google drev | Google Drive
When you want to get rid of the fragility of knowing that your computer equipment can break, you can keep your files on Google Drive, which is a repository on the Internet. The course teaches you to get your content out on Google Drive and how to share your content with others.
See also the course’s Step by Step guide, which is good to have on hand when you want to try what you have learned.
Well, if you’re using Google Drive and you have tons of great files, but you can’t find them, we’ve got a number of different tools to help you organize those files in Google Drive. are supposed to go to built-in methods so you can find them later.
(bright music) so now we’re watching
What I’ll consider to be the homepage of Google Drive, and it’s called My Drive. We’re not starting at the top here, there’s something called Priority, but only business users have it, and I’d suggest starting with My Drive anyway. We will talk on this later.
We’re going to talk about My Drive, and then how to organize it with some of these other features in mind. The most basic level of organizing is using folders. So you can see that my preference is to have no files at the very bottom, but just folders, and then as you drill-down into these different sections, you’ll see files. So let’s go to the Prolific Oaktree.
This is where I store everything I make for various videos or different blog posts. And you see it’s still just folders. so i have to go down two levels
To find any file. But then once I do that, all these files are related to a video I made. And all those channels are for Prolific Oaktree. You have to find some balance between using several different layers of folders and using very descriptive file names.
So in theory, you couldn’t use any folders at all if you had a consistent, descriptive, file naming convention, which is what I use here. But if you haven’t used folders, you probably want the word prolific octree and docs basic in this file, and then the name of what the file actually contains. Then when you search you will be able to find it. But since they are already in these folders, I usually don’t need to do this.
Let’s back up one, let’s find the parent folder of this document. If I left-click on it and go to the right, it will show you all the details of that particular folder. So almost all the activity here has been just me, so I’m the master of it. This is when I last modified this folder, and then I just opened it a minute ago. What you can do is to add a description as you will not see it in this file structure, but it will help you if You are looking for it.
So let’s just say that I know I have MP4 videos and it’s on the docs. It’s redundant because it’s in the filename, but it might still help you for some reason. And let’s say I want to label it as old. Maybe when I did this there was an outdated interface for Google Docs, which I actually think was trivial.
So if I search for everything old, it will come up and I know that eventually, I’ll want to do it again. And while you’re selecting these folders, if you want to do this for multiple of them, you can hold down the shift key, go down, left-click, and then you can select a range. or you can hold down the Control key to add something else that is not in a range.
And then if you right-clicked at this point, you would be modifying things on all folders that have been selected. Not all of your options will be available here as some things may only be relevant to one folder at a time. We’ll take that off, right-click again, and you have more options here ’cause you only have one.
There are different views you can use. So if you come to the top right corner, if you click it, you will see that it is now on list view, and it will change to grid view. And in grid view, you will be able to see more items, but less detail will be shown in each of them.
So if we go back to the list view, you will be able to see the owner and last modified. You’ll also see the file size here if there were files, but at this point, it’s all folders. Let’s go to that folder, and you look at the file size, you’ll see that it’s not on all files because if it’s a document, sheet or slide file, Disk gives you that free. it doesn’t take any
of your storage space, but other types of files do. Back to Vipul Oaktree.
So let’s talk about some other ways to organize your files here. If you want to differentiate between Let’s Docs folder and maybe these Excel folders. Let’s select two of these documents, and right-click. You can change the color. So let’s pick a color that
- Looks like Google Docs, and we’ll select some
- one of these excel folders and give them a color
- which looks like excel. you do this to everyone
- folder, it might help.
And it can especially help if you use colors in some of your other apps. So if you were using Google Keep, you could use some of the same colors. Or maybe your labels in Gmail have matching colors too. Let’s go back to My Drive. There are some files that I use all the time. Frankly, I don’t even know where they are in the folder structure. But at some point, I have come across them. I right-clicked, and I said Add to start.
You can do this for folders or files. But if you go to the stars, these are the ones I access a lot. And if I right-click on them now, the only option is to remove them. That’s why I have added these to the star. fast access. Would definitely suggest doing this with the ones you use a lot. Another trick you can do is to left-click a file to select it, then you can shift Z.
and you will get this dialog that comes up, but if you select another folder to put it, put it on top of the other and click add, it creates a symbolic link to this file so you can access it You can get two different folders. So it is telling you that it has been added. Let’s move on to another, we’ll see it. Here’s another look at the same file. This is not a copy of the file, the file is actually in two different folders. and you can tell if You go to the right, and you can see that its location is in two different places.
