Google Drive (a free Google service) is one of the most popular Google marketing tools and it allows you to save files online. You can create forms, drawings, documents, presentations and spreadsheets using Google Drive. A cloud-based storage service like Google Drive helps you access your files from anywhere. Working with others becomes much easier because Google Drive provides an opportunity to share files.
In this post, you will learn.
> Getting Started with Google Drive
> How to Create Files on Google Drive?
> How to Upload Files to Google Drive?
> Converting Files to Google Drive Formats
> Downloading Files from Google Drive
A. Getting Started with Google Drive: You need a Google account to use Google Drive. Details required for Google Account registration are First Name, Last Name, Phone Number, Recovery Email Address, Birth Date and Gender. Your GMAIL email address will be automatically created once you sign up for a Google account (cost-free). You can simply log in to your Google Drive if you already have a registered GMAIL address.
Create a Google Account: Digital Marketing Boy suggests you access https://www.google.com/ and click the 'Sign in' button (located at the top right corner of the page).
Click the link 'Create account' and select the option 'For myself' from the drop-down list.
Enter the required information to fill in the below form. The next step is to enter your phone number for verification purposes.
Further, you will have to enter the details such as Recovery email address, Birth Date and Gender.
Agree with the Privacy and Terms of Google to complete the registration process of your Google account.
Access https://drive.google.com/ (Google Drive) once you have set up your Google account. Google Drive can also be accessed by clicking 'Drive' in the grid provided by Google.
Install Google Drive mobile App (available for both iOS and Android) to upload and view files using your mobile phones. You can also download the Google Drive Desktop App to your computer (desktop) by clicking the 'Download' link (Backup and Sync - For Individuals) in URL https://www.google.com/drive/download/.
B. How to Create Files on Google Drive?: The Tools Suite of Google Drive allows you to create and edit the following types of files:
Forms: Organize and collect your data.
Slides: Helps you to create slideshows (related to PowerPoint slides).
Drawings: Create diagrams for various purposes.
Docs: You can create letters, essays, flyers and text-based Word documents.
Sheets: These are like Microsoft Excel workbooks and used for organizing data.
My Maps: Create a 3D map or story on Google Earth.
Sites: This file type helps you to create and customize your web page.
Apps Script: Allows you to create automation and functions for Google Apps.
Data Studio: Customize your reports for data analysis.
Jamboard: Add images, sticky notes and share your ideas in a free form manner.
Create a New File: Digital Marketing Boy would like you to click the '+ New' or '+' (visible on mobile devices) button of Google Drive interface. Then select the file type you want to create for your business or personal use. For example, we will choose 'Google Sheets' to create a new Excel spreadsheet.
Once you click the 'Google Sheets' text, a new tab on your browser will automatically display your new Excel spreadsheet. Select 'Untitled spreadsheet' in the upper-left corner and rename the sheet.
Your sheet will be saved automatically, and it can be accessed anytime from your Google Drive. You just need to double-click to open the file again.
Google Drive uses the functionality of AutoSave and thus you cannot find the 'Save' button on the interface.
Use a pre-designed file 'Template' of Google Drive if you want to quickly create a newsletter, resume, Google sheet, presentation or a Google form. Digital Marketing Boy recommends using templates created by Google because these are of high quality.
C. How to Upload Files to Google Drive?: You can edit the files in Google Drive after you have uploaded them from compatible programs like Excel or Word. Google Drive provides you a free storage space of 15 Gigabytes (15 GB) to upload files and store them in the cloud.
The types of files that can be uploaded on your Google Drive are PDFs, Excel, Microsoft Office files, Music, Videos, ZIP files and more. Google Drive allows you to access, share, manage and organize files from anywhere. You will always view the most recent version of a file because your Google Drive is synced with your devices. You do not require software on your computer to preview the file types supported by Google Drive.
Upload Files and Folder: You can easily upload files and entire folders from your computer to Google Drive. Access '+ New' or '+' (on mobile devices) and click on either 'File upload' or 'Folder upload'.
Select the file(s) or folder(s) that you want to upload from your computer and then click Open.
The file(s) or folder(s) will be uploaded to your Google Drive.
Clicking and dragging a file into your Google Drive depends on your operating system and browser. Please note that you need to open Drive on your computer to upload a folder.
