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Back in 2014, I moved over from and found a few unexpected benefits. At first, I had a little trouble managing the space since the 1TB on my Google Drive was bigger than my HDD, but I started to learn some of the deeper features of Google Drive, some of which are pretty cool.Below is a big list of the top tips and tricks I have learned from my experience with the platform.Bonus: become a Gmail power userBefore we start, I wanted to offer you a bonus upgrade of 25 Gmail tips you can use to get super-fast at reducing your inbox to zero.Just click the button below to access your Gmail tips.Done that? Now, let’s get onto the Google Drive tips.
Work with your team in real timeGoogle Drive got its early breaks in the market by being far superior at collaborating with others than any other tool out there. This still holds true today. You can have a ton of people working on a document simultaneously and things will still run smoothly.One main advantage of this is that you can always see exactly what everyone is doing in real time, no matter what device they’re on. Activity is also logged so that you can review changes at your leisure – you can always know who edited or deleted an element and when they did so.Documents are capped to 200 collaborators with only 50 using the document at any given time. While it’s not the great for massive sprawling teams, for 99% of the users this is more than sufficient.
Publicly share documentsNot only can you share and collaborate with people you invite, but you can also make documents public to avoid the hassle of handling individual user permissions. By setting your work to be public, you can allow anyone and everyone the ability to view or edit it, and even allow Google to use it in its search results.I have seen some cool examples of public documents being used, like who used it to for.
Control access levels for securityJust because you want to share and work with others, that doesn’t mean you necessarily want people messing with your stuff. Because of that, Google lets you control permissions on documents.The document itself can be set to be available for specific people you give access to, anyone in your organization, or anyone on the web.
You can also decide whether to allow Google to show the document in search results or only allow those with the link, and whether users should be able to view, view and comment, or straight-up edit your work. Chat while collaboratingTo give collaboration a further kick, you can even have conversations around particular documents and spreadsheets.
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Just click the speech bubble icon on the top right to open a chat window.Anyone who is working on the spreadsheet can participate, which makes these conversations great for document-centric discussions. This way you can work on a document and chat all in real time, but all without leaving the page. Search by personWhen you use Google Drive a lot you can have a bunch of incoming documents being shared with you in quick succession.
Sometimes it’s hard to remember exactly what the name of the document was. Don’t worry, there is a solution for this too.First, you can check out the “Shared with me” folder for a list of documents that have been shared with you.
If that list is too long, just do a search for the person’s name or email address and it will bring up a list of all the documents you are working on with them. Enhance your experience with add-onsIf you’re looking for a functionality boost to your documents, take a look at the add-ons. There is a huge range to try for both documents and spreadsheets, all of which can really give their usability a good boost.Check out, and to start with.
Link apps to streamline your workflowThere is also a whole directory of apps that work directly with Google Drive, all of which can help you make the most of your documents and data without so much hard work. Actually, we are planning to build one for so you can view your Process Street straight from Google Drive.To get you started, however, try Cloudconvert for converting files and DocuSign for signing documents. Google Drive Apps are not to be confused with (now called ). Use drag and drop to uploadAlthough Google Drive has a button to select a file or folder to upload, you don’t have to go through the steps of clicking it and finding the thing you want to put on there. Instead, you can drag and drop files from Windows Explorer or the MacOS Finder right into Google Drive and they’ll auto-upload. Use Optical Character Recognition (OCR) to turn images/PDFs into textOne of my favorite aspects of is its ability to do OCR on images and PDFs then make them searchable. Google Drive also has this feature, allowing you to OCR your images and PDFs.To do this, upload your image or PDF to Google Drive, then right click it and select “Open with Google Docs”.
Click for more guidelines. Use the mobile app to scan and OCRUsing the same method as converting your images to text, you can use the Google Drive mobile app to take pictures of documents, signs, business cards etc and then open them in Google Docs to convert them into text and make them searchable.While Evernote also does this feature very well, Drive’s OCR ability is nothing to be sniffed at. Use bookmark links for quick creationYou can create a bookmark which, when clicked, will create a new document or spreadsheet inside Google Drive. This is a massive time-saver, since you don’t have to open up the relevant app or Drive itself and click “Create New” – you just have to click your bookmark instead.To create these links, simply drag the one you want below into your bookmarks bar:Create Document –Create Spreadsheet – 12. Use Drive on your desktop with Backup and SyncIt’s handy to know that you can use Google Drive in the same way as Dropbox – as a local storage solution that’s synced to the cloud – with.I moved all my files over from Dropbox to Drive back in 2014 and haven’t looked back since.
