Are you tired of losing important documents due to computer crashes or accidental deletions? Look no further than Google Drive, one of the best cloud storage options available. But did you know that Google Drive is more than just a storage solution? It’s also a powerful productivity tool, and with the right tips and tricks, you can make the most out of this cloud-based platform.
As a go-to choice for many professional teams across numerous industries, including Tom’s Guide, Google Drive offers a variety of features that can enhance your workflow and improve your productivity. Whether you’re a student, freelancer, or working in a corporate setting, these 11 Google Drive tips will save you time and help you work more efficiently.
1. Use Google Drawings to Edit Images
When it comes to editing images, most people tend to think of Adobe’s Photoshop as the go-to software. However, not everyone has access to Photoshop, and for those who need to edit an image quickly and for free, Google Drawings is an excellent alternative.
Google Drawings may not have all the features and functionality of Photoshop, but it’s a great tool for basic image editing tasks, and it’s easy to access. You can find Google Drawings by logging into your Google Drive account, selecting “My Drive,” and then clicking on “More” to reveal a list of other Google apps, including Google Drawings.
Once you’ve opened Google Drawings, you can start editing your image right away. Here are some of the features you can use:
- Crop and resize: Use the crop and resize tools to adjust the size and shape of your image.
- Add text: Add text to your image to label or describe it.
- Shape tools: Use the shape tools to add shapes to your image.
- Line tools: Add lines or arrows to highlight specific parts of the image.
- Color adjustments: Use the color adjustments to adjust the brightness, contrast, and saturation of your image.
Overall, Google Drawings is a useful tool for those who need to edit images quickly and for free. Give it a try next time you need to make some basic image edits.
2. Use Advanced Search to Filter Results
If you’ve ever found yourself struggling to locate a specific document among a sea of similarly named files, you’re not alone. It’s not uncommon to have dozens or even hundreds of documents with titles like “Untitled 1.docx,” which can make it challenging to find the exact file you need. Fortunately, Google Drive offers a solution to this problem: the filter feature.
By default, the search bar in Google Drive can be unreliable when it comes to finding specific files. However, by clicking on the filter icon located on the right-hand side of the search bar, you can apply additional parameters to your search. These parameters include things like the owner of the document, the type of document, and the date modified, among other options.
Here’s how to use the filter feature in Google Drive:
- Open Google Drive and click on the search bar.
- Click on the filter icon located on the right-hand side of the search bar.
- Choose the filter parameter that best fits your search criteria. For example, if you’re looking for a document created by a specific person, select the “Owner” parameter and enter the person’s name.
- Click “Apply” to apply the filter to your search results.
- Review the filtered search results and click on the file you’re looking for.
Using the filter feature in Google Drive can help you quickly and easily locate the specific document you need, even if you have dozens or hundreds of similarly named files. So next time you’re struggling to find a specific document in Google Drive, give the filter feature a try.
3. Install Add-ons
Google Drive is a widely used cloud storage service, and while the vanilla version offers plenty of useful features, there’s a lot more you can do with the Google Drive Workspace. The Workspace version comes with add-ons that can enhance your experience and productivity.
Similar to how apps and extensions work on iOS, Android, and Chrome, add-ons can add new features to your drive. With a plethora of free offerings available for download by millions of users, you can expand the capabilities of your drive without spending any money.
One example of a useful add-on is Automagical Forms. This add-on is ideal for converting difficult PDF files into user-friendly forms. All you need to do is click on the plus button located in the lower right corner of your screen, browse the Workspace Marketplace, and download the add-ons you need.
So if you’re still using the vanilla version of Google Drive, you’re missing out on the vast array of add-ons available in the Workspace version. Upgrade today and take advantage of the many free offerings that can make your work life easier and more efficient.
4. Access files offline
Have you ever found yourself in a situation where you need to finish an urgent document, but you’re about to lose internet connection? Fear not, with Google Drive’s Offline working feature, you can continue working on your documents even when you have no internet connection.
To set up Offline working, simply go to your Drive Settings, then to General and ensure that Offline is ticked. However, keep in mind that you will need to make individual documents or files available for offline access. To do this, open the document you want to work on, select File, and then Make available offline.
