Google Drive is a cloud storage solution that enables you to save files online and access them anywhere from any tablet, smartphone, or computer.
A cloud storage service like Google Drive has multiple benefits, such as easier file sharing and remote backup.
However, compared to rivals like DropBox and Apple’s iCloud service, Google Drive’s popularity hinges on helpful collaboration tools and built-in integrations with Google’s suite of products and services.
If you have a Google Account, now you have 15 GB of free storage space on Google Drive.
So, how do you use all that space? Our guide covers everything from using Google Drive to transferring and accessing files on any device to all the tools that make it easier to collaborate with others.
How Does Google Drive Work?
Think of Google Drive as the hard drive of the last few days. It allows you to download and save various files, documents, photos, audio, and video files on Google servers or in the cloud.
The Drive can be used as a security solution or to free up space on the device.
To understand why Google Drive is so famous, it’s important to note that it’s designed to work perfectly with Google.
One of the Drive’s best features is its integration with Google’s native office suite of cloud applications, which you’ll know if you’re experienced with Microsoft Office.
Most users will turn to these programs, including Google Docs, Spreadsheets, Presentations, etc.
They allow you to create and edit documents and are equipped with intuitive tools that enable real-time collaboration.
Here is a directory of the most regularly used Google Drive apps:
Google Drive operates with an integrated suite of apps powered by Google.
Some other key features of Google Drive:
- File storage: By default, Google gives you 15 GB of free storage on Gmail, Google Drive, and Google Photos. If you ever smash that limit, you can always pay for more space by switching to a Google One account.
- File-Sharing: Files are private until you share them. But you can invite others to view, edit, or download files and documents anytime.
- Access files from anywhere: files can be accessed from any smartphone, tablet, or computer. Offline access is also available.
- Full Search: The Drive can recognize images and even text in scanned documents, making it easy to find files.
- Secure storage: Drive files are protected by AES256 or AES128 encryption, the same security protocol used by other Google services.
How to Use Google Drive
To access Google Drive, you need a Google account, and to get started with It, you need to create one if you don’t already have one.
Creating a Google account is free and grants you access to Google Drive and other Google services such as Gmail, Google Photos, and Google Calendar.
Once signed into your account (or signed into an old account), you can access Google Drive in your browser by proceeding to drive.google.com. This will take you to the Drive website, which is intuitive and easy to navigate.
Once you’re familiar with everything you can do with Google Drive, you’ll probably want to learn how to transfer, create, manage, and share files first.
Uploading and Creating Files
You can drag and drop files to disk or create something new. To access files from Google Drive, you need to import them.
There are two techniques to transfer files from a web client, and both are straightforward.
The first method is more straightforward than both and involves dragging a file or folder from the desktop and dropping it into a browser window.
Otherwise, click the “New” button at the top left of the screen and select “Upload File or “Upload Folder.
You can also apply the “New” button to create a new document, file, spreadsheet, or presentation.
As per your requirement, click on the app from the drop-down menu. All new files are automatically saved and can be accessed from your player.
Manage and Organize Files and Folders
Organizing your files by creating folders is simple. When you have enough files, you might want to organize them.
Much like arranging files on your desktop, creating folders is the easiest way to manage a drive.
To create a new folder on the site, navigate to your Drive and click “New, then” Folder.
After naming the folder, you can drag and drop files into it, which is located under “My Drive” in the panel on the left side of the screen.
If you no longer need the file and want to keep your Drive correctly, the easiest way to delete it is to right-click on it.
This will open a context menu. From there, select “Delete.” You can also choose the file you want to delete and click the trash can icon at the upper-right edge of the screen.
Share Files and Folders
Sharing files is as easy as right-clicking. The most significant appeal of Google Drive is sharing files and folders with others.
From sharing videos to entire folders on the Drive, Drive makes sharing easy.
To share a file or folder from Google Drive, right-click on it to open the context menu, then click “Share.”
From there, you can add collaborators using their email addresses and decide whether people can edit, comment, or view the file.
Any file created on disk can be edited by multiple people simultaneously, which means you can collaborate with others in real-time.
Accessing Google Drive
Now that we’ve removed some of the basics, it’s important to note that there are several ways to access your Drive.
You can also access the cloud from a mobile device or desktop computer by using a disk in a web browser.