Drive is far cheaper and you can consolidate all your documents, spreadsheets and files into one place, and it even has a much wider range of features than Dropbox. If you are looking for a file syncing or backup solution, it’s definitely worth looking at. Use offline mode to access your documents on the goNot only can you access your files offline using the Dropbox-esque desktop app, you can also allow offline access through your Chrome browser. Come rain or shine, internet or no connection, you’ll be able to access and edit your documents.
Clip web pages to Drive like Evernoteand use it daily as my infinite shoe-box. However, if you haven’t got on the Evernote train yet or you just like the idea of everything being in the same place, you can use the Chrome Extension called.This acts as a kind of sub-standard Evernote Web Clipper, allowing you to save pages and articles directly to Drive. You can’t just copy out the text part, however, as it will save the whole site as a PNG, the HTML source code or transform it to a single document, thus killing the formatting.
It’s not very useful if you already use Evernote but still an option. Supercharge your emails with DriveAnother huge reason to switch to Google Drive is if you are heavy Gmail user. The first big benefit is when attaching files.
You can add files directly from Drive without needing to wait for them to upload, plus you can send much larger files – try 10GB instead of the standard 25mb.If you are trying to get away from email, you might want to check our post on. Search Drive directly from GmailIt’s incredibly handy to be able to use the search bar in Gmail to search through Drive, letting you find what you need without having to leave your inbox. Admittedly, though, this is something you would expect from the world’s leader in search. Easily edit documents and spreadsheets with dedicated mobile appsAnother cool addition to the Google Drive feature list is standalone apps for Docs and Sheets.
This is great if, for example, you spend a lot of time in spreadsheets and want a dedicated, fast app specifically for editing and managing them.What more could you need? Well, keep reading to find out. Automatically convert to Google Docs formatI have a love-hate relationship with this feature.
You can upload MS Word and Excel documents to Drive and it will give you the option to auto-convert them into the Google Docs format.While converting the document makes it easier to collaborate around and edit from your mobile, Google Docs and Spreadsheets still don’t have the depth of features and customization the MS Office desktop apps have. Hence why this can cause you to lose formatting on your documents.This isn’t a deal breaker by any means (and it’s better to have the feature even if it is a little janky), but one of my biggest pet peeves from this is that you lose the color on cells in Excel. View any document straight from your browserGoogle Drive continues to impress me with it ability to open almost any format file in the browser. You can even open things like an Adobe Illustrator file to view without booting up another app.Basically any type of document, image, spreadsheet, PDF, video, audio file, and more can be opened in the browser version of Drive. While there may be some exceptions, I can’t think of a single instance where this feature has failed me.
Use forms to collect data. There are a bunch of form builders out there, but Google is completely free with Google Drive for unlimited use. Plus it integrates very nicely with spreadsheets. Each form entry can be added as a row in a spreadsheet and you can then pull that data into other tabs/sheets and manipulate it automatically.
Quickly create images with the in-built drawing toolIf you want a quick and easy way to add images to your documents, try the built in Drawing tool. Go to the Insert menu in Docs, Sheets, or Slides and select Drawing. You’ll get a scaled back version of the Drawing app that makes it a breeze to include your art. It’s no Photoshop, but it will work just fine for the basics.
Go double full screen mode to eliminate all distractionsIt’s no secret that you can hide the menu in Google apps to focus more on what you’re doing, but it’s even more useful to double down on your full screen efforts and completely eliminate distractions.Click on the “View” menu then select the full screen option. This will remove the apps toolbar and options, giving you a clean writing screen. Next, go into “double full screen mode” by hitting F11. When you’re done, just hit F11 again to return to your regular browser view. Make research a breeze with the Explore functionUse the “Explore” function (in Docs only) in the bottom right of your page to do a Google search from inside the document, saving you from searching manually and getting distracted by all that clickbait.
