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Ten ways to maximize your Google Drive

Google Drive has many options and features you might not be aware of. Here are ten tips to ensure you're getting the best mileage out of it.

Back in December I wrote an article to help users "Get started using Google Drive for document sharing." This covered the basics of using Google Drive to share and edit files with others. A total of 5GB of space is offered for free with paid options for expanded storage capacity beyond that.

However, Drive is more than just a collaboration service; it's a full-fledged cloud storage and productivity service which you can use in a number of versatile ways to make your daily life easier. Here is what I consider the ten most important strategies to help you use Google Drive effectively.

Strategies

1. Use the Google Drive application on your Mac / PC or your mobile device (iOS or Android) to synchronize your data

Google Drive isn't just a web storage concept; it also operates as an application on your computer or mobile device. You can access the Google Drive Download Page to select the option for PC/Mac, Android or iOS.

If you install the Google Drive app on your PC or Mac it will synchronize your Drive files/folders locally (the program puts a Google Drive folder icon on your desktop, but you can copy relocate that folder elsewhere if you like). This means all your data will be kept both on your hard drive and on Google's servers (note that icons for any Google Docs you have are pointers to online objects; not kept locally). If you install the Drive app on multiple computers, your files will always be present on those systems without needing to open a browser and log into your Google account. Does anyone miss having to deal with Windows Backup program? I sure don't.

The Drive app allows you to view storage details about your account, to configure which folders to synchronize and other miscellaneous options. (Figure A)

Figure A

(Note: it's possible to use the Drive app with multiple Google accounts, but you'd have to use the "Disconnect account" button as shown above, and then connect the app to an alternative Google identity).

2. Set up offline access for Chrome (not applicable to other browsers)

If you don't want the Google Drive app installed (or perhaps you don't have the ability to install applications at all on your system for security reasons) you can configure offline access to work with your files if you don't have an Internet connection.

Offline access will let you access and edit your Google Drive files from a PC/Mac (any changes you made sync back to Google when your system is able to contact the Internet again) but you can only view the items when offline on an Android or iOS device.

To turn this option on for your PC/Mac, make sure "More" has been selected in the Google Drive vertical toolbar on the left and select "Offline". (Figure B)

Figure B

Look for and select "Offline" as outlined above. (Figure C)

Figure C

Click "Enable Offline." Then you'll need to install the Drive Chrome web application. Click "Get this app" to complete the process. Now when you access drive.google.com in Chrome you can still work with your Drive data even if you don't have an Internet connection.

Google provides a list of stipulations on the "Work offline" help page for Drive. (Figure D)

Figure D

There are some limitations to be aware of, as shown in Figure E.

Figure E

You can also enable offline access on your Android or iOS device. These steps involve manually choosing the Drive objects you want to make available offline and setting them to do so.

3. Take advantage of the built-in file viewers

Google Drive offers file viewers to open over thirty types of objects which can be especially handy if you can't or don't want to install an associated program to open the file, or you are using a public system which may not have the correct application on it. (Figure F)

Figure F

4. Look for files by criteria using "Owner, type, more"

The Google Drive vertical toolbar offers the "Owner, type, more" option to allow you to look for specific categories of files as well as their visibility and ownership. (Figure G)

Figure G

5. Look for files using the search box

I use Google Drive to store a lot of history and IT documents which I keep in PDF format. The native search option lets you enter terms and find relevant content. For instance, if I want to see all the documents I have which contain the word "Napoleon" I can find them within seconds. (Figure H)

Figure H

What if I want to narrow down my search based on file type, visibility or ownership? I can click the small down arrow at the right of the search box and select my criteria. (Figure I)

Figure I

6. Use document revisions

Google Drive will keep previous versions of your files (such as the ones which have been edited) for either 30 days or 100 revisions. If you want to revert a file to an older version, just right-click it to bring up the menu box shown in Figure J.

Figure J

Choose "Manage revisions" like shown in Figure K.

