hey, guys today I want to help you to stay organized at work by giving you my top 10 google drive tips and tricks. since I started my first full-time job in September. I use google drive on a daily basis. because I’m working on so many different projects at the same time collaborating with different departments within the company.
I figured out that I need to research some features which help me with my daily workflow and 10 of them. I want to show you now So let’s jump right into it. our stop before we do so I just want to mention I’ve added some video chapters to this video so you can jump around if you already know some of the features want to present you now so the first google drive tip I want to give you is using shortcuts but not keyboard shortcuts and those will come in a few minutes but rather shortcuts to files to organize them so I had a really important meeting last year and it’s at other 2021 may project three and then I have meeting protocol so a huge folder structure and here’s my meeting so let’s open it notanda.
yeah, now I remember the agenda was to drink coffee eat cake, and drink more coffee because yeah everybody more coffee. let’s say I need this meeting protocol for a new project and I want to refer to it.
I don’t want to make any edits of it so let’s tap right and then add a shortcut to drive and now I can select my drive open tandem’s go to other again and have it here on this hierarchy level and add shortcuts and if we go to my drive now to other. it’s right here and you see this is a shortcut because you have this little arrow thing here and if I open it from here now and I make any changes like let’s say this is 2021 now close it and I reopen it from the original location so 2020 you see that the changes also apply heretic number two is using workspaces to organize your knowledge in one place for a single project when your documents and files are located in different folders and are all over the place in your drives.
we go to priority create a workspace and let’s say this is project number four now and now you can add up to 25 files here so we search for them we go to my drive and we had this one at other and we can also use our shortcut here so insert it and then we may have another file let’s say it Isa website and assets and here we have a picture of an espresso cap coolant then it’s done and you have your workspace.
here and the original location doesn’t change your files so you can just work on it here and the last tip. I want to give you to organize all your files is using the start section for your most importunateness we can go to the website again and assets and there we had our espresso cup this is how it looks like and we can click right and add to start and now it’s located over here again Sothis is kind of shortcut but it is still on the original location and you can just find it really quickly have your list of start items here and then you can also unstart and remove. here let’s say I want to share a document now with a colleague or external so I go to another and open this meeting protocol again and here on the right-hand side you cesarean we can select a person which can be for example Elon musk and we can notify him to send a message and as you see he has the permission to edit this document now but we can also change it.
if we don’t want to so we have the role of the commenter as well so adding comments and fewer only so let’s send him a only so send and then you can say Shia anyway because Elon musk is obviously an external one and what you can also do is share awhile folder so you right click on it and then you say share and you do it the same way so you say Elon musk for example and send the next tip I want to give you is looking into the activities so if you have shared something with somebody you can go to the info icon here and at activities, you see echelon musk just edited an item and thesis the meeting protocol and you see oh here at drink coffee he just deleted some letters so if you want to see the history of any changes somebody or also yourself made then you can look it up at activities in the following.
I want to give you some of my favorite google drive some of a little notice here you can find all the shortcuts here on the settings icon and keyboard shortcuts and there is a long list of shortcuts and you can even find more of them in the help center the first one is searching something and there you just press slash and then you can type whatever you want next we want to create some items so if we press shift and f we create and if we cancel this if we press shift and we create a this. if we press shift and p we create a new presentation and if we press shift and s we create a new spreadsheet these are the most common ones and if you want to create other items and filetypes then you can just check it out over the keyboard shortcuts help center then navigating through your folder structure can be also really simple here you just press the arrows and then you press enter if you want to select something and you can even open documents by pressing enter again.
if you want to delete something you can press delete and if you want to undo it you can press ctrl and cand the last keyboard shortcut. I use daily is renaming something and there you just press n and then make there you find this video helpful so far then please press the like button and consider subscribing if you want to see more content like this the seventh google drive tip.
I want to give you is using different this the first we have the normal search and if we know what item we are looking for we can just type it here for we here we have our item and it was this image if we can’t remember what the name of our photo was we can go to the advanced search and filter by photos and images and then if we press search we get a list of images.
I only have this one and the third option to find your documents and items is going through the normal google search bar in your the normal you just type for example meeting and here you see your meeting protocol what I absolutely don’t like about google drive is getting these suggestions. I want to show you how you can hide them so you go to your settings menu and here you scroll down and you see suggestions and you uncheck this one and then you press done and you won’t see them at all anymore so all the google programs out there are browser-based but if you want to work from your google drive as you do it with your windows explorer or some kind of another explorer. if you have a different operating system then you can do so by installing google drive for desktop and you can go to settings and get a drive for desktop here and then you download drive for desktop and basically, it looks like your normal windows explorer opened just for google drive.
last but not least I want to show you how you can work offline on your documents when you have no show you be careful this is only useful if you work on a single document by yourself and don’t share it with others so you can do so and go to settings and here you can check offline then every time you do any changes and you reconnect to the internet again these changes will be updated but as it is old you if you share your documents with others and they make any changes you won’t see them.
if you are offline two little bonus tips I want to give you is first of all using numbers as you saw it during the whole video so you can sort your different projects by numbers and secondly recommend you create an archive folder in each project you have and that’s useful because then if you are not working and not using documents from the past anymore you can just archive them and you know where they are instead of having a general archive and they are not sorted by projects so that’s it there you have 10 google drive tips and tricks