You can even pull information from the search and have Google create an auto footnote citation in your document. Auto-generate your Table of ContentsYou can use this feature to automatically create your ToC, but first you need to format your headings correctly. Make sure that you’ve set used H1s, H2s, and H3s to correctly segment your work (just as a book would with parts and chapters), then click “Insert” and “Table of Contents”. View every single keyboard shortcutIf you want to become a power user of any piece of software you have to master the keyboard shortcuts. Google Drive is no different, but thankfully there is a handy guide that they provide to help you towards that goal. Access a list of all the shortcuts by hitting Ctrl+/.
Use Google Photos for unlimited photo storageThat’s right! Store your photos on Google Photos (instead of directly on Google Drive) and they won’t take up any Drive space. There is one catch, but it probably won’t bother 90% of people:The photos have to be under 16MP. That means you can’t upload 4608×3456 originals from your DSLR, but you can still store super-high quality images there for free without eating Drive space.27. Use Insync to manage multiple accountsIn their words, is the most powerful Google Drive client ever built.
What that means for you is that you can manage multiple Google Drive accounts from one app – Insync pulls data in from all connected accounts no matter where they are.As well as that, it automatically converts Google Docs/Sheets/Slides files to their Microsoft Office counterparts, you could end up wasting time on.28. Filter your searches within DriveIt’s great to have well, but sometimes we want to bring up the one document we need straight away.I say sometimes, for me it’s always. I would much rather be able to simply type within the search box and have the exact document I’m looking for appear in front of me. Fortunately, within Drive that is as easy as could be.At the top of your screen you will see the search box. As you probably already know, you can start typing in there and it will suggest the files you’re looking for as you type. This is a useful feature in and of itself.
But what if I told you it got better than even that?There’s a little dropdown arrow at the far right of the search box which brings up a series of filters. With this dropdown, you can search for documents with specific owners, documents which have been starred or moved to trash, or documents from within a particular timeframe. If you’re a Drive power user like I am and have heaps of content to trawl through, this powerful search functionality is a godsend. Dictation helps you work hands freeIf you’re typing in Google Docs, it’s worth considering factoring their dictation functionalities into your workflow.Often, I’ll find myself wanting to source a book or some other offline resource and include a quote. It has made it very easy for me to simply switch dictation on as I lean back and read out loud the sections I want to record.
Google Docs then does the hard work for me and types it all up real time.The quality of the software is high, but it can make mistakes. Fortunately, these are very easy to correct and I feel I still receive a net gain in terms of time from the dictation feature. There are a lot of options on the market for, but Google Docs certainly should be checked out! Add links to documents really quicklyWhen I’m writing, I often find myself wanting to link a word to a webpage to provide a little more information.
Often it will be a link to a company page or a Wikipedia page. Or even an article I know well and think will be relevant in the text. This is where I love the Google Docs feature that does rapid linking.If you highlight a word and click to insert a hyperlink, Google will search the web for that term and suggest to you the top two results. If it is a brand name or a Wikipedia article I want to add, this makes the process as easy as possible.
If it is an article I know, I can just begin typing the title into the text field and Google automatically brings it up.A great little shortcut for my. Integrate with other apps to create automationsAt Process Street, we’re big fans of automating simple tasks to create more time in your day. This boosts your productivity and lets you focus on the most important aspects of your work.Our go-to platform for third party automations is, and you can use it to connect your different G-Suite products. Zapier has over 750 different applications you can link together through automations and this allows you to make even more out of Drive’s functionalities.Check out our ebook, for the complete breakdown of how to bring automation into your business.Love using to gather survey results? Hook it up to a Google sheet to record all your data. You could even connect that Google sheet to and have each response automatically posted into a Slack channel so you can be updated on it in real time.The possibilities are endless.
Create text shortcuts to manage repeated phrasesIn Google Docs, you can create shortcuts based on what you type into the documents.For example, you might be a project manager who regularly types “needs more information” or some other key phrase. With this autofill text function you can set it to auto write the phrase when you type a shortcut like “nme”. So any point in the text you can type “nme” and it will autocorrect to “needs more information”.You can do this with multiple other examples; the value proposition for your startup, for example.
