As a college student time is of the essence. We have so many things we need to do and so little time to get it all done. Therefore, we should be doing all we can to make sure we use up as little time as possible. Google Drive is a great way to, not only save time, but to make life easier so you spend less time stressing out about little things. I know most of you already use Google Drive, after all our CIS Journals are in our drives, but here are a few tips and tools you might not have known about that I learned about on lynda.com through Google Drive Essential Training Chapter 2 – Working with Files on Google Drive.
The first video Uploading your existing files and folders, begins with letting people know that you don’t have to create your file on Google Drive to work with itin your drive. You can upload preexisting files that you have on your computer to your drive by simply clicking the “upload” (looks like a red up arrow) button next to the “create” button. Once you click on “file” the computer will then give you a choice of settings. You can choose then how you want your file to be uploaded, whether it be converted to corresponding Google Drive format or if you have a PDF or image to Google documents. If you don’t want to convert your file now you can do it later.
Students can also upload entire folders at once. To do this you must first enable something called “folder upload”. If you are working on chrome the
computer must have whats called “Java Applet” to upload entire folders, but if you don’t already have this, when clicking “upload folder” your computer will prompt you to install one then and after doing so you can upload a folder. If you are working on Safari it should already have Java Applet and you will not need to download it. Once again you must go to the up arrow button next to the “create” button but this time instead of clicking “files”, you must click “files and folders”. Again you will be given the option of which setting you’d like to upload your file in. If you don’t want Google Drive to prompt you each time you upload a folder or file all you must do is go to the top of the screen and hit “settings” and click whichever option you want as your default and then Google Drive will automatically convert it for you when uploading a file. While files and folders are being uploaded you can still move around your Google Drive page, as if nothing were happening, meaning you can still be working while you’re waiting for your computer to upload something – how time efficient!
Earlier I stated that if you did not want to convