In the event you requested me to call the websites and functions I take advantage of each single day, Google Drive could be close to the highest of the listing. What’s Google Drive? a cloud-based app used for file creation, storing, sharing, collaboration, and an entire lot extra.
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The truth is, Google Drive has extra worth than meets the attention. Do you know that you would be able to crop photographs proper inside a Google Doc? Or that you should utilize Drive to ship actually massive recordsdata to individuals — recordsdata which are too massive for Gmail?
Let’s learn to take full benefit of what Google Drive has to supply. (You may wish to bookmark our listing of little-known Google Calendar options, too.)
What’s Google Drive?
Google Drive is a free, cloud-based file storage service that enables customers to avoid wasting recordsdata on-line and entry them from wherever. With Drive, you may simply share recordsdata with others and collaborate.
If in case you have a Google account, you have already got entry to Drive and 15GB of free storage.
How does Google Drive work?
Whereas the first perform of Google Drive is storage, Drive additionally serves because the nerve middle for your entire account-related exercise. Drive integrates with Google Docs, Slides, Kinds, and Sheets which let you not solely create new recordsdata however collaborate on them along with your staff in actual time.
You’ll be able to add your recordsdata on-line or set up Drive for Desktop, which lets you sync folders out of your pc to Drive. In the event you edit, transfer, or take away a file on the cloud, the identical occurs in your pc (or no matter system you might be utilizing).
Methods to Use It
As we briefly talked about above, to make use of Google Drive you’ll first have to arrange an account. Merely head to Google’s homepage and click on “sign up” the place you’ll be prompted to create an account should you don’t have already got one.
As soon as an account is created there are a number of methods to entry Drive. You’ll be able to kind https://drive.google.com into your browser. If already signed in, from the Google homepage you may click on the “apps” icon within the prime proper nook and choose Drive from the drop down menu.
When you log in, you’ll be dropped at your most important Drive hub the place you may view your recordsdata and create new ones. View recordsdata which were shared with you, your shared gadgets, or use the search bar on the prime to discover a particular file.
Google’s AI expertise and search capabilities are embedded in Drive — serving to you to rapidly discover what you want. Subsequent, we’ll offer you some fast tricks to make utilizing Google Drive even simpler.
9 Useful Google Drive Ideas
1) Use these keyboard shortcuts.
Are you trying to actually streamline your Google Drive efforts? Google Drive’s obtained a ton of keyboard shortcuts to make use of, corresponding to:
- Shift + t = Create new doc.
- Shift + p = Create new presentation.
- Shift + s = Create new spreadsheet.
- / = Search your Drive.
See the complete listing right here.
Ever want a fast reminder of those shortcuts whereas utilizing Google Drive? You’ll be able to at all times show the listing by urgent Shift + / or Ctrl + / on Chrome OS or Home windows, or ⌘ + / on a Mac. Or, click on the gear icon within the higher left hand nook of your display and select “Keyboard Shortcuts” from the dropdown menu.
2) Ship giant recordsdata to others.
In the event you‘re in search of methods to get round Gmail’s file measurement restrict, Google Drive might turn out to be your go-to. Whereas Gmail limits the file measurement of attachments to 25 MB — which suggests no sending massive video, audio, or complicated picture recordsdata — Google Drive permits you to ship recordsdata as much as 15 GB. To do that, you will create a folder, add recordsdata to that folder, and share the folder with others.
To create a folder, log in to Google Drive and click on the massive, “New” button on the right-hand facet of your display. Choose “Folder” from the dropdown menu. Then, both drag and drop recordsdata into the central pane of the display (as proven within the screenshot under), or right-click wherever on the central pane of the display and select “Add Recordsdata.”
(Psst: Discover the call-to-action for purchasing extra space for storing within the backside left-hand nook. As you may think about, including giant recordsdata to your Drive will have an effect on your general space for storing. Google offers you 30 GB without spending a dime, however should you ever want extra, you should purchase 100 GB of extra area for $1.99/month or 1 TB for $9.99/month.)
