A tutorial on using Google’s file management and collaboration services
- .Google Drive is a cloud-based backup service. That lets you store files online and access them from any device, smartphone, or tablet.
- You can safely upload and update files online using Drive on your computer or mobile device.
- Drive also allows others to edit and work on files with ease.
- For more stories, go to Business Insider’s Tech Reference Library.
Using a cloud storage service like Google Drive provides a number of benefits,
including faster file sharing and a remote backup site. However, Google Drive’s success is based on users sharing software and built-in integrations with Google’s range of products and services, as opposed to rivals like DropBox and Apple’s iCloud program.
Google Drive comes with 15 GB of free storage if you have a Google account. So, how do you make the most of all that space? Our guide covers everything from how to use It to import. It views files from every laptop to all of the apps that make teamwork a breeze.
What is and how does Google Drive work?
Consider it to be a modern-day hard drive.
Google drive allows you to access and save a variety of file forms to Google servers,
or the “internet,” including documents, images, audio, and video. The drive may be used as a backup system or to clear the room on your laptop.
To understand why Google drive is so popular,
keep in mind that Google Drive was created to work in tandem with Google. One of best features is its integration with Google’s office suite of cloud-native applications,
which anyone who has used Microsoft Office will recognize.
These applications, which contain Google Docs, Sheets, Slides, and more, would attract the majority of users. They have intuitive applications that allow for real-time communication as well as the ability to generate and edit documents.
The most widely used Drive applications are listed below:
Apps for Google Drive
Google drive is part of a Google-powered integrated suite of applications.
Other main features include:
Google provides 15 GB of free disk space through Gmail, and Google Photos by default. If you ever reach the quota, you can always upgrade to a Google One account to get more space.
Once you share a file, it is confidential. You may, however, allow others to access, edit, or download files and documents at any time.
Files can be downloaded from any device, including a smartphone, tablet, or server. There is also an option for offline connectivity.
Drive can recognize photos and even text in scanned documents, making it even easier to find files.
So, files are encrypted with AES256 or AES128 encryption, the same authentication protocol used for other Google services.
How do you benefit from Google Drive?
Starting from the beginning
If you don’t already have one, you’ll need to build one before you can use it.
It’s free to sign up for a Google account,
which grants you access to it as well as other Google services like Gmail, Calendar, and Photos.
You can use it in your browser by navigating to drive.google.com. After you’ve signed up for an account (or logged into a current account). This will take you to Drive’s web GUI, which is pretty user-friendly and straightforward.
You’ll most likely want to learn how to import,
build, handle, and transfer files as you get more familiar with many of the features available in it.
Creating and uploading files
Now drive has a new menu.
Firstly, you can either drag and drop files into Drive or make something new to get started. Importantly, you must transfer files to order to view them. You can import files from the web client in one of two ways, all of which are easy.
The first approach is the simplest,
and it involves dragging and falling a file or folder from your desktop into the browser window. The second choice is to pick “File upload” or “Folder upload” from the “New” button on the top-left side of the page.
You may also make a new file, folder, spreadsheet, or presentation by pressing the “New” button. Simply choose the app from the dropdown menu that best suits your needs. All new files are saved and available from your Drive immediately.
File and folder management and organization
Making directories is a simple way to keep your files organized.
Once you’ve accumulated a sufficient number of folders, you may want to sort them. The best way to handle your Drive is to build directories, much as you can on your laptop. Navigate to your Drive and press “New,” then “Folder” to create a new folder on the web interface.
Once you’ve given your folder a name,
you’ll be able to drag and drop files into it from the
pane on the left side of your computer.
If you no longer need a file and want to keep your Drive clean,
right-click on the file and choose Delete. A context menu may appear as a result of this action. Select “Delete” from the drop-down menu. You can also pick the file you want to remove. Then use the trash button in the upper-right corner of your desktop to delete it.
Sharing files and folders
It’s as easy as right-clicking on a file and sharing it.
The freedom to exchange files and directories with others is Google Drive’s most appealing feature. Drive makes sharing everything from images to whole Drive files easy. Right-click on file or folder to pull up the context menu, then choose “Share.”
You will then add partners by entering their email addresses and deciding what they can delete,
comment on, or merely open the file.
