WHAT IS GOOGLE DRIVE
Google Drive is a free cloud-based storage service that enables users to store and access files online. The service syncs stored documents, photos and more across all of the user’s devices, including mobile devices, tablets and PCs.
Google Drive integrates with the company’s other services and systems — including Google Docs, Gmail, Android, Chrome, YouTube, Google analytics and Google+. Google Drive competes with Microsoft OneDrive, Apple iCloud, Box, Dropbox and SugarSync.
How Google Drive works
To get started with Google Drive, the end user must create or sign in to a Google account. Then, the user types “drive.google.com” into his or her browser. “My Drive” will automatically appear, which can contain uploaded or synced files and folders, as well as Google sheets Slides and Docs. Then, the user can either upload files from his or her computer or create files in Google Drive.
Alternatively, the end user can download a Google Drive application to one or more devices. A Google Drive folder will appear along with other folders in each device’s file system. Files that the user adds to one folder are available through a Google Drive web app or the Google Drive folder on each device.
How to use Google Drive
Access to Google Drive requires a Google account. Michael Nolledo/Business Insider Getting started
To get started with Google Drive, you’ll need to create a Google account if you don’t already have one.
Creating a Google account is free, and gives you access to Google Drive, as well as other Google Services, such as Gmail, Google Calendar, and Google photos
Once you’ve signed up for an account (or signed into an existing account), you can access Google Drive in your browser by going to drive.google.com This will bring you to Drive’s web interface, which is fairly intuitive and easy to navigate.
As you begin to familiarize yourself with all the things you can do with Google Drive, you’ll most likely want to first learn how to upload, create, manage and share files.
Uploading and creating files
To get started, you can drag and drop files into Drive, or create something new. Michael Nolledo/Business Insider
To access files on Google Drive, you’l need to upload them There are two ways you can upload files from the web client, and they’re both straightforward.
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 “Newbutton on the top-left side of the screen and select either “File uploador “Folder upload.”
You can also use the “Newbutton to create a new file, document, spreadsheet, or presentation. Depending on your needs, just click on the app from the dropdown menu. All new files are automatically saved and accessible from your Drive.
Managing and organizing files and folders
Creating folders is an easy way to organize your files. Michael Nolledo/Business Insider
Once you have enough files, you may want to organize them. Much like organizing files on your desktop, the easiest way to manage your Drive is to create folders. To create a new folder on the web interface, navigate to your Drive and click “New,then “Folder.”
After you name your folder, you’ll be able to drag and drop files to the folder, which can found under “My Driveon the pane to the left of your screen.
If you no longer need a file and want to keep your Drive tidy, the easiest way to delete a file is to right-click on the file. This will bring up a context menu. From there, select “Remove.Alternatively, you can select the file you want to delete and then click the trash icon on the upper-right hand corner of your screen.
Google Drive tips and tricks
Google Drive is rife with intuitive features and tools, and it takes regular use to uncover the best ones for your wants and needs. Here are a few tips first-time and power users should know.
Google Drive Gmail integration
Gmail is an especially useful integration. Michael Nolledo/Business Insider
If Gmail is your main email client, good news: It offers full integration with Google Drive.
When composing a message, you can attach a Google Drive file by clicking the Google Drive icon found on the toolbar at the bottom of your screen.
Conversely, Gmail makes it easy to save attachments to Drive. By positioning your mouse over the attachment, you’ll have the option to either download the file or save it to Drive. Simply click the Google Drive icon and choose the folder.
Converting files to Google Drive format
It's easy to convert a file to Google Drive format for easy collaboration. Michael Nolledo/Business Insider
Google Drive supports many different file types, but if you plan on editing files in Google Drive, they will need to be converted to the Google Drive format. Doing so will allow you to easily share the file with others and unlock tools so you can collaborate with others in real-time.
Files that can be converted to Google Drive format are:
- Text documents (.doc, .docx, .html, .txt, .rtf, .pdf)
- Spreadsheets (.xls, .xlsx, .ods, .csv)
- Presentations (.ppt, .pps, .pptx)
To convert a file to Google Drive format, simply right-click on the file, choose “Open With,and click the suggested app. For example, if you have a Microsoft Word document, you’ll be able to convert it to a Google Doc document.
|When you’re sending a file, you can add attachments in Gmail up to 25 MB—but what if you have larger files such as videos? Save these large files in Google Drive, then insert a link to the Drive or shared drive file in your email.
Note: If your recipients don’t have viewing permissions for the file, you can grant them access in Gmail before sending.
When you receive a file in Gmail, you can save a copy to Google Drive.
Insert Drive files in your Gmail messages
Save a copy of Gmail attachments to Drive