Subsequent, share the folder with others by opening My Drive, which is your most important Google Drive web page. Proper-click on the folder and select “Share” from the dropdown menu.
Enter names and e mail addresses of these you‘d wish to share the folder with, and select whether or not or not they will edit or touch upon the paperwork inside. Click on accomplished, and also you’re all set!
3) Crop, masks, and add borders to pictures.
As soon as you have added a picture right into a doc or slide of a presentation, you may crop it, masks it, and even add borders to it. Try the directions under. (And should you ever wish to reset a picture again to its unique type, merely choose the picture and click on the “Reset Picture” icon in your toolbar.)
Crop an Picture
Choose a picture in your doc or presentation and click on the crop icon in your toolbar.
From there, drag and drop the blue handles till you have cropped the picture to your liking. To reserve it, click on “Enter” in your keyboard or simply click on again into your doc or slide.
Masks an Picture
“Masking” a picture merely means becoming a picture into a selected form. You are able to do this in a slide presentation in Drive, however not in a doc.
Choose a picture in your presentation and click on the dropdown arrow subsequent to the crop icon in your toolbar. 4 masks classes will seem that you would be able to choose from: shapes, arrows, callouts, and equation.
Choose one and the picture will take that form. You’ll be able to resize it by dragging and dropping the blue handles.
Add borders to an Picture
You’ll be able to add coloured borders to any picture in a doc or presentation, even after you have cropped or masked it. To do that, choose the picture and click on the road coloration icon in your toolbar, which appears to be like like a pencil.
Select a coloration (or click on “Customized” to create your personal), and the border of the picture will turn out to be that coloration. To reserve it, merely click on off of the picture.
4) Customise how objects are displayed in My Drive.
Not too long ago, Google modified My Drive‘s default view from “listing view” to “grid view,” so all my recordsdata have been displayed like giant icons as an alternative of in a protracted listing. Personally, I wasn’t a fan of this modification — however fortunately, they made it very easy to modify it again.
Merely click on the icon furthest left of the gear icon (which is positioned on the highest proper of your window). That icon will appear like the one under if it‘s been set to “Grid View,” and it’ll appear like a bulleted listing if it has been set to “Listing View.”
Need to change how your objects are ordered? Click on the “AZ” icon within the prime proper hand nook to order objects by “Final modified,” “Final edited by me, ”Final openedby me,” or their file names in alphabetical order.
Lastly, you may modify how densely packed collectively the objects are on My Drive, from “comfy” to “cozy” to “compact.” To do that, click on the gear icon, and select “Settings” from the dropdown menu. Below “Density,” take your decide between the three choices.
6) Save net content material like pictures proper to Drive.
Google created a browser extension known as “Save to Google Drive” that allows you to add paperwork, pictures, hyperlinks, and HTML5 audio and video recordsdata to Drive with a easy proper click on.
To allow this in your desktop pc, obtain Google’s free browser extension and authorize it in your pc. Then, proper click on on the internet content material you wish to save and choose “Save to Google Drive.” You’ll entry that file on Drive straight away.
7) Entry and edit your paperwork offline.
I‘ve discovered myself desirous to tweak a doc whereas on an airplane with out WiFi a number of too many instances, which is why I like that Google Drive means that you can entry and edit paperwork offline on desktop, in your iPhone or iPad, or in your Android system. You should be linked to the web with a purpose to allow offline entry for a file — however when you’ve accomplished that, you are good to go. All of the adjustments you made on-line will likely be up to date on-line if you restore your web connection.
Be conscious of which computer systems or gadgets you allow offline entry on, although. Google recommends sticking to non-public computer systems and gadgets and/or ones you employ commonly, in any other case your information might be in danger.