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So let’s click the X on the second one. I don’t like to organize it like this. It’s not that it’s wrong, it’s just that I don’t like it. So we’ll undo it. One last thing about the way files are organized, how can you do anything without putting emoji in a file name? So I right clicked and renamed. I had emoji on my clipboard, I paste it in there, and there it is. I’m pretty sure I’ll remove that too.
But if you’re an emoji person, take advantage of this,
You can also do this in filenames. So I’m going to undo it. But the option is there. If you’re tempted to make backup copies of your files, I wouldn’t suggest doing so.
Unless you have to. So in this example, there are modifications to an original document. So if I open it, and I want to go back to the previous version, all you have to do is go to File, Version History, and you can see the version history. And you go back like this, so I don’t need four copies of this file. They are all saved in one file. I can take his name if I want.
I’d say Fall Train Trip 2018 if I did. It may strike a memory I need to go back to that time. But it automatically names them with timestamps. So let’s go back. You don’t need to make backup copies of your files unless someone else wants to
To work on older version.
fiIn a team environment. So you wanted to see who is using the file. You’re using Google Docs itself, I basically never see the Activity tab. ok now we Another one, having talked about My Drive and how to organize files and folders, there are a few concepts going on here on the left, before we dive into you.
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There are computers. so when i installed
Google Backup and Sync, it asked me if I wanted to back up my existing files that were on my laptop. Or if I expand it, it’s my PC, isn’t it? Obviously. But if you did it on multiple pieces of hardware, it would have different names. And these are the folders I chose to sync. So let us know about one of these in detail.
We’ll only see My Pictures, and if you’re syncing your PC for backup purposes only, just leave these in here. You don’t have to do anything with them. They’re saved in a safe place, and they’re available here if you need them. If you want them to be part of your workflow and Google Drive, you can right click What. You can add to my disk. and when i go back to my disk, you will see the folder here
It’s called Saved Images.
So it’s still on my PC, I didn’t move it, I just added a link to it. And when I drill down, it’s on my computer. So I’m going back upstairs, I really don’t want to be there. So I’m going to right click it and just click remove. And when I go back to my PC, it will still be there. so the segment called shared
I have files and folders that other Google Drive users have given you permission to access. So these are all kinds of collaborations I’ve had with others
People for different reasons, but they are not included in my disk.
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It’s similar to Computer, unless you right click and choose Move to My Drive. It doesn’t even copy the file, so it will still be owned by that other person. You will still be the guest of that file. And I would only suggest doing that if you want to keep it in your workflow, but it works fine to leave them all here. You can still find them when you search for them, so that’s what I chose to do. You can also rename them to fit your naming convention and it won’t change the other person’s name.
So if you want, you can feel free to do the same. And then lately is somewhat self explanatory, which can be used when you can’t remember what you’re working on. If you want to find something you worked on yesterday that you’re not sure what it’s called, you can left-click Recent. And the stars we walked on. Trash is like a recycling bin on a computer that you can use. And then after a file has been in the Trash for 30 days, Google Drive automatically
Removes it from your drive.
And it explains a lot about what you can do to organize your files with Personal
version of Google Drive, and next we’ll take a look at the Professional version. Okay, so if you’re using Google Drive as a business, or if you’re just trying to see what you’ll get if you use it as a business, we’re here to give you an overview. Looking at site that compares various workspace additions. So there are different tiers, but I subscribed to Business Standard. And then I added another user so you can see how we interact.
(vague) Because when you scroll down, you get the option here that says Shared Drive for Your Team. And we’ll come back up, we’ll look at Google Drive, and I’ll just show you what it means. So we can just start with My Drive, and above and below that are a few items that come into play when you subscribe to Google Workspace. Priority comes in the first level, and shared drives comes in the second level where I am.
We’ll start with Preferences and if I skipped clicking here, what’s going on at the top is that it’s using AI to fetch the files that I think are most relevant to me. So it’s tax time. I was working to find out how much I could cut my internet bill. maybe i want to come back
For that, I don’t know. You might find Priority useful. And we’ll just say, right here, to dismiss that little detail of it. And we come to the second point which is going on in priority.
