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Top 10 Google Drive Management Tips You Wish You Knew Sooner

By Patronum

August 21, 2022

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With over 1,000,000,000 active users, Google Drive is undoubtedly the best platform to store files in the cloud, share files, and edit documents in real-time. But only a select few users know how to use this platform effectively. There are a lot of tips and tricks that can make using Google Drive more efficient and productive. Here are some of the best ones we’ve discovered about Google Drive Management:

1. Convert files to Google Docs format

Isn’t it annoying when you get documents in PDF formats that you have to edit? A hidden Google Drive hack (which is easily one of the best things about Drive) solves this problem – You can convert most file types into a Google Docs format. Upload a PDF or image file in Google Drive and open it with Google Docs. Voila! You’re all set to make any edits you want and download the file again as a .docx, .odt, .rtf, .pdf, .txt or even as .epub

This tip makes it to the first spot in our list for several other reasons too: 

  • Google Docs files can be edited in real-time, which is great for collaboration. 
  • The Google Docs format is more compatible with various devices and browsers than some other file formats.
  • Google Docs files are automatically backed up in the cloud, so you never have to worry about losing them. 
Google Drive Management

2. Use the search bar like a pro 

Drive’s search function is incredibly powerful, so make sure you use it to your advantage. You can search for files by name, type, or even content. Not only this, but Drive’s search feature also recognizes text in images & documents using OCR.

So the next time, if you can’t remember where you saved a file, the name of the file, or even the file extension, just type in a few words that describe the file’s contents, and Drive will help you find it.

Google Drive Management

3. Get a history of all the changes done to a file using the activity pane

The activity pane allows you to keep an eye on all the changes made to a file by anyone. And it is pretty straightforward to use

All you need to do is select the file or folder and press ‘i’ on your keyboard or the ‘i’ icon on the top left of the home screen.

4. You can see who’s viewed your Google Drive files.

If you’re sharing Google Drive files with others, you can see who’s viewed each file and when they’ve viewed it. Just open the file and click on the “Details” tab to see who’s viewed it and when. 

5. You can access Google Drive offline.

If you need to access your Google Drive files but don’t have an internet connection, you can still do so. Just enable offline access from the Google Drive settings, and you’ll be able to view and edit your files even when you’re not online.

6. Leverage shortcuts to 10X your productivity

Keyboard shortcuts are a great way to save time while working in Drive. There are a ton of shortcuts available, but here are a few of our favourites: 

-To create a new file, press Shift+N. 

-To open a file, press Shift+O. 

-To save a file, press Shift+S. 

-To print a file, press Shift+P. 

-To share a file, press Shift+H.

Not only this, but you can also create your own custom keyboard shortcuts. To do this, go to ‘Tools’ and then ‘Preferences.’ Select the ‘Keyboard shortcuts’ tab and scroll down to ‘Custom keyboard shortcuts.’ Click on ‘Enable’ and then ‘Save.’

We’ve also compiled a list of all shortcuts available on Google Drive here.

7. See word count without opening the document 

Go to the ‘i’ activity pane for any document, and you will see the word count at the top, next to the file name. This is a great way to get a quick overview of a document’s length without opening it.

Force copy link enables the copy of the file to retain the source file in its original location. All you need to do is copy the link to the original file in Google Drive and replace the text after the last slash with the word “copy.”

9. Make use of the commenting feature

Drive’s commenting feature is great for getting feedback on documents and for collaborating on projects. Just open up the document you want to comment on and click the “Add comment” button. Type in your comment and hit “Post.”

10. Enhance Your Google Drive Management With Patronum

If you’re a Google Workspace user, Patronum is a great tool to help you better manage your Google Drive. With Patronum, managing Google Drive feels more like working a local filesystem with all the control and power you may need. With Patronum’s Google Drive Management for Google Workspace, you can:

  • Browse User’s Files & Folders
  • Change Ownership
  • Update Sharing Settings
  • Move Files And Folders
  • Manage Shared Drives
  • Add a file from other users

We hope these tips help you make the most of Google Drive and give you a slight edge over others by keeping you more organised. Keep these tips handy by bookmarking this blog and sharing it with someone who might benefit from them. 

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