The possibilities are endless. Simply go into Tools then Preferences then play with your automatic substitution settings. Bonus: Get a list of 25 Gmail tips!We’ve put together a list of 25 Gmail Tips that’ll turn you into a power user. Click the button below to access them.And that’s it for my list of Google Drive tips, if you know any I missed out please leave them in the comments. One word of caution, we have seen a lot of issues with:1) Non-Google files and multiple people syncing those files. Ranges from Google Drive recreating deleted files. Moving moved files back to their original location.
The more files you have, the more confused Google Drive seems to get.2) We have Google Drive running on a decent machine, and it constantly crashes the app. Granted we have a LOT of files. The sync prep process itself ( after you restart it ) takes approximately 25 mins to start syncing again. It’s during these times that Google Drive seems to get confused about what to do with the file.
Lol, Just editing? For me its also opening, swapping tabs or sheets, changing font changing colour, copying, pasting basically im better off using my pad and pen to list the things it does better than normal software, then use the blank page presented there to actually get the job done (or another decent program) doesnt look likely to get better either after about 6 years of error submissions. They still acclaim to be making a substantial challenge to MS office though!
Which, as much as I hate MS. Office is functional which is alot more than Googles Docs/sheets/etc knock offs (not to mention that when I want to make a file, I dont want to actually make a website masquerading as a said file type)In regards to this post, some real good ones, but should probably be reduced to 10-15 ninja tips, since alot of the are flagrantly flaunted in front of you every waking second of use (as far as i recall ninjas dont prance around right in plain sight in front of you well, maybe ninja standards have dropped, ninja trade unionism maybe?).
Thanks!I work freelance, so I have a range of clients across different projects. That means I need to be very selective about who has access to what. I’m still exploring more benefits of Google Drive.
So far – it’s a great meeting place.We use Google Drive for tracking sheets, training and collaboration; and Dropbox for storage and sharing files.We had one issue with Dropbox when a core team member left the group and their access was revoked. All content uploaded by them to Dropbox became broken links, since Dropbox was sourcing files from that member’s “owner” folder.
Ur article is cery useful. Please help me to find the right i need. Im using Evernote to have all stuffs i need in other decicedecice from my phone or viceversa.
I want to synchronise everything i have on my phone to the other deviceslike notee, photos, videos, phone contacts, doc, pfd, etc etc and i dont want to share them with othersjust to keep them safe if something happen with my phone or other device. I want to keep my datas safe.
What is the best solution please? What is the best app that i can install in my PC, netbook and smartphone? I have a question and could`t find the answer anywhere!I have Cuda Drive (it`s a desktop application from Copy.com cloud storage). And what it does is show me every file that I have in my storage, but only downloads the files that I use most, and until the limit that i have set (10gb).I know Drive has a option to sync only the folders that I want, but my question is: Can I see in my PC all files that I have in drive, or only those inside the folders that I choose to sync?Thanks a lot!! Hey Dan, looks like no Here are the limits Google provides:Here they are pasted here:Files you can store in Google DriveFile sizesThese are the documents, spreadsheets, and presentation sizes you can store in Google Drive.Documents: Up to 1.02 million characters. I came here looking for a way for the “local” Google Drive to show files & folders that are owned by my son and shared with me.
The “local” Dropbox does it automatically. The “local” Drive apparently does not and I have to use Drive in the browser. I was hoping for a tip or hack to allow it.I looked at Insync, but their bottom $25 plan requires 2 licenses, one for my account and one for my son’s. The thing is, I don’t want access to all of my son’s files, just the one he shares with me.Anyway, thanks for tips above.
A couple will be very helpful to me. I need to upload 200 PDF files to google docs (filenames will be preset document numbers of our in-house published documents). On an index, I need to allow the users to link to directly to each uploaded doc.Doing this on a regular web server or file system, the logic of the file locations would be (if filenames are in the series file1.pdf, file2.pdf,)How can I get the links for the 200 files I have uploaded to Google docs based on their filenames? Clicking on each Sharing link to get the randomly assigned Google doc number for each of the 200 uploaded document is not feasible. Or is there a way to get a report or csv file of what filename maps to what Google randomly generated number for the 200 files in that folder (if I can get a mapping in a csv file, then that will also do the job)thanks for any advice you can give,Andrea.