Figure K

The available revisions of a file will be shown as demonstrated above. You can delete unwanted versions or click on a file to download it if you want to save it elsewhere.

You can also select file revisions that you don't want deleted by checking the box under the "Do not auto delete" column. (Figure L)

Figure L

7. Use stars to flag key files

Stars allow you to identify important files for quick access. To "star" a file, right-click it to bring up the menu box shown in Figure M.

Figure M

Choose "Add star." You can easily access your starred items in the Google Drive vertical toolbar. (Figure N)

Figure N

Click "Starred" and these files will be displayed on the right of the toolbar.

To "unstar" an item, follow the above steps and select "Remove star."

8. Make sure to take advantage of integration with other Google services

One comment to my previous article on Google Drive referenced Dropbox and how it works in a similar fashion, so the user felt no need to change. I can definitely appreciate that sentiment, but Google has integrated Drive with other services such as Gmail to make it more user-friendly. One user named j2callie contributed the following tip for sending attachments from Drive in Gmail:

"I use Google Drive to share video clips because they're too large for an attachment. However, there's now a way to attach a file using Drive when you're composing a message:

Hover over the plus icon at the bottom of the compose window, which will open the insert menu. (You need to be using Gmail's new compose and reply experience to insert files using Google Drive) Click the Compose button, click the 'new compose experience' link right next to the Labels button at the top of the message. (Figure O)

Figure O

Click the Google Drive icon as shown in Figure P.

Figure P

In the window that appears, you can upload a file to Google Drive, as well as navigate to or search for files you've stored in Drive. For files stored in Drive, select the checkboxes next to the files you want to insert. Click the Insert button. Gmail then adds a link to your message so recipients can click the link to view your file.

When you send the message, Gmail checks to see if your recipients have access to the file and will prompt you to adjust the sharing settings on the file(s) you've inserted, if needed."

Thanks for that tip, J2Callie!

Also, sharing files on Drive works not only via email notification to recipients, but social networks as well.

When you right-click a file and choose Share, you'll have the option to send the item to Gmail, Google+, Facebook or Twitter. (Figure Q)

Figure Q

Selecting the Google+ option lets you send the file after providing you with a "Sharing settings" window like Figure R.

Figure R

Set the appropriate option and then click "Share to Google+".

9. Use extensions in Chrome

Chrome offers a number of extensions to integrate the browser more tightly with Google Drive. Go to the Chrome Web Store and search for Drive. (Figure S)

Figure S

The Save to Google Drive extension was created by Google to help facilitate saving web objects to your Drive account. It will give you a right-click option when browsing the web with Chrome which allows you to save webpages, documents, pictures, and multimedia as shown in Figure T.

Figure T

All you have to do is select the option to save the item to Google Drive and it will do so for you.

10. Know your storage options

5GB of free space may be more than enough for some users, but only a drop in the bucket for others. You can add more space if needed; Google offers 100GB of data for $4.99 per month (and Google Docs do not count against your storage limits!) Compare this to Dropbox, which offers 100GB for $9.99 per month or $99.99 per year. If you need more than 100GB from Google the options shown in Figure U are available.

Figure U

It's worth nothing that $49.99 per month gets you 500GB with Dropbox but 1TB with Google.

Conclusion

I've never been in favor of commercials that promote one product while belittling another. Dropbox is a fine service for file storage, but I nevertheless believe Drive offers more versatility at a better price, especially for business users. If you are a frequent user of different Google services I think you will find that Drive can get you where you're going faster, cheaper, and better than the alternatives, especially with the above engine tune-ups.

Also read:

About

Scott Matteson is a senior systems administrator and freelance technical writer who also performs consulting work for small organizations. He resides in the Greater Boston area with his wife and three children.

