storage location for your business data.

However, you might find Google Drive wanting in terms of that 15GB, which can quickly fill up due to the fact that it is shared by a number of other services, like Google Photos and Gmail. (Google discontinued providing limitless storage for Photos and Drive last year.)

By purchasing a Google One subscription, you can extend your cloud storage to 100GB and receive other benefits like a VPN for $1.99 per month or $19.99 per year. These are Google Drive’s fundamentals, but what you really need are the insider information, the hints and tips that will elevate your usage of Drive to a whole new level.

1. Using Shortcuts for Easy Access

In Windows, a shortcut appears as a file, say on your desktop, but when you click it, it really opens a file that is located elsewhere. Shortcuts are now sort of supported by Google Drive. Making a shortcut will prevent duplication if you have anything that you wish to put in more than one Drive folder. A shortcut can be moved, renamed, or even deleted without having any effect on the original. Do not bother about resolving any duplicate files in Google Drive on your own. Starting later this year, Google intends to handle it for you(Opens in a new window). In the meanwhile, here’s a quick shortcut:

Go to Google Drive on your web browser (Opens in a new window).

To create a shortcut, right-click the file or folder you wish to use.

To add a shortcut to Drive, click.

Choose the spot where the shortcut should be added.

To add a shortcut, click.

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2. File Transfer through Cut and Paste

Although the Google Drive interface on your browser allows you to move files around, there are occasions when you’ll want to avoid using the mouse as you navigate from folder to folder. If so, you may go to the location where you wish to paste the file by pressing Ctrl+V, just like you would in the macOS Finder or Windows Explorer, and then use keyboard shortcuts to cut (Ctrl+X) or copy (Ctrl+C) a saved file. To use it, you’ll need a Chromium browser, such as Google Chrome or Microsoft Edge.

3. Get an instant link

Select the file you wish to connect to in Google Drive and press Ctrl+C to copy the link. Then, open your document, email, or whatever it is you’re working on, and press Ctrl+V to paste the name of the document together with a complete link to it, or Ctrl+Shift+V to paste just the URL.

4. Put Drive on your desktop

Due to Google Drive’s device syncing capabilities, you may start a project on a PC and continue it on a phone, tablet, or personal laptop. Additionally, it supports all document types in addition to the native Slides, Sheets, and Docs. Install Drive for Desktop on your computer to automatically backup data from your computer (you select the folders) to Google Drive or even Google Photos. Then, using the mobile Google Drive applications for iOS and Android, you may instantly access those files.

5. The Bookmark Bar Now Displays File Types

The following URLs need be manually added to your browser’s favorites bar if you wish to rapidly generate a new document, spreadsheet, presentation, or drawing to upload to Drive (with the Chrome browser, go to chrome:/bookmarks to change your bookmarks).

http://doc.new

In a new window, click here new (Opens in a new window) a Google Doc

http://sheets.new

In a new window, click here New Google Sheet (Opens in a new window)

http://deck.new

In a new window, click here new (Opens in a new window) YouTube Slide

http://site.new

In a new window, click here New Google Site (Opens in a new window)

http://form.new

In a new window, click here new (Opens in a new window) Google Sheet

6. Drop a File Into Drive

The UI of Google Drive contains a sizable “New” button for adding new files. Additionally, it’s how you upload a folder or file. To avoid that, just drag files directly into Google Drive’s list using Windows Explorer or the macOS Finder. You may release the file you’re dragging by clicking on the cloud with an up arrow at the bottom of the browser screen. Better better, drop a Drive folder directly into a folder by hovering your cursor over its name.

7. Use Offline Access to Drive Files

Normally, while your browser or device is online, you may access files stored on Google Drive. However, Google Drive offers offline access for situations when Wi-Fi isn’t accessible. Go to Google Drive settings after installing the Google Docs Offline(Opens in a new window) Chrome extension (this only functions in Chromium-based browsers like Google Chrome or Microsoft Edge) (Opens in a new window).

Create, open, and modify recent Google Docs, Sheets, and Slides files on this device while offline by selecting the checkbox next to it. You’ll need to decide which files you wish to access offline after doing so enables the option. Return to drive.google.com(Opens in a new window), right-click the document or documents you desire (press Shift/Ctrl or Command to select multiple files), and turn on the Offline availability setting.

8. Use Offline Files While on the Go

Set up the file to be accessible offline in advance if you want to work with a Google Drive file on your smartphone or tablet but don’t have internet connection. Each file’s three-dot menu will appear next to its name. Click Make accessible offline. Any modifications you make will sync with Google Drive once again the next time you go online. Return to the menu and choose Remove offline access to undo it.