This feature is incredibly useful for those moments when you need to get work done, but the internet isn’t cooperating. It’s also great for traveling or working in areas with limited internet connectivity. So, be sure to set up Offline working ahead of time, so you can work on your documents wherever and whenever you need to, even without an internet connection.
5. Share Files with Others
Google’s office suite is a popular choice for many individuals and businesses alike, and one of its biggest advantages over Microsoft’s offering is its seamless sharing capabilities. With just a few clicks, you can easily share your documents, sheets, slides, and forms with anyone you want.
To share a file, simply click on the share button located in the top right corner of the screen. Then, type in the name of the person you want to share the file with. You can also adjust the permissions to control what the recipient can do with the file, such as view-only or edit access.
In larger companies or networks, this feature is invaluable in ensuring that everyone is working with the same materials and information. It allows for real-time collaboration and feedback, making it easier to work on group projects and assignments. Additionally, this is a great way to bypass the 25MB Gmail attachment limit, which can be a hindrance when trying to share larger files via email.
Overall, the sharing feature in Google’s office suite is a game-changer in terms of productivity and collaboration. It’s a simple yet powerful tool that can save time and streamline workflows, making it a valuable asset for businesses and individuals alike.
6. Scan From Your Phone
Google Drive is a popular cloud storage service that offers a range of features for users. One of its lesser-known features is the ability to scan documents using the Google Drive app on your phone.
The process is simple and can be done in a few steps. Firstly, open the Google Drive app on your phone and select the plus icon located at the bottom right of the screen. From there, tap on the scan option, which will activate your phone’s camera. You can then take a picture of the document you wish to scan.
Once you have taken the picture, the app will give you the option to crop or adjust the image to your liking. Once you are happy with the image, you can then save it to your Google Drive by selecting the ‘Save’ button. The scanned document will be saved as a PDF file in your Drive, making it easy to access and share.
This feature is incredibly useful for those who need to scan documents on-the-go, such as receipts, invoices, or contracts. It eliminates the need for a physical scanner and allows you to easily upload and store documents in your Drive.
In conclusion, the ability to scan documents using the Google Drive app on your phone is a valuable feature that many users may not be aware of. It’s a convenient and efficient way to scan documents, making it a great tool for individuals who need to scan documents while on the go.
7. Multitask Within Drive
Google Drive is a popular cloud-based storage service that offers a range of features for users. One of the lesser-known features is the Explore function, which can help you streamline your workflow and eliminate the need for multiple tabs open.
The Explore function opens up a sidebar on your screen that allows you to search the internet for information and references, find images, and even filter through your own drive and shared files. To access this function, simply select the Explore button located in the bottom right corner of your screen.
The Explore function is a valuable tool for those who need to conduct research or find information quickly. Instead of having to switch between different tabs or windows, you can simply use the Explore function to search for what you need and find it right within your Drive.
For example, let’s say you’re working on a presentation and need to find an image to use. Instead of searching for images in a separate tab or window, you can use the Explore function to search for images right within your Drive. You can filter the results by file type or search for specific keywords to find the image you need quickly and easily.
The Explore function is also useful for finding information and references for your work. You can search the internet right within your Drive, which saves time and eliminates the need to switch between different tabs or windows.
In conclusion, the Explore function in Google Drive is a valuable tool that can help streamline your workflow and make your work more efficient. It allows you to search the internet, find images, and filter through your own Drive and shared files all in one place. If you’re not using this feature already, it’s definitely worth exploring!
8. Remove Complex Formatting
Copying and pasting information from multiple sources into a document can often lead to formatting issues and make the text difficult to read and work with. Fortunately, Google Docs offers a simple solution to this problem with its clear formatting feature.
To clear all formatting from text in Google Docs, simply highlight the text you want to format and then select ‘Tools’ from the toolbar. From the drop-down menu, click on ‘Clear all formatting’. Alternatively, you can use the keyboard shortcut Ctrl + \ on Windows or Cmd + \ on Mac to quickly clear all formatting.
This feature is particularly useful when working on collaborative documents or when copying and pasting text from various sources. It ensures that the text is presented in a consistent and easily readable format, making it easier to work with and edit.