On a desktop pc, the one prerequisite to viewing and enhancing recordsdata offline is that you have to be utilizing a Chrome net browser. So you’ll want to obtain Google Chrome should you plan to make use of this function.
To allow offline viewing and enhancing, go to Google Drive in your net browser and click on the gear icon within the prime proper hand nook. Select Settings from the dropdown menu. Then, merely test the field within the “Offline” part, like I did under:
(Want extra assist? Watch Google’s tutorial video right here.)
iPhone & iPad
You’ll be able to allow offline entry to particular recordsdata in your Apple gadgets. First, be certain you are linked to the web to allow offline entry for later. Then, discover the file you need to have the ability to entry offline and contact the gray “i” button subsequent to it.
A particulars panel will slide in on the suitable — discover “Carry on Gadget” and easily change the setting from “Off” to “On.”
If you‘re not linked to the web, you’ll see a pin icon subsequent to your entire offline recordsdata. To entry your offline objects, open the Google Drive app and choose “On system” from the left-hand navigation panel. (Want extra assist? Click on right here for Google’s assist web page.)
You’ll be able to allow offline entry to particular recordsdata in your Apple gadgets. First, be certain you are linked to the web to allow offline entry for later. Then, discover the file you need to have the ability to entry offline and both:
- Contact the gray i button subsequent to the file and change the setting from “Off” to “On” to “Carry on system” within the particulars panel.
- Contact and maintain the title of a file for 1-2 seconds. Then, within the field that seems, contact the offline icon.If the icon isn’t stuffed in, the file is already out there offline.
To entry your offline objects, open the Google Drive app and choose “On system” from the left-hand navigation panel. (Want extra assist? Click on right here for Google’s assist web page.)
8) Take a look at the revision historical past and restore earlier variations.
I like this function as a result of it permits me to see all the adjustments I and others have made to file in Drive. Higher but, I can revert again to earlier variations of my file — and see which individual made particular edits. Fairly cool, eh?
In the event you simply desire a fast scan of the exercise historical past with out going into element, all you need to do is right-click on a file or funder and click on “View Particulars” from the dropdown menu. A panel will seem on the right-hand facet of your display displaying an summary of who made adjustments and when.
To see the revision historical past in additional element, open the file, click on the “File” menu on the prime left of your display, and select “See revision historical past.” A revision historical past panel will seem on the right-hand facet of your display, displaying who made adjustments and when — and which particular adjustments that individual made, should you click on “Present extra detailed revisions” on the backside.
To revive a earlier revision, click on that revision after which click on the “Restore this revision” hyperlink that seems.
Don‘t fear, restoring the revision gained’t eradicate any variations of your file. You’ll be able to return to the present model of your doc by clicking the X within the higher proper of the revision historical past panel. What it is going to do is transfer that earlier model to the highest of your revisions historical past.
Google Drive will keep a model historical past of all of your recordsdata for as much as 30 days or 100 revisions. After that, to avoid wasting space for storing, it’s going to merge revisions based mostly on the age of the file and/or measurement of the revisions in a course of known as “revision pruning.” If you wish to maintain revisions for longer than that — say, for a doc that is up to date by a number of individuals many instances per day — you may mark particular person Google Drive recordsdata to maintain all of the variations. Learn to do this right here however take into accout it’s going to affect space for storing.
9) Set Drive as your default doc location.
Need to streamline your cloud storage expertise? You may make Google Drive the default save location for all of your new paperwork on a Home windows desktop pc.
Home windows customers: Discover your pc‘s Paperwork folder and right-click it. Choose “Properties” from the dropdown menu. Click on “Embody a folder…”, after which discover your Google Drive folder. Subsequent, choose Google Drive to spotlight it and click on “Embody folder.” Choose “Google Drive” from Library Places and click on “Set save location.” To use the adjustments, click on “Apply.” And also you’re accomplished!
Editor’s be aware: This text was initially printed in June 2015 and has been up to date for comprehensiveness.