10 Must Know Google-Drive Tips


Similar to Dropbox and OneDrive, Google-Drive enables online file storage and syncing. Google accounts come with 15GB of free storage that may be used immediately.

Drive does much more. It’s also the core for Google’s online office suite, Docs, Sheets, and Slides. Google Workspace is the same suite combo whether you have a paid business account or access through work. Both use Google-Drive for office files.

Google-Drive’s 15GB can fill up quickly because Google Photos and Gmail share it. Last year, Google ended unlimited Photos and Drive storage. Google One costs $1.99 per month or $19.99 per year and includes 100GB of cloud storage and a VPN.

These are the basics of Google Drive, but you need the secrets to use it effectively.

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1. Keyboard shortcuts

A Windows shortcut looks like a file on your desktop but opens another file. Google Drive now has shortcuts. If you wish to store the same object in multiple Drive folders, you create a shortcut. Renaming, moving, or deleting a shortcut won’t affect the original. Don’t fix duplicate Google Drive files yourself. Google plans to do it this year. Create a shortcut:

Go to Google Drive (Opens in a new window).

Right-click the file or folder to shortcut.

Add Drive shortcut.

Choose the shortcut’s location.

Add shortcut.

2. Cut-and-paste files

You can move files on Google Drive’s web interface, but sometimes you want to avoid the mouse. In that situation, you can cut (Ctrl+X) or copy (Ctrl+C) a saved file, browse to where you want it, then press Ctrl+V to paste it, just like in macOS Finder or Windows Explorer. Google Chrome or Microsoft Edge (Chromium) is required.

3. Quick Link

Select a Google Drive file and press Ctrl+C to copy. Then go to your document or email and use Ctrl+V to paste the link, or Ctrl+Shift+V to paste just the URL.

4. Install Drive Desktop

Google Drive syncs across devices, so you may work on a project on your PC, phone, tablet, or home laptop. It works with any document, not just Docs, Sheets, and Slides. Install Drive for Desktop on your PC to automatically back up data to Google Drive or Photos. You can access these files using iOS and Android Google Drive apps. (If you’re backing up everything, don’t exceed the 15GB free account limit.)

5. Added file type bookmarks

Add the following links to your browser’s bookmark bar to create a new doc, spreadsheet, presentation, or drawing to add to Drive.

(Opt.) (New window) Docs

(Opt.) New Google Sheet

(Opt.) (New window) PPT

(Opt.) New Google Site

(Opt.) (New window) FormGoogle

6. Drag-and-drop into drive

Google Drive offers a “New” button for creating files. It also uploads a file or folder. Drag files from Windows Explorer or macOS Finder into Google Drive’s list. You’ll see a cloud with an up arrow at the bottom of the browser screen when you may release the file. Better still, hover over a Drive folder name and drop it there.

7. Drive offline access

When online, you can access Google Drive files. Google Drive provides offline access when Wi-Fi isn’t accessible.

Install the Google Docs Offline Chrome extension, then head to Google Drive settings (Opens in a new window). Check Create, open, and edit Google Docs, Sheets, and Slides offline. You must then choose which files to access offline. Right-click on the doc(s) you want (hold Shift/Ctrl or Command to choose multiple files) and toggle Available offline to on.

8. Mobile offline files

Set a Google Drive file to be available offline if you wish to use it on your phone or tablet without internet. Click Make offline next to each file name. When you’re online again, Google Drive will sync your modifications. To remove offline access, go to the menu.

9. Save to Google Drive

Evernote, OneNote, and Pocket can store your digital files online. Save to Google Drive is a Google Chrome plugin that enables saving internet content to Drive easy. Some exceptions apply. You can only save a page’s PNG file, HTML source code, or Google Doc as a whole (which will throw off the formatting). Right-clicking saves an image. Use the above services to save data.

10. Use Drive to bypass Gmail’s attachment limit

Gmail and Google Drive eliminate the need to attach documents. Link it. Send up to 10 Gigabytes of files instead of 25MB.

First, upload files to Google Drive. Clicking the Google Drive icon in Gmail’s Compose screen opens the Insert files using Google Drive dialogue box. Drag and drop files from your hard drive using Upload. If you attach a file over 25MB, Google will upload it to Google Drive and send a URL.

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