Google Drive on Mobile
The Google Drive mobile app lets you access your files anywhere.
The Google Drive mobile app is available for iOS and Android and is a must-have for anyone who wants to access their files instantly from anywhere.
The app lets you view, download, transfer, and delete files, all from your mobile device.
If you want to create, edit, and organize files on the go, you must download the appropriate stand-alone mobile app.
Each app has built-in offline support so they can work independently without an internet connection, but they’re also designed to run seamlessly with the Google Drive app:
- Google Docs for iOS or Android
- Google Spreadsheets for iOS or Android
- Google Presentations for iOS or Android
Google Drive on Your Desktop
Backup and Sync allows you to sync local files with Google Drive.
If you’re more willing to work on a desktop computer than a web browser, Backup and Sync apps are for Mac and PC, making it easy to back up files to Google Drive.
The desktop client combines seamlessly with Google Drive and simplifies the backup process. Not only does it need minimal effort to use, but it is also easy to install:
How to Set Up Backup and Sync on a Mac
Once installed, a fresh Google Drive folder will be generated on your computer. Any files or folders moved to this folder are automatically transferred to Google Drive, allowing you to access them from anywhere and on any device.
Tips and Tricks for Google Drive
Google Drive is packed with intuitive tools and features and is regularly used to determine what’s best for your wants and needs.
Here are some tips that advanced users and beginners alike should know.
Google Drive Integration With Gmail
Gmail is a beneficial integration. If Gmail is your primary email client, it grants full integration with Google Drive.
When drafting a message, you can attach a file from Google Drive by clicking on the Google Drive icon positioned in the toolbar at the bottom of the screen.
In contrast, Gmail makes it easy to store attachments on disk. Holding the mouse pointer over the attachment allows you to download the file or save it to disk. To do so, just click on the Google Drive symbol and select a folder.
Access Files Offline
Go to the settings page to manage your settings offline. Another useful tip is that Drive lets you view and edit files offline without an internet connection.
While you can still download files and folders directly to your computer for offline access, offline mode allows you to view and edit Google Docs, Google Spreadsheets, and Google Presentations. Changes are automatically synced when the connection is available again.
To enable offline mode, navigate to your Drive and click on the gear icon in the upper right corner of the screen. Once you have entered your settings, check the “No connection” box to enable offline mode.
Convert Files to Google Drive Format
Converting a file to Google Drive format is straightforward to collaborate on.
Google Drive supports numerous file types, but if you plan to edit files on Google Drive, you must convert them to the Google Drive format.
This will allow you to easily share the file with others and unlock tools for collaborating with them in real-time.
The files that can be converted to Google Drive format are:
- Spreadsheets (.xls, .xlsx, .ods, .csv)
- Presentations (.ppt, .pps, .pptx)
- Text documents (.doc, .txt, .docx, .html, .rtf, .pdf)
To transform a file to Google Drive format, right-click on the file, select “Open with and click on the suggested application.
For instance, if you have a Microsoft Word document, you can convert it to a document. Google.
Google Drive Apps and Services
Much remains to be explored regarding how Google Drive works with Google apps and other services.
We’ve already covered Drive’s leading office suite of documents, spreadsheets, and presentations, which can be seen as a replacement for Microsoft Word, Excel, and PowerPoint.
While most people will love to use these apps, Drive is also compatible and integrates with other Google services, such as Google Jamboard.
Add-ons
Plugins let you do more with Google Docs, spreadsheets, presentations, and forms.
Google’s Office suite is excellent, but you can use plugins to customize them.
Many useful add-ons help you do more with Google Docs, spreadsheets, presentations, and forms.
To explore add-ons, open or create a file, then navigate to “Add-ons” in the toolbar at the top of the screen. Go to the Chrome Web Store to see what’s available.
Third-party App Integrations
Along with add-ons, Drive is designed to work seamlessly with hundreds of third-party apps. These apps let you share and combine PDF files, digitally sign documents, create diagrams, and more, all within Drive.
For those obsessed with productivity, Drive can also be connected to several productivity tools for a smoother workflow. Here is a small sample:
- Google Drive for Slack
- Google Drive for Evernote
- Google Drive for Asana
- Google AirTable Drive
- Google Drive for Trello