12 comments
dymxin
dymxin

How come you didn't mention the fact that one can host a website on Google Drive? Its one huge way to maximize its usage. 

tantas
tantas

Hi, I can't find this answer anywhere on the web. I'm using google drive because I thought it would free up space on my hard drive, by transfering files into google drive, and then deleting them off my computer and only accessing them through google drive. The problem is, all it did is move the file to the google drive folder, which is STILL sitting in my hard drive taking up space. And it's making my computer slower not faster. Am I just not clear about what google drive does, or am I missing something super obvious that the rest of the online community world knows? Thanks!

matsontech
matsontech

Trash the folder that says "google drive" on your computer. This is a just a clone of the actual drive online. It is safe to delete and your data will not be harmed. The drive on your computer just makes it easier to transfer to your "Google Drive". 

danasoza
danasoza

Hi, I can't find this answer anywhere on the web. I'm using google drive because I thought it would free up space on my hard drive, by transfering files into google drive, and then deleting them off my computer and only accessing them through google drive. The problem is, all it did is move the file to the google drive folder, which is STILL sitting in my hard drive taking up space. And it's making my computer slower not faster. Am I just not clear about what google drive does, or am I missing something super obvious that the rest of the online community world knows? Thanks!

eg520
eg520

I have been using Google Drive for some time and I love it, however I have had a tech problem that has easily stumped me and, more importantly, my tech contractor. I have a PC that stays at my office location and have a personal laptop that travels with me. I set up the Google Drive folder on both the office PC and laptop using the same account. It was great for a while since I could literally work on the files from my laptop without having to deal with the hassle of downloading and uploading the files every time from either computer. All of a sudden everything went down hill. Now I keep getting an error message referring to python/dll failure which prevents the Google drive folder on the PC from synchronizing with the cloud. No issues on the laptop. The PC is Windows 8 based and the laptop is Windows 7. Can anyone help me fix this? We have tried to get this fixed for months! Uninstalled and reinstalled countless times. Works for a day or 2 and then happens again. HELP!!!

terinova
terinova

Having multiple Google Drive accounts can be a hassle as all devices (tablets, smartphones and computer) usually only allow for one user to be signed in at a time. I've found an incredibly simple workaround to access all your Drives from one account here and I've written a blog post about it at http://goo.gl/N56MF. Check it out!

Cloudfuze
Cloudfuze

Although Google offered many options there is one major difficulty from the user perspective i.e. accessing Google Drive with multiple G-mail accounts and share in between . CloudFuze offers you desktop App that allows you to access multiple G-mail accounts with Google Drive while offering features like sync, Share, and Collaboration. www.cloudfuze.com

jayvee1000
jayvee1000

Great posting. Google Drive has progessed a lot since I last looked at it. But how about "Ten Ways to Maximise SkyDrive" ? I ain't going to leave my 10 GB of free storage.

txreal
txreal

Why would I want to keep duplicate attachments in Drive? Can't I share and/or collaborate from gmail as with Drive?

Mark W. Kaelin
Mark W. Kaelin

I have been using Google Drive here at CBS Interactive since the beginning of the year as my primary storage for work. It has worked out well so far. How are you using Google Drive in your organization?

GSG
GSG

This thread is a few months old, try posting in the Q&A forum: Try reposting this in the 'Q&A' forum. The 'Discussion' forum is for matters of general discussion, not specific problems in search of a solution. The 'Water Cooler' is for non-technical discussions. You can submit a question to 'Q&A' here: http://www.techrepublic.com/forum/questions/post?tag=mantle_skin;content There are TR members who specifically seek out problems in need of a solution. Although there is some overlap between the forums, you'll find more of those members in 'Q&A' than in 'Discussions' or 'Water Cooler'. Be sure to use the voting buttons to provide your feedback. Voting a '+' does not necessarily mean that a given response contained the complete solution to your problem, but that it served to guide you toward it. This is intended to serve as an aid to those who may in the future have a problem similar to yours. If they have a ready source of reference available, perhaps won't need to repeat questions previously asked and answered. If a post did contain the solution to your problem, you can also close the question by marking the helpful post as "The Answer". .

eg520
eg520

for some reason it won't let me post the question... says page not found :(