And it’s probably a very useful option. This is called the workspace. And what is happening here is specific to you. So if you’re working in a team, you’re the only person who’s going to see this layer of organization. and what can you do
You can create workspace. So you would just give it a name and it would pop up down here. I have already made two of them. and this organization Files can be in several different folders depending on what you’re working on. So they are entered elsewhere in a way that makes sense in your folder structure, but you also want to see them at different stages. So if you want to see these four files,
You want to keep them where they belong, you just create a workspace.
Left-click on it, you can remove it from the workspace, or you can add it to another workspace. so you can get it in more
more than one place at a time. I’ve already done that so it’s grayed out. It is already under planning and under wraps. If you look at the articles the checklist is here and here. You can expand it so that you can only see the workspace. You can add up to 25 files to it. You can’t add folders at this point, so you just stick with files. I’ll click on it. you can have a lot of these
And you can hide the ones you’re not working on. So you can hide the workspace. So let’s say I was doing some planning and raping, but I wasn’t working on the recording, so I hid that. So this is a super useful feature. And the second one you get, so this is what you get on the second level of workspace, it’s called shared drives.
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What you do here is that you add a drive to share with different people. So if you look to the right, the first shared drive is with two people. And the other is with just one. So you’ll keep all the files and project planning you’re sharing with those two people. And if you had a lot of other files that you were sharing with only one person, you’d put it here. So the way these folders work is they give all permissions to each file, rather than having to do it individually if you’re working in disk. So if you put a file in project planning, it’s automatically shared
Along with those two other people. And if one of those other two people adds a file you’ll see it. So if I right click on project planning, you can see here, or you can add members, or you can manage members. You can communicate with them by sharing an email, or you can view the settings. So if I look at the settings of this drive, you can control whether it goes outside your organization, and you can control
Others may or may not share content with members who are not members of that shared drive. have other access
controls here as well. We will click done on that. And then a left-click on Manage Members. this is another member
He’s in my organization, and you can control the level of access that person has. So you can give them permission to everything, so that they can manage the settings as well.
You can give them permission to access and edit content, and you can even make it so that they can’t delete files. Maybe they can just come in and comment the files, or just look at them. So much control over that. We will click done. And then you can just go into this dialog and add members. And as you do to them, you can give them the level you want. You can even send them a message so they get an email, they know what’s going on. So see someone else logged into Google Drive.
They’re going to see the exact same shared drive. I made another one here so you can see the difference. It has only one member. And there is one more thing that you can change the theme if you want. So that gives you a nice little gallery here. Let’s make it a seashell. Click on the selection, it replaces it. Let’s go back to My Drive and act like we’re trying to find something and we don’t know where it is, but we kinda know what it’s about.
Let’s use the search function. And since it’s Google, there’s a lot of functionality buried in the search you can use, and you can find your files relatively easily. One of the things you can do is change what type of file you’re looking for, or even just a folder, ahead of time. So you can limit your search to only images. And then it will look for all JPEG, and P&G, and GIF files.
So if I were to find a screenshot, I would probably click on the image first. so it’s already
Draws all the images, and then maybe I can type in a screenshot. And this will limit it to images that have the word screenshot in their name. And it’s smart enough, they all don’t even have the word screenshot, but it’s guessing that’s what they are. We will do a few more tricks in the search. Get it out of there. You can use operators in search just like in Google.
So if it has a Word screen, Word can’t be shot, we’ll say, and the exact word, image, must be a blurb, and then nothing will come up here. All those operators will work. And it’s working. So with the word screen,
You can narrow it down by typing it here. by owner. And by default Drive is searching everywhere, but you can just say, hey, just keep staring, or just look in the trash. And if you need follow-up then you can also search. So it will be when we talk about how to comment in document sheets, and slides, files, it can search for files
With action items in them. If you are trying to find the things you think you need to do.
so when we talked about being
Long descriptive file names, which are really helpful when you’re searching, as you’re more likely to be able to find the file because you just put in everything you think might be related to it. If those words are in the filename, you will find the file. Well, next is how to share your files after you have them in Google Drive. Check out this next blog, I’ll see you there.