Hey Andrea,Interesting predicament — I’ve often wished that Google Drive’s sharing links could be predictable/structured. I’ve just had a search around for you, and the best I found was a service that lets you create custom links for Google Drive files — but only if the files are public. It doesn’t look right for the situation.Perhaps Drive’s Audit Log feature is something more relevant here?By getting that audit log, you could quickly copy all the file links out of it.Does that help?Benjamin. What an extensive list of tips. As a huge fan of Google Drive, I have to admit that I didn’t know some of the “tricks”, like the OCR related features. I heard about the technology but didn’t know that Google has integrated it into GDrive (awesome!).
I’ll definitely test it out to see if it would well handle scanned PDF documents (extracting the text, and perhaps images?).Another thing is the “Drag and Drop” feature, it’s good to know that. However, personally I feel Google could enhance it even further, not only allowing us to upload easily, but to download as well. By downloading, I mean drag and drop some elements (especially pictures) out of a Google Drive document. Unfortunately, it isn’t available as of now. That’s why I recently wrote a post to introduce 5 ways to extract images from Google Docs. If your time permits, I’d like to invite you to check it out, it’s here:P.S. Shared your article on Twitter, no problem.
But when I clicked the Pinterest button, it won’t allow me to pin (the browser says something like “please disable your popup blocker”), just wanted to share this feedback in case you want to fix it. This might be a stupid question, but I honestly I don’t know where else to ask.“Access a list of all the shortcuts by hitting Ctrl+/.”Hitting a keybinding like this requires me to press four buttons simoultaneously (Ctrl+Shift+AltGr+7). Fortunately, this is physically possible on my keyboard, but even so, when I press this key-combo in Google Docs, the only effect is that I simply type the letter “/”. The problem persists with other keybindings that need bigger combinations of keys like this one does.Do you have any ideas as to how to get around this and actually use the keybindings as they are displayed in Google Docs? I would like to access the full functionality.
Hi Vinay, thanks for the insights, a great post. I am facing an issue with GD and was wondering if you knew of a solution. Someone shared a file with me and it is appearing under “Shared with me”.
I want to delete this file, however i am unable to do it. I tried removing it to trash, but it wouldnt move. There were many other files under “Shared with me” and i was able to delete all of them, but this one file remains.i looked around in forums etc but couldnt find a solution, there were some posts suggesting to do unsubscribe and then delete, but this was back in 2012 and now the unsubscribe button is not there in GDknow of any solution?Cheers. Is there a way we can incorporate Status Bar on shared Folders?For Example:Company A: Creates a shared folder for XYZ to get details, Sends a Form requesting to fill in the Candidate credentials.Candidate XYZ: Half fills the form.Information Auto Saved.Company A: Instead of opening the folder& checking if it is filled or no or how far it is filled at regular Intervals.Is there a way we can incorporate a Status Bar with the Percentage of Completion So when we open the folder we know& can take required action without digging into the file.Appreciate your comments. Hello there,My name is Aly and I would like to know if you would have any interest to have your website here at process.st promoted as a resource on our blog alychidesign.com?We are in the midst of updating our broken link resources to include current and up to date resources for our readers.
Our resource links are manually approved allowing us to mark a link as a do-follow link as well.If you may be interested please in being included as a resource on our blog, please let me know.Thanks,Aly. Hi Bob,If you click on an image inside your Google Drive, it should appear as a preview to let you view the image. When it does this, you should see in the top right hand corner of the screen a button which looks like three dots placed vertically.
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If you click on that button it will open the sharing settings.You want to get a Shareable Link. This may already be shown in front of you, or you may have to click a button which says Get Shareable Link. The thing you need to check is the access settings of the link. This might look something like:“Anyone with the link can view”This defines 3 things. Anyone can see it. They can only see it if they have the link (can’t find on Google or other search engines). They can view the image, or other kind of file, but they can’t edit the file.You can change the settings to be appropriate to your needs.Then you just copy the link and send it off to your mother.
She should be able to click on it and load up the image.I hope some of this helps.Best,Adam.