Any file you make in Drive can be edited by several users at the same time,
allowing you to work with others in real-time.
How to get
Now that we’ve covered the basics,
it’s important to remember that you can navigate your Drive in a variety of ways. You can use Drive from your handheld device or laptop in addition to having it in your web browser.
On the go for Google drive
You can browse files from anywhere with its smartphone app.
The smartphone app is available for both iOS and Android. It was a must-have for anybody who needs instant access to their files from any location.
You can use the software to access, download, upload, and erase files directly from your phone.
You’ll need to download the appropriate standalone smartphone app if you want to create,
update, and organize files on the go. Each software has offline functionality built-in so it can run without an internet connection,
but it’s also programmed to work in tandem with the app:
- Android devices and iOS is available in Google Docs .
- Google Sheets is available for iOS and Android devices.
- Google Slides is available for iOS and Android devices.
On the laptop
You can use Back Up and Sync to synchronize local data with it.
Back-Up and Sync is a Mac and PC program that makes it simple to back up files to It. if you want to operate on a laptop rather than in a web browser. The desktop client works in tandem with it to streamline the backup process.
Not only does it take no time to use, but it’s also simple to set up:
- Installing Back Up and Sync on a Mac
- How to Set Up Back Up and Sync on a Computer
A new folder will be generated on your machine after it has been installed. Any files or directories you pass into this folder are immediately imported to it,
allowing you to access them from any browser, anywhere.
Hints and techniques
It is chock-full of user-friendly features and resources,
and it will take some time to figure out the ones that are right for your needs. Here are a few pointers for both new and experienced users.
If Gmail is your primary email client, you’ll be happy to know that it fully integrates with it.
You can connect a file to a message by pressing the icon on the toolbar at the bottom of your screen when writing it.
Gmail, on the other hand, makes it easy to save attachments to Drive. By hovering your cursor over the link, you’ll be able to choose whether to download or save it to Drive. Simply choose the folder from the button.
Offline access to files
Drive also helps you to open and access files without being connected to the internet, which is a handy feature. Although you can still copy files or directories to your device for offline use,
offline mode allows you to browse and delete Google Docs, Google Sheets, and Google Slides, with any updates instantly synced when you reconnect to the internet.
Navigate to your Drive and press the gear icon in the top right-hand corner of your screen to allow offline mode. You will allow offline mode by checking the box next to “Offline” while you’re in your settings.
Data conversion to format
It accepts a wide range of file formats,
so if you want to edit them, you’ll need to migrate them to the format. You’ll be able to quickly share the file with others and gain access to resources that will enable you to work with others in real-time.
- The following files can be translated to the format:
- Documents in text format (.doc, .docx, .html, .txt, .rtf, .pdf)
- Excel Spreadsheets (.xls, .xlsx, .ods, .csv)
- Presentations (.ppt, .pps, .pptx)
however, To convert a file to Drive format, right-click it, select “Open With,” and then select the recommended program. If you have a Microsoft Word document, you can convert it to a Google Doc document, for example.
Apps and utilities
There’s a lot to learn about how Google Drive interacts with apps and other resources.
We’ve already discussed Drive’s main office suite —
Docs, Sheets, and Slides — which can be thought of as Microsoft Word, Excel, and PowerPoint substitutes. After that, the majority of users will be satisfied with these applications, Drive also supports and integrates with other Google services including the Google Jam board.
Google’s office suite is fantastic on its own, but you can customize it with add-ons to make it much better. There are many useful add-ons available to help you get more out of Google Docs, Sheets, Slides, and Forms. Simply open or make some files,
then go to “Add-ons” in the toolbar at the top of your screen to learn more about add-ons. To see what’s open, go to the Chrome Webstore.
Integrations of third-party apps
Apart from add-ons, Drive is designed to integrate with hundreds of third-party apps,
allowing users to separate and combine PDFs, digitally sign papers, build graphs, and more — all from inside Drive.
Above all, you can also connect Drive to a variety of productivity apps for a more streamlined workflow if you’re a productivity freak. This is a case in point of what I talk of:
- Slack integration
- Air Table
Last but not least
In conclusion, it is a versatile cloud storage solution at its heart. It will, however, become an invaluable efficiency platform for everyone,
from students to industry executives, with time and the right know-how.
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