How to Use Google Drive : Step-by-Step Tutorial and Everything You Need to Know
What is Google Drive?
By using Google Drive, you can simplify your tasks, improve efficiency, and keep your files organized and secure, all while making it easier to work together with your team. Whether you’re working alone or with others, Google Drive is designed to help you get more done with less effort.
Google Drive Features
Google Drive provides a variety of features to streamline file management and collaboration. It offers cloud storage for easy access from any device, real-time collaboration on documents, and offline access for uninterrupted work. Below are the key features:
- Cloud Storage: Store and access files from any device with internet access.
- File Sharing: Share files and folders with others, and set the access permissions (view, comment, or edit).
- Real- Time Collaboration: Work on Google docs, Google Sheets, Google slides, simultaneously with others in your team.
- Offline Access: Access and edit files when you are not connected to the internet.
- Advanced Search: Quickly find files using keywords, file types, and other filters.
- Version History: View and go back to earlier versions of a file and you can also see who has made what changes at and what time it is made.
- File Organization: Organize files into folders and use color-coding for easy navigation.
- Backup and Sync: Automatically back up files from your computer and sync changes across devices.
- Integration with Google Workspace: Work smoothly with Gmail, Google Calendar, Google Meet and Google Apps.
- Security Features: Protect your files with encryption and two-factor authentication.
Benefits of Google Drive
- Access your files from anywhere, on any device.
- Efficiently collaborate in real-time with your team.
- Easily share files with others and can grant permissions for viewing , editing and commenting based on your wish.
- Track changes and go back to previous versions of files.
- Files are automatically saved and synced across all devices.
Who Can Access Google Drive?
Google Drive can be accessed by anyone with a Gmail account, including free Gmail users and Google Workspace users.
Free Gmail Users: Anyone with a Google account can access Google Drive and get 15 GB of free storage, shared across Google Drive, Gmail, and Google Photos.
Google Workspace Users: Businesses, schools, and organizations with a Google Workspace subscription can access Google Drive with additional features and storage options. When you are purchasing gmail, it has different plans as mentioned below and based on the type of the plan you purchased your storage space will be different.
Here’s how much storage you get with each plan:
- Business Starter Plan(Basic Plan) : 30 GB
- Business Standard Plan : 2TB
- Business Plus Plan : 5TB
- Enterprise : 5TB
How to Access Google Drive ?
Accessing Google Drive on the Web
- Set Up Your Google Account: Ensure you have a Google Gmail account. If not, create one at Google Account Creation.
- Visit Google Drive: Open your web browser and go to https://drive.google.com
- Use Google Apps Menu: Alternatively open your gmail and click the grid icon (Google Apps menu) in the top-right corner, and select Google Drive from the list.
Accessing Google Drive on Mobile Devices
- Download the App: Install the Google Drive app from the Google Play Store (for Android) or the Apple App Store (for iOS).
- Open the App: Launch the Google Drive app on your mobile device.
- Sign In: Log in with your Google account credentials to access your files in the Google Drive.
Accessing Google Drive on Desktop
- Download the Desktop App: Go to Google Drive for Desktop and download the app for Windows or macOS.
- Install the App: Follow the installation instructions to set up Google Drive on your desktop.
- Use Google Drive Folder: Once installed, you will find a new Google Drive folder on your computer. Any files moved into this folder will sync automatically to your Google Drive in the cloud. You can also work offline, and any changes made will sync when you’re back online.
- Manage Sync Settings: Adjust your sync settings and access Google Drive directly from your desktop for seamless file management.
How to Access Google Drive ?
Google Drive not only store your files, it also allows you to create, share and manage the documents with its own productivity apps including Google docs, Google sheets, Google slides, Google forms and more. You can easily collaborate with real-time, track changes and access your work from anywhere.
For Creating a New file in Google Drive, you just need to follow the below steps:
- Go to Google Drive and click the “New” button as mentioned in the below screenshot.
2. Choose the type of file you want to create from the dropdown menu (e.g., Google Docs, Google Sheets, etc.).
- After choosing the new file, it will be automatically saved in Google Drive as you work on it. You can move the file to different folders or share it with others using the share options.
To create the folders in google drive please follow the below Steps
- Go to Google Drive and click the “New” button.
- Select the new folder from the dropdown menu and the create new folder.
- Enter the name of the folder and tap “create”.
How to Set Up an Efficient Folder Structure in Google Drive
While Google Drive’s search function is powerful, organizing your files into a well-structured folder system can significantly enhance navigation and file management. A clear folder structure not only makes it easier to locate files but also simplifies sharing and collaboration.
