The convenience of Google Drive is underestimated by many. You can keep your files safe and retrieve them whenever you need them. However, there is more to Google Drive than first appears to be the case. Here are some helpful features you should look into.
Advanced Search Find Files
When you require one of your files, you will have to search through many options if you have uploaded more of them to Google Drive. You are blessed with advanced search choices, which simplify completing the task.
Enter a keyword or phrase in the Search in Drive box at the top of the main page. After that, you’ll want to select the Show Search Options icon to the right of the search box.
You will see several different options that you may use to locate your file. You can choose the type of file or the owner, use keywords within the file or the file name, select the location, choose an option for the date it was last edited, or utilize one of the other fields you see.
Click the “Search” button, and then look at the results. You can also search directly within a Google Drive folder if you have access and know where a file is located.
The ability to receive a direct link to your work is another useful function offered by Google Drive. You can accomplish this even without opening the file. After that, you should save it to your notes so you can quickly access it or share it with a colleague.
Click the file, then select “Get Link” from the context menu.
After that, you will have the option to select “Copy Link” to save the link to your clipboard, after which you can paste it wherever you please. You can also use this box to share the link with your contact by entering their email address in the corresponding field.
Make advantage of the General Access area at the bottom of the window to exercise control over who can open the file by using the link. You can set the access level to “Restricted,” which will only provide permission to those with whom you have shared the file, or “Anybody With Link,” which will allow the file to be opened by anyone who clicks the link.
Use Office Files
If you have Google Drive, you can open and edit Microsoft Office files without having to purchase Microsoft Office. You may get a Word, Excel, or PowerPoint document that you’ll need to view or change. These files can be opened in the appropriate Google app, such as Docs, Sheets, or Slides.
In addition, you can download documents in the Docs, Sheets, and Slides formats made available by Microsoft Office.
Uploading a Microsoft Office file to Google Drive makes it possible to open it like any other file. After that, either right-click or double-click on the file, then go to Open With and select Google Docs, Google Sheets, or Google Slides.
When you open the file with the appropriate program, the file format will still be shown at the top of the window. Your modifications are saved mechanically, and you can download the file in its initial Office version.
It is just as simple to do this if you have a file in Docs, Sheets, or Slides that you wish to export and save in the Office format. Launch the file and navigate to the File tab from there. Proceed to Download, and then choose the configuration from the selection that appears.
Manage File Versions
You can manage your file’s versions as you can get a link without opening it. This feature works with images as well as PDF and Microsoft Office files.
Right-click on the file and choose “Manage Versions.”
Then, a window will pop up with all file versions, including the current one.
At the top of the window, you can see that older versions can be deleted after 30 days or 100 saved versions. If you don’t want to lose an old version, click the three dots to its right and choose “Keep Forever.”
If you want to use a newer version saved on your device, choose “Upload New Version.” Then, find the file on your computer and click “Upload.”
You can also delete any of the versions you see or download any of them. Choose “Delete” or “Download” by clicking on the three dots to the right of the performance.
File Activity, Details, and Description
Even though it may seem like a simple thing to do, you may need to be able to see what has been done with a file and what details have been added. You can also use the descriptions on Google Drive to add your information.
Open the details sidebar:
- Right-click the file and select “View Details.”
- Please select the file and select the top-right View Details icon
- Click “View Details” after choosing the file.
The sidebar will then show up with tabs for Details and Activity. With Details, you can see the type of file, its size, who owns it, when it was made, and more. With Activity, you can see when a file was uploaded or last changed.
Use the Details tab in the sidebar to add a description to the file. Put your text in the Description box at the bottom and press Enter or Return. This is an excellent way to tell the difference between files with names that sound alike.
You can also add comments to files, which is another valuable feature of Google Drive. This is good for making notes for yourself or other people.
Start previewing the file. You can do this by selecting the file and clicking the eye icon (Preview) at the top or by right-clicking and choosing “Preview.”
Choose the part of the file you want to comment on, then click the Comment icon on the right or at the top.
Type your comment in the box that appears, then click “Comment.”
You can use the @ (At) sign to mention a collaborator. You can also send your comment to that person, which is a nice extra. Click “Assign” after checking the “Assign To” box.