Knowing Google Drive Inside Out

In our current situation, one of the most important things to master is putting files online. When most of us, if not everyone, is working from home and only armed with an Internet connection, it is inevitable that sharing of important files and documents is one skill that everybody should already be a master of. After all, hasn’t it been more than five months and running since the world started this anxiety-driven quarantine where everybody needs to practice a safe distance from everyone else? So by now, we would have already developed a deep appreciation towards devices and apps that allow working from home to be that easy and convenient. Who knew that such things like uploading, sharing, and downloading files would become second nature to us, as essential as knowing how to participate in a videoconference (something which we should be skilled with even outside work because Facetime-ing, Skype-ing, or Zoom-ing relatives from across the country and the world is such a welcome relief) or wearing a face mask and practicing social distancing when outdoors.

One of the most popular file-sharing and cloud storage apps that people use whether for work or for other purposes is Google Drive. Since Google Drive is obviously part of the Google suite of programs that is basically ubiquitous all over the world, then it goes without saying that you would be in the very small minority if you haven’t come across the platform. So, if you’re still at a bit of a loss with Google Drive and making the most out of it, here are some information about it:

 

Upload and Share Documents

In these times when nobody is in the office and everyone is working at home, sharing of pertinent files is of the essence. This is where Google Drive becomes a convenient platform because email attachments can only be of a certain size. If you need to share documents or files of a larger size, your email server wouldn’t be able to handle it and this is where Google Drive comes in handy.

The first method is the simpler of the two, and it involves dragging the file or folder from your desktop, and dropping it into the browser window. The second option is to click on the "New" button on the top-left side of the screen and select either "File upload" or "Folder upload."

(Via: https://www.businessinsider.com/what-is-google-drive-guide#how-to-use-google-drive)

Download to Access Documents Offline

One of the most pressing features of a storage and file sharing platform for people working from home is the ability to download the shared files so that they can access it even if they are not connected to the net. This feature is very important especially for those who have intermittent WiFi or Internet connection.

You can use many Google Apps features offline, but only if you first set them up while you have internet access. Keep in mind that if you make edits while offline, collaborators will not see your edits and any edits collaborators who are online make will supersede your changes. Once you regain internet access, any offline edits will be synced.

(Via: https://it.stonybrook.edu/help/kb/accessing-google-drive-files-offline-on-a-mobile-devicecomputer)

Google Groups on Google Drive

If you want to share a file or document to not just one but several of your team members, it is not only possible but more convenient if you make a Google Group composed of these people and share your file with that group.

One of the advantages of Google Shared drives is that the group owns all of the documents in the Shared drives, so even if one member leaves, all of the documents remain. You can use Workgroup Integration to create a Google Group from current Workgroups. Once the permissions are granted to your Google Group, access to the Shared drives is automatically adjusted when you add or remove members from your Stanford Workgroup, allowing you to manage access entirely from within Workgroup Manager.

(Via: https://uit.stanford.edu/service/gsuite/shareddrives/create)

Multiple File Sharing on Google Drive

Another convenient feature of Google Drive is that it allows you to share multiple files all at once, not only one at a time.

If you want to share all the files in a folder, select the folder, click the Share icon in the upper- right-hand corner, enter the email addresses, and then click Send.

If any person you share with has a non-Google email address, you will have the option of either recommending that they sign in with a Google account or turning on link sharing.

(Via: https://www.smartsheet.com/content/google-drive-tutorial-faqs)

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