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9. Save Any Information You Discover to Google Drive

Online storage spaces for all of your digital content may be created using note-taking applications like Evernote, OneNote, or Pocket. Use the Save to Google Drive(Opens in a new window) extension on Google Chrome to easily save virtually anything you view online to a folder on Drive in a manner similar to this.

But there are some restrictions. You can only save a view of a page as a PNG file, the whole HTML source code, or as a Google Doc; you can’t truly save only the excellent text portions of a page (which will throw off the formatting). Simply save an image by doing a right-click. Stick with the services described above for genuine information saving.

10. Use Drive to get around the Gmail attachment restriction

You’re in fortunate if you use Google Drive and Gmail since you’ll never have to attach a file again. Send a link instead. That means you may send up to 10 Gigabytes worth of data without ever exceeding the 25 MB attachment restriction. First, the file(s) must be uploaded to Google Drive storage.

By clicking the Google Drive button at the bottom of the Compose email screen, which opens the Insert files using Google Drive dialogue box, you may insert the link into a Gmail message. Use the Upload tab to drag and drop the files if they are on your hard drive. Google will automatically upload any single file larger than 25MB to Google Drive and send a link along with the message if you attempt to attach it rather than link to it.

11. Change Every Drive Upload to Use Docs

Go to Google Drive (not Docs) on the desktop, click the gear icon up top, and choose Settings if you want any file you upload there—even PDFs—to convert to text you can edit as a Google Doc. Check the box next to “Convert Uploads” in the pop-up window. It could take a bit longer to upload files, but it’s worth it. The image will be added into a Google Doc along with editable content. 12. Add Pictures to Text Search

The option to upload a photo is one special feature of the Google Drive mobile app (not available in the standalone Docs and Sheets applications). Why would you act that way? Google reads the text in the image and converts it into searchable text. It’s ideal for snapping pictures of things you might need to remember later but don’t want to type again, such recipes, menus, business hours, etc. To accomplish this, select either Upload or Use Camera by clicking the huge + button. (Note: Only the PC or Android apps allow for text editing using OCR; the iOS version does not.)

13. Make Every Keyboard Shortcut Visible

If you use keyboard shortcuts, you’ll be the master of Google Drive. But what exactly are they, and where can you locate them? When you press Ctrl+/ on any Google Drive app, including the home page, the shortcut menu will display all of the available keyboard options.

14. Verify Every Search Option

Searching Google Drive for a certain document or file? The search process is mastered by Google, therefore it’s often simple. Open the options in the search box by clicking the symbol that resembles parallel lines with sliders on them to do an advanced search. From there, you can do searches based on a variety of criteria, including the file type, owner, status (starred, trashed, or encrypted), modification date, recipient, and more.

Better better, when searching Drive, employ Natural Language Processing, which enables you to omit the obscure search operators and enter phrases like “find my sales meeting minutes from last July.”

15. Use color coding to organize your files

Although keeping folders organized is helpful, there are instances when you merely want your attention to be led to the most often used files, for example, by a color choice. There are several options available with Google Drive. To access the menu, right-click any folder and choose Change Color.

16. Get Google Drive apps, please

There are a variety of Google Drive apps that you may link to your Google Drive, which should not be confused with Doc/Sheet/Slide Add-ons. You probably don’t need the HelloFax app and add-on because there is some overlap with add-ons. The Chrome Web Store’s applications, however, make it simple to perform some more editing in a different location.

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17. Using the Omnibox’s Quick Search Drive

Google refers to the URL/search box at the top of the Chrome browser as the Omnibox since it has the ability to take you to a URL and do multiple searches. Google Drive is one of those areas. Manage search engines and site search may be chosen by right-clicking in the box. Look under Inactive Shortcuts for Google Drive as you scroll down (you may have to click on Additional inactive sites). Go to Site Search and click the Add button if you can’t find it there. Type “Google Drive” into the search box and “drive” into the shortcut field.

18. Prevent Drive-By Spam

Because of the connections between Gmail and Google Drive, spam is an issue that extends beyond email. A spammer could simply share a file with you straight from Google Docs, Slides, or Sheets, and it would instantly appear in your Google Drive. Alternatively, they could email you a link to a Google Drive file that you would need to click on.

Search for any files or even entire folders that you know don’t belong in Drive’s Shared With Me view. Select Block with a right-click. There will be an accompanying email address; it is the person you are actually banning.