D. Converting Files to Google Drive Format: You will have to convert your files to Google Drive format if you want to edit them in your Drive.
Convert a File: Digital Marketing Boy suggests you double-click the file for editing.
You will observe 'Open with' drop-down box at the top of the interface if the selected file is not a Google Drive format. In the below example, 'Google Sheets' from the drop-down list is clicked to convert an Excel file (.xls) to Google Drive format (.xlsx).
The Google sheet (.xlsx) file will appear in a new tab and you can easily access both the new version (.xlsx) and the original file (.xls) on your Google Drive.
Make sure you access the gear icon, click 'Settings' and enable 'Convert uploads' for automatic conversion of your files to Google Drive format.
E. Files Management: Organize, manage and keep track of all your files using several features of Google Drive.
Files Search: Simply enter the file name or word in the search bar (located at the top of interface) of Google Drive and press the Enter key to analyze a full list of search results.
Files Sorting: There are several sorting options to organize your files in a different order. Click text 'Name' if you want to sort by name. Select the sorting option from the 'Last modified' drop-down list to sort your files by date.
Filters: Google Drive filters are used to narrow down your search. For example, the 'Type' filter helps you to retrieve the specific file type.
Click on the arrow in the search bar of Google Drive.
Access the 'Type' filter and select the 'File Type' that you want your Google Drive to display for you.
Click the 'Search' button to apply the filter. 'Reset' is used to clear a filter.
Files Organization: Always use folders to group and organize your files once you start uploading them to Google Drive.
Access '+ New' or '+' (on mobile devices) and click the link 'Folder'.
Enter your folder name in a dialog box and click 'Create'.
The new folder created by you will appear on the left-hand side menu (below 'My Drive') of Google Drive interface.
Move the files (you can also select multiple files at once) to your folder by simply clicking and dragging them.
Files Deletion: Move the file to the Bin by clicking the 'Remove' button (located just below the search bar of Google Drive interface).
The files will be permanently deleted once you access the 'Trash' on the left navigation pane and click 'Empty trash'.
Preview Files: This feature helps you to view your files quickly without downloading them. Click preview icon to view your file.
Other features include 'Share', 'Get Shareable Link', 'Move to', 'Add to Starred', 'Rename' and more. These features can be accessible by right-clicking the file.
Viewer: Allowed to download, print and copy files.
Editor: Can change permissions and share.
Commenter: Allowed to download, print and copy files.
Share a File: Select the file you want to share and click the 'Share' icon located at the left side of the 'Preview' icon.
Type the email addresses of the users, add a message and click 'Send' button. Click the drop-down arrow to set the permission for the users.
You can also use a Shareable link (click the text 'Get Link') to share your file. Following are the permissions:
Restricted: Only people added can open with this link.
Anyone with the link: Anyone on the Internet with this link can view it.
'Shared with me' option on the left side menu helps you to know the files shared with you by the internet users. Select the shared file and click the icon 'Add a shortcut to Drive' to move the file to your Google Drive.
G. Downloading Files from Google Drive: Right-click the file and select 'Download'. Your file will be downloaded from Google Drive to your computer.
H. Printing Files: Open the desired file by double-clicking it. Select File > Print and you will observe the preview of your file with the Print dialog box. Customize the settings and click the button 'Print'.
I. Google Account Recovery: Sometimes, you don't remember the password and email address you used during your Google account creation.
Following are the steps to recover your email address:
Visit https://accounts.google.com/ and click 'Forgot email?'
Enter your phone number or recovery email address. The next page will ask you to enter your First name and Last name.
Click the 'Send' button (as shown below) and Google will send a verification code to your phone number or recovery email address.
Further, you will have to choose your account and enter your password to login.
Following are the steps to recover your password:
Enter your email address and click the 'Next' button.
Click the link 'Forgot password?'. If you remember the last password, then enter it or else click 'Try another way'.
Google will automatically send a verification code to your recovery email address or phone number you used during the creation of your Google account.
You will be asked to create a new password and save it once you enter the confirmation code that you received in your email.
Finally, you can successfully log in to your Google account with the new password.
Digital Marketing Boy suggests you check your storage usage on the left side navigation menu before you purchase more Google Drive space. You can also add comments to your Google Docs, Sheets or Slides by clicking the text 'Comment'.
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