Steps to Create and Organize Folders
1. Create a New Folder:
- Click the “New” button in the sidebar on the left.
- Select “Folder” from the dropdown menu.
- Name the folder based on its purpose or content, such as “Marketing Reports” or “Project X”.
- Repeat this process to create additional folders as needed.
2. Create a New Folder:
- To create a nested folder structure, drag and drop folders into each other. For instance, within your “Marketing Reports” folder, you might create subfolders like “Q1 Reports”, “Q2 Reports”, and “Campaigns”.
- This nesting allows for a more detailed organization, making it easier to find specific files.
3. Example Scenario:
- Suppose you manage a team that frequently generates and shares support reports with the Management team. Instead of individually sharing each report, you can create a main folder named “Support Reports”.
- Within this folder, create subfolders for different reporting periods or categories, such as “2024”, “2023”, and “Monthly Reports”.
- As reports are generated, save them in the appropriate subfolder. When you need to share these reports with the Management team, simply share the “Support Reports” folder. This way, all reports within that folder are accessible at once, saving time and ensuring that everyone has access to the necessary documents without having to share each file individually.
By following these steps and tailoring the folder structure to your specific needs, you can improve organization and efficiency in managing files on Google Drive.
Organizing the Folder Using Color Formatting
You can also apply colors to the folders in Google Drive. Color formatting can help you visually organize and quickly identify folders in Google Drive. This feature is particularly useful for distinguishing between different types of content or priorities at a glance. Here’s how to use color formatting effectively:
1. Access Folder Color Options:
- Right-click on the folder you want to organize.
- Click on the three vertical dots (more options) next to the folder name.
- Select “Change color” from the dropdown menu as mentioned in the below screenshot.
2. Choose a Color:
- A palette of colors will appear. Choose the color that best represents the folder’s contents or priority. For instance, you might use red for urgent or high-priority folders, blue for general or ongoing projects, and green for completed tasks or successful outcomes.
3. Use Case Example:
- Suppose you manage multiple projects in Google Drive. You have folders named “Project ABC”, “Project XYZ”, and “Project BCD”.
- .To quickly distinguish between them, assign different colors to each folder:
- “Project ABC” might be assigned a blue color to represent it as an ongoing project.
- “Project XYZ” could be given a yellow color for projects in progress or requiring attention.
- “Project BCD” might be marked with a green color to signify it’s completed or has achieved milestones.
- .To quickly distinguish between them, assign different colors to each folder:
4. Additional Example:
- If you’re working in a collaborative environment, color-coding can help in sorting folders related to different teams or functions. For instance, use purple for marketing-related documents, orange for sales materials, and teal for administrative or HR documents. This way, team members can easily locate the folders they need based on color cues.
By applying color formatting, you can enhance folder visibility and organization, making it easier to navigate and manage your files in Google Drive.
How to Move Files / Folders from one Location to another
The “Move” feature helps you organize your files/folders by relocating them to different folders within Google Drive. This allows you to easily manage and categorize your files/folders, ensuring they are stored in the appropriate locations.
Steps to follow to move files / folders in your Google Drive
- Select the files/folders: Once you select the files by clicking on them, the “move” button will appear at the top of the screen.
- Right-click the files/folders: You can also right-click on the selected files, and you will see the “Move to “ option in that dropdown menu.
How to Share and Collaborate Files with Google Drive?
Google Drive simplifies file sharing and supports real-time collaboration, allowing multiple users to work on files simultaneously.
Managing File Permissions
Share files from Google Drive and set permissions to control whether users can view, comment on, or edit them. The level of collaboration depends on the permissions granted. You can also remove access when it is no longer needed or set an expiration date for the shared link.
Controlling Folder Access
When sharing a folder, you can set access permissions for all files within the folder, determining whether users can view, comment on, or edit any file within it. Permissions can be adjusted for both the entire folder and individual files. You can also remove access or set expiration dates for shared links.
Four Different Categories of Sharing Files and Collaboration
1. Viewer:
As a viewer, you can view the file but cannot make changes or leave comments. You can add a message when sending the file, which will be emailed to the recipients and after adding the message you can Click ‘Send’ to share the file as shown in the below screenshot.
- The recipients will receive an email with a notification similar to the screenshot below.
- Recipients can view the document but cannot make edits. If they need to edit the document, they must request edit access.
2. Commenter:
As a commenter, you can add comments to the file but cannot make change
- Editing: You can make changes to the file by adding comments as needed.
