Google Drive Tips to Boost Productivity

Google Drive is a free cloud-based storage service that allows users to create, edit and store files online. The service syncs stored documents, photos and more across all of the user's devices, including mobile devices, tablets and PCs. Keep reading to check out some of our favourite Google Drive tips to boost productivity! 

Use Keyboard Shortcuts 

Google Drive has a long list of helpful and time-saving shortcuts you can use to boost productivity, some of our favorites include; 

Shift + S - create a new spreadsheet

Shift + P - preview selected item

Shift + G + N - go to navigation pane

Command + / - view popular shortcuts

Keep an eye out for a brand new blog post dedicated to Google Drive shortcuts coming soon!!

Send Large Files 

A simple way to get around Gmail’s file size limit is to share your files with others via Google Drive. The Drive lets you share files up to 15GB with others. To do this simply create a folder, upload the files you wish to share to said folder and share the folder with others.

Access Google Drive Offline 

Need to access your files but you don’t have an internet connection? No problem! You can easily access any of your files on the Drive offline! Simply set up Google Drive to sync with your files once you connect to wifi again. To do this just go to settings and check the sync feature, simple right? 

Control Shared File Access 

Did you know Google Drive allows you to control the level of access a specific user has on a shared file? When sharing a file with another user you can choose which permissions to give them - to view, to edit or to comment. You can also set a time limit for a specific person, meaning they will only have access to the file or folder for a set period of time. Click on the user with access and hover over the right side of his/her email address to show a clock icon and then select the expiration date and time.

Assign Tasks via Comments 

Google Drive allows you to easily tag and assign tasks to others in a shared file. Simply highlight the section you wish to assign to another user, right-click and select comment (a handy shortcut here is command + option + m). To tag a person simply type + and their name or email address. 

Keep Your Files Organised 

Google Drive is a great tool to help keep your files organised and easily accessible. The Drive offers a wide range of organisation options such as file personalisation, starred files and starred folders. You can easily personalise the layout of your files via grid view or list view, choose from three density options (comfortable, cozy, or compact), and color code folders so you can pick them out quickly. To pick a color for your folders, simply right-click on the folder and select a different color. To help your most important files stand out even more you can ‘star’ them for easy access. Right-click on the file or folder and select "add star." 

Use Voice Typing 

A super useful tool within Google Drive file is the Voice Typing feature. This feature allows you to add text to a file using your voice rather than typing. To use this feature simply go to Tools, click to speak to the microphone. You can also use prompts such as ‘period’ or ‘next line’ to add structure to your document. 

Conduct Research Within A File 

Tired of switching between multiple tabs during the research phase? Did you know you can conduct your research within the file you're editing on Google Drive? Simply click on the ‘explore’ button located in the bottom right corner of the file and type in keywords to find relevant sources as normal. 

Still unsure if Google Drive can actually boost your productivity? The Drive can also integrate with various other tools and apps helping you keep up with your day-to-day life and workload, ensuring you can maximise your productivity, even on the go!