Almost everyone has a Google account, and many of them get around to using Google’s cloud storage service Google Drive. Some just drop off a few files, while some may use it to share and collaborate. However, there are several Google Drive tricks that most of us miss. Here are 10 cool tips and tricks that will help you get the most out of Google Drive and be more productive.
Offline mode
The major disadvantage of Google Drive and Docs is often said to be their reliance on internet connectivity to get any work done. However, it is possible to use it offline to edit documents. The changes will be synchronised after connecting to the internet. Open Google Drive, go to settings and check the Offline Access option. Then down and install the Google Docs extension in Chrome. This will allow you to work on your files offline.
Search within files
When you upload images and PDF files to Google Drive, Google indexes them. So you can just use the search bar to search for any text within the files. Note that only file names, metadata and textual content will be indexed.
Synchronize your work across different computers
You can use the Google Drive desktop client to synchronise your work documents across different computers. You can have the client installed at work and at home, and the files will automatically get synchronized and updated as you work on them. It supports Windows and macOS. You can connect it to Linux using third party software.
Stream personal videos
When you upload any videos in common formats, Google Drive lets you directly stream them instead of having to download them. Thus, you can have a personal streaming service for your own videos.
Attach files to calendar events
You can attach files such as presentation slides, agenda, reports, reading material or other documents to calendar events so that all invitees to the event can easily collect the material and be up to speed.
Recover older versions
Google Drive saves older versions of documents. You can recover them in case you made an unwanted modification. You can recover an older version of the document by going to the File menu and clicking See Revision History.
Tag people to draw attention
If you are using Google Drive for collaborating on any project, you can use the tagging system in comments to have more meaningful communication. You can tag a person to address them or call attention. To tag, simply start typing their name and select the contact name from the drop-down list.
Keyboard shortcuts
Keyboard shortcuts allow you to work more efficiently by minimising your mouse movements. You can use them to get work done faster. Open Google Drive and press Shift+? To display a list of all the keyboard shortcuts.
Search images by image recognition
This is a recent addition to Google Drive. Google uses AI to recognize the subject of your image. You can search for the desired image by typing what is in the image. The description has to be simple, for example, ‘dog’ or ‘mountain’. Be advised that the accuracy of image recognition is not perfect.
Set time limit for shared access
You may want to share certain documents with certain people only for a limited time. In order to do that, first, share the file with the said person. Then click Advanced, hover on the username and then click Set Expiration. Set a date, and the access privileges of that user will expire after that.
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