- Owner: Owner has the full control over the files, including the ability to share or delete them
3. Add Expiration:
You can set time restrictions for viewing and commenting on files. For example, if you share a confidential project document with a client for feedback, you can set the access to expire within 7 days. This ensures that after the review period, the client will no longer access the document, maintaining security and confidentiality.
Step 1: Select from dropdown the viewer or commenter and click the edit icon
4. Sharing with a Link:
You can easily share a file with a larger group by providing a link. This link is a web address that directs people to the file in your Google Drive. It’s especially useful for large files, like music or videos, that might be too big to send by email. You can also post the link on a public webpage. Anyone who clicks the link will be taken directly to the file.
Files shared with you : People can share files with you, and these will show up in your “Shared with Me” folder.
If you want to access these files directly from your own Google Drive, you can move them to your drive. Just go to the “Shared with Me” folder, however select the file you want, and click “Add shortcut
Once you click on “Add shortcut,” a screen will appear as shown below. In this screen, click on “All locations,” choose “My Drive,” and then click “Add.” The file will then appear in your My Drive.
How to Upload Files to Google Drive?
Uploading the files to Google Drive is a simple process that allows you to store and access your documents from anywhere.
For uploading files to google drive, you just need to follow these steps.
Step1: Select “File Upload” From the dropdown menu as mentioned in the below image and choose “File upload.”.
Step 2: Choose Files : A file picker dialog will open. Select the files or folder you want to upload from your computer and click “Open” or “Upload.”
Step 3: you’ll see a progress bar in the bottom-right corner of your screen indicating the upload status. Once the upload is complete, your files will appear in your Google Drive.
How To Upload a Folder in Google Drive?
If you want to upload an entire folder from your computer to Google Drive, you can easily do so. Once the folder is uploaded to Google Drive, you can move, rename, or share it just like any other file.
Step 1: Select “Folder Upload”: From the dropdown menu, choose “Folder upload.”.
Step 2: Choose the Folder: A file picker dialog will appear. Navigate to the folder you want to upload on your computer, select it, and click “Upload.”
Step 3: Once you upload a file from your computer, you’ll be prompted to confirm whether to proceed with the upload or cancel it.
Step 4: Monitor the Upload: You’ll see a progress bar in the bottom-right corner of the screen, showing the status of your upload. Depending on the folder size, the upload may take some time.
How to Download Files from Google Drive?
After creating a file, you can access it anytime in your Google Drive. However, there may be times when you need to download for offline use.
To Download a File:
Find the file you want to download, click on “Download,” or right-click the file and select “Download.” and the file will be downloaded to your computer.
To choose a file format:
Google Drive automatically selects the most common file format for downloads. For example, if you download a Google Document, it will be saved as a .docx file by default, which is compatible with Microsoft Word and most other word processors.
How to Delete a file in Google Drive?
Below are the steps to be followed for deleting a file on the Google Drive.
Step 1: Move to Trash: Right-click on the file and select “Remove” or click the trash can icon. This action moves the file to the Trash folder.
Step 2: Empty the Trash : To permanently delete the file, go to the Trash folder, right-click on the file, and select “Delete forever.” You can also empty the entire Trash folder to remove all files permanently.
How to Manage Your Files in Google Drive?
Searching Files in Google Drive
Searching for files in Google Drive is easy. To find a specific file, start by locating the search bar at the top of the page. Type in the word or file name you’re looking for. As you type, a list of suggested files and searches will appear. You can click on any of these suggestions to open the file directly. If you want to see all the search results, just press the Enter key. This will show you a complete list of files related to your search.
If you want to see all the search results, just press the Enter key. This will show you a complete list of files related to your search.
Sorting the Files in Google Drive
By default, your files in Google Drive are sorted from newest to oldest. However, you can change the sorting order to better organize your files. To sort by name, click the “Name” button located above the list of files. If you want to sort by date, click the “Last modified” button and then choose your preferred sorting option from the dropdown menu.
This allows you to view your files in the order that best suits your needs.
How to use Filter in Google Drive?
Filters help you hide unnecessary files and focus on the ones that matter. For example, if you need to find all the invoices from the last month, you can use a filter to show only files modified within that time frame. To apply a filter click on the search bar, then select the filter options to narrow down the visible files by type, date, owner, or other criteria as shown in the below screenshot.
This helps you quickly locate the specific files you need.
Conclusion
Google Drive is a powerful tool for cloud storage, file management, and collaboration, enhancing productivity and simplifying access from any device. By mastering its features and tools, you can efficiently manage, share, and organize your files to boost your workflow. Rhea is a G Suite partner and Google Cloud partner, offering comprehensive Gmail services and other cloud-based solutions to optimize your business operations. Contact us today to learn more!