Ten Tips for Google Drive Users

1. Create files in Google Drive instead of from the apps menu.

Google Drive is where all of your Google files live. When introducing students to their Google apps for the first time I always start by having them open Google Drive so they can see how the Google environment is organized. We create new files in Drive by using the + New button. From here we can make Docs, Sheets, Slides, Forms, Jamboards, and more. 

If, instead, you use the apps menu to access these apps you will see each app has its own a separate homepage. This homepage will allow you to create and view only files of that type. If you only interact with files in their separate homepages you are missing the understanding of where your files are going when you create them and the ability to organize them to work more efficiently. 

2. Set sharing permissions at the folder level.

Google Drive folders have the same sharing options that files do. You can share the folder with individuals or by using a link. Anything inside that folder will follow the rules you set for the folder. By changing the sharing permissions at the folder level you could save yourself time. This tip is best for people who regularly share files with the same person or group of people and those that regularly change the link sharing settings of their files.

I use this tip to change the link sharing setting on my lesson plans folder because I post my links weekly in my district's lesson plan system. I can now grab the link to each file without having to change the permissions each time.

3. Use Shared drives with your team.

Another option for sharing files with groups is to use the Shared drives feature. This differs from regular shared folders because everyone on the team drive owns the files in the Shared drives instead of just one individual. If someone leaves the team you will not lose their contributions. 

4. Add shortcuts to files and folders that were shared with you so you can find and organize them in your drive.

Don't let shared files live on the Shared with me page. They'll quickly get buried and there is no way to organize that page. Instead, take the files that were shared with you and add shortcuts to them in your drive. 

If you are accessing the file from the notification email hover over the image of the file and click on the Google Drive icon. The help text popup will say Add shortcut to Drive. You can then chose the folder you would like to add it to.

If you already have the file open you can add a shortcut by clicking on the Google Drive symbol next to the star by the document's title. Then chose the folder you would like to add it to.

If you want to go through your Shared with me page you can create shortcuts from there as well. Follow the directions on Google Drive's Help Center.

5. Use shortcuts to add files to multiple folders

You cannot add a file to more than one folder, but you can use shortcuts to essentially do the same thing. First, organize your file into the folder where you would like it to live. Then locate it in your Google Drive. Click the file and press shift Z. Next, you can chose a second location for the file and it will create a shortcut there.

I have used this myself in two distinct situations. The first is when I need a file in two locations for myself. For example, I might create an assessment and want it to show up in the folder for that unit, but I also want it to be in a separate folder where I am keeping all of my assessment files.

The second situation is when I have files that I want to live within my typical organization system, but also need to share them with others in a separate organization system. I put the file into my typical folder for my personal use and add the shortcut to a folder that was created to share with the group. This eliminates the need to have multiple copies of a file and ensures that your group is seeing the most up-to-date version of the file. This works great when you need to share files with your grade or department, for vertical articulation, and for committee meetings.

6. Use numbers, symbols, and emojis to put your files in order

Your Google Drive is automatically organized in alphabetical order. If you need your files and folders to show up in a different order you can number them. Rename your file or folder and use numbers 0-9 at the beginning of the file name. If you need more numbers use decimal points. A file labeled 9.1 will show up after file 9 and before file 9.2. 

Symbols and emojis will put files above numbered files. I use this when I want kindergarten on top of 1st grade like in the image above. Just put a symbol or emoji in front of the file name or number.

Google Drive's alphabetical organization puts symbols first, then emojis, numbers 0-9, and then letters A-Z. If two files begin with the same character it continues to the second character just like when your students alphabetize their words that have the same initial letter.

7. Use search to find files faster

You can search your Google Drive to find your files. I sometimes use this even when I know which folder to look in. Searching can be faster depending on how many files or layers of folders you have to sift through to get what you are looking for. 

Use keywords and phrases that may appear in the content of the file or file name when you search. You can also search for specific individuals if you know the file you are looking for belongs to them.

Try out advanced search if you want more searching tools. Read more on Google Drive's Help Center.

8. Use the Priority tab to find what you need faster

The priority tab is for creating workspaces that will help you with your priority files. This is great for files that you access frequently or are important to find easily later on. Adding files to a workspace does not change their folder organization or sharing settings.

I recently used this to create a space for my files that I will use any time there is an impromptu virtual learning day due to poor driving conditions. 

Use the Google Workspace Learning Center to find out how to set up a workspace in the Priority tab.

9. Star important files and folders

Starring files is just like starring or flagging emails. Star the files you want to follow up on by clicking them in your Google Drive and tapping s on your keyboard. View your starred files by finding Starred in the menu on the left side of your drive. It should be right underneath Recent. When you are done with the file click on it and tap s again to remove the star. 

If the file is open you can star it by clicking on the star icon next to the file's name.

10. Use keyboard shortcuts to work faster

Who doesn't love a good shortcut? Keyboard shortcuts allow you to take action by using your keyboard instead of switching to your mouse. Create folders using shift f. If you want to select multiple files in a row using the shift key and the up or down arrow. Press . to share a file. The list goes on! View the complete list of shortcuts here.