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Google Drive is packed with features that make organizing, sharing, and accessing your files easier than ever. Yet, some of its best tools often go unnoticed. From bookmarking important files to accessing them offline, here are 9 essential Google Drive tips that will enhance your workflow.
1Star Important Files and Folders
Finding a specific file in Google Drive can sometimes be overwhelming, especially if there are numerous files and folders. However, if you need to access certain files or folders more frequently, you can “star” them for quick access. This will save you the hassle of searching for the same files repeatedly.
To star a file or folder in Google Drive, simply right-click on it, and chooseOrganize >Add to Starred. Once starred, these items will appear in theStarredsection, located in the left sidebar of Google Drive. This feature is quite useful for keeping priority documents, frequently used files, or active project files organized and at your fingertips.
Screenshot by Pankil Shah – No attribution required
2Use Advanced Search to Locate Your Files
You may already use the search function in Google Drive to find your files and folders. However, for faster and more precise results, you may use theAdvanced searchoption next to the search box.
This will allow you to filter results by file type, owner, location, or even the date modified. This option is especially useful when you have a large number of documents and need to find something specific.
Additionally, Google Drive also supports Boolean operators, similar to Gmail. you’re able to use commands liketo:,from:,type:,AND,OR,owner:,before:,title:, and more, to refine your search and find files more quickly. For example, typingtype:pdf owner:me before:2023in Google Drive search will allow you to locate all the PDF files created before 2023.
3Setup Offline Access for Your Files
If you don’t always have access to the internet,setting up offline access for your Google Drive filescan be a lifesaver. This lets you view and edit your documents, spreadsheets, and presentations without an internet connection. The best part? Any changes you make are synced automatically once you’re back online.
To enable offline access, go toGoogle Drive’s settingsmenu and check the box under theOfflinesection. This will make your recent Google Docs, Sheets, and Slides files available offline. You can also make an old file available for offline editing by clicking thethree-dot iconnext to it and selectingMake available offline.
4Take Advantage of the Activity Sidebar
TheActivitysidebar in Google Drive is a handy feature for staying on top of your files, especially in collaborative settings. It helps you monitor edits and quickly review a file’s revision history.
Simply select a file or folder in Google Drive, click theinfo iconin the top right corner, and switch to theActivitytab. This will display a timeline of activities, such as comments, edits, and sharing events, making it easy to stay informed about all changes and interactions with a file or folder.
5Get the Save to Google Drive Extension
If you frequently download files from the internet only to re-upload them to Google Drive, you’ll find theSave to Google Drive browser extensionhelpful. This simple tool lets you save documents, images, videos, and even entire web pages directly to your Google Drive. When you come across a file or webpage you want to save, all you need to do is right-click it and selectSave to Google Drive.
This extension is free and a must-have tool for anyone who wants to quickly save online content without the extra hassle.
6Access Google Drive via File Explorer
You don’t need to open a browser every time you want to access your Google Drive files. Byadding Google Drive to Windows File Explorer, you can seamlessly access and upload files directly from your desktop. Doing so will create a folder on your computer that acts as a virtual drive. You can then interact with Google Drive just like any other folder.
If you prefer having offline access, you can enable theMirror filesoption. This will store your Google Drive files on your computer, ensuring they are always available, even when you’re not connected to the internet.
7Use Keyboard Shortcuts
Like any other service, Google Drive supports keyboard shortcuts to enhance your experience and improve efficiency. While you may already use common shortcuts likeCtrl + Ato select all orCtrl + Zto undo, there are others that can boost your productivity. For example, pressing the/(forward slash) key brings you directly to the search bar, andAlt + Nopens the New menu.
you’re able to pressCtrl + /to view all the keyboard shortcuts Google Drive supports. Memorizing some, if not all, of these can help you navigate faster and save time.
8Share Google Drive Files With Non-Gmail Accounts
Sharing Google Drive files with Gmail users is straightforward, but did you know you can alsoshare them with people who don’t have a Google account?
9Block Spammers on Drive
Spam isn’t just a problem in Gmail. Scammers often exploit Google Drive’s sharing feature to send malicious files that may appear in your Drive. While dealing with such scammers can be frustrating, blocking them is a quick and effective solution.
So, if someone shares files or folders with you that you don’t want, you canblock them on Google Driveto prevent future disruptions. Simply locate the file shared by the user you want to block. Right-click on the file and selectReport or block > Block [email/username].
Blocking someone not only prevents them from sharing anything with you in the future but also removes any files they’ve already shared with you.
Integrating these tips into your daily routine should help you make the most of what Google Drive has to offer. So, make sure you try them out for yourself. Remember, the more you explore, the more you’ll discover to make Google Drive work smarter for you.
