Putting Google Drive in Full Gear

Putting Google Drive in Full Gear

Always looking at ways to stream line and improve productivity. Time to time I look into the tools I use regularly, and how I use them and ask, “Is there a better way”?

What is Google Drive?

It’s a very simple concept, with serious business value, so the idea of collaboration file sharing took on. Google Drive is a file storage and synchronization service that allows users to store files in the cloud, synchronize files across devices, and share files. Google Launched in April 2012, and by July 2018, surpassed over 1 Billion Worldwide Users.

My Favorite Tips for Google Drive Use

I was looking for a particular solution for Google Drive to improve my weekly reporting workflow. The Presentation Style file is updated and emailed weekly, and archived in Google Drive. Many dates were missing, because I would often forget the last step of remembering to upload the emailed file to the archive. That is what inspired this particular blog as I did not find anything easy in the Google Drive Add-on’s list.

I credit Digital Inspirations, Amit Agarwal, with providing the solution I was searching for in an article titled “How to save your Gmail to Google Drive Automatically” I wish Google would do as other Collaboration utilities do and allow an email address for the folder so you could automate putting reference files into the folder instead of having to remember the step of adding the reference copy after you email it to the distribution list.

  1. What’s New in our Shared Google Drive Ecosystem? Track activity and stay current, simply, Use Recent items to keep up with what’s going on. It’s easy to look at your recent items for a document that you’d like to review, reference, or edit. An innovative approach to watching for change in organizations is to look at what has changed. To view a revision history via File > Version History > See Version History or click All Changes Saved in Drive at the top.
  2. What was that file? You can’t recall the document name for the file you want, but you can remember who shared it with you, click Shared with Me in the left menu of Google Drive. You’ll get a list of all the documents people have shared with you. If the list is too long you can filter by typing the collaborator’s name in the search field at the top.
  3. Collaboration Chat on Document Review and Discussion. Google Drive shows your fellow document collaborators in the upper-right corner. This feature allows you to post in-line comments or questions for specific people or send them an instant message. Click the chat bubble next to the collaborator chatheads and type your message. This is not a private message. Everyone reviewing the doc can participate in the discussion, too.
  4. Google Drive’s Optical Character Recognition function can convert OCR graphics to text enabling you to search for words in scanned documents. The OCR function in Google Drive can be used to eliminate expensive OCR solutions while improving reference ability and automation around importing documents as text into a file.
  5. Can’t remember where you filed a particular image in your Google Drive? Google Drive can find images in your storage via a keyword search.
    • Type whatever you’re looking for into the search box at the top of the site—”sunset,” “computer,” even a specific color such as blue
    • Click the downward-facing arrow within the search box
    • Set the “Type” field to “Photos & images.”
    • Drive will show you every image that matches the description you entered.
  6. Color Coding is one of the 7 tips for cleaning up your Google Drive. Color code your folders for easier access: Google Drive can color-code your folders to make different areas of your storage easily identifiable at a glance. At an organizational you can standardize color coding for people no matter the platform they are accessing files through. For example, each color can be used to indicate the type of content or file type, or a status of a job that the file describes
    • Right-click (or Ctrl-click) any folder
    • look for the “Change color” option
    • Select the color you wish
  7. From your browser you can Save web page, image, file, or screenshot to Google Drive by using the Save to Google Drive Chrome extension. Once the extension is enabled, you want to save a web page image, file or screen shot, simply
    • right-click (or Ctrl-click, on a Mac) on any hyperlink
    • save its target into your Drive storage—or click the icon in the upper-right corner of the browser to capture and save a screenshot of your current view.
  8. PDF to Editable format? For PDF files in your Google Drive that you want to edit, simply
    • right-click (or Ctrl-click) the file’s name on the Google Drive website
    • hover over the “Open with” option.
    • Select “Google Docs” from the list that appears,
    • Drive will convert your PDF into plain text and open it as a new Google Doc for you.

Great Articles on Tips for Tapping the Powers of Google Drive

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