In addition, Google Docs also allows you to remove all formatting when pasting text. To do this, simply press Ctrl + Shift + V on Windows or Cmd + Shift + V on Mac when pasting the text. This ensures that the text is pasted into the document without any formatting, making it easier to work with and format according to your needs.
Overall, the clear formatting feature in Google Docs is a powerful tool that can save you time and headaches when working on documents. It ensures that the text is presented in a consistent and easily readable format, making it easier to work with and edit. So, next time you’re working on a document, remember to use this handy feature to make your work more efficient and effective.
9. Multitask Within Star Your Frequently Used Documents
If you’re someone who frequently works with multiple documents, sheets, and other files in Google Drive, you know how frustrating it can be to constantly search for the same files over and over again. Luckily, Google Drive offers a simple solution to this problem with its “starred” feature.
By adding a file to your starred list, you can easily access it from a separate tab in seconds, without having to navigate through your entire Google Drive. Here’s how to do it:
- Right-click on the document, sheet, or file you want to add to your starred list.
- Select “Add to Starred” from the dropdown menu.
That’s it! You can now find the file in the “Starred” tab of your Google Drive home screen, located on the left-hand side of the screen.
This feature is especially useful for those who work with multiple files at once or need to access certain files frequently. By adding a file to your starred list, you can quickly and easily find it whenever you need it, without wasting time searching through your entire Google Drive.
Additionally, you can also remove a file from your starred list by simply right-clicking on it and selecting “Remove from Starred” from the dropdown menu.
In conclusion, the starred feature in Google Drive is a simple yet effective way to stay organized and save time when working with multiple files. By adding frequently accessed files to your starred list, you can quickly and easily access them whenever you need them, without having to navigate through your entire Google Drive. So, the next time you find yourself searching for the same files over and over again, try using the starred feature in Google Drive and see how much time it can save you!
10. Create a Shared Drive
Collaboration is an essential part of any team effort, and when it comes to working on documents, spreadsheets, or presentations, having a shared drive can make a world of difference. A shared drive in Google Drive allows multiple team members to access and collaborate on the same document simultaneously. Here’s how to create one:
- Open Google Drive and click on “Shared drives” on the left-hand side of the screen.
- Click “Create a shared drive” at the top of the page.
- Give your shared drive a name and a description (optional).
- Choose who you want to invite to your shared drive by adding their email addresses. You can also choose whether to allow them to edit, comment, or view only.
- Click “Create” to finish setting up your shared drive.
Once your shared drive is set up, any team member you’ve invited can access it from their Google Drive. They can add, edit, or delete files, and all changes will be visible to everyone with access to the shared drive. This eliminates the need for multiple versions of the same document and minimizes confusion or errors that can occur from sending files back and forth via email.
In addition, shared drives have several features that make collaboration even easier. For example, you can assign tasks to team members and add comments to documents, making it easier to communicate and keep track of progress.
Overall, creating a shared drive in Google Drive is a simple and effective way to collaborate with your team members on documents, spreadsheets, and presentations. With everyone able to access and edit the same files in real-time, it can help streamline your team’s workflow and improve productivity.
11. Rescue Documents From the Trash
Google Drive is a powerful tool for storing and organizing files, but even the most careful user can accidentally delete an important document or file. Fortunately, Google Drive has a feature that works much like the recycle bin on a Windows computer, which can save the day if you realize you’ve made a mistake.
To access your deleted files in Google Drive, look for the Bin button in the bottom left corner of the screen. When you click on it, you’ll see a list of all the files you’ve deleted in the last 30 days. Any files that are older than 30 days will be permanently deleted and cannot be recovered, so be sure to act quickly if you need to retrieve something.
Once you’ve located the file you want to restore, simply right-click on it and select the “Restore” option. The file will be immediately returned to its original location in your Drive, and you can continue using it as before. If you’ve changed your mind and want to permanently delete the file, you can also select the “Delete Forever” option.
In conclusion, the Google Drive Bin feature is a useful tool for anyone who wants to protect their files from accidental deletion. By taking advantage of this feature, you can recover lost documents and avoid the stress and hassle of having to recreate them from scratch. Just remember to act quickly, as the 30-day retention period is your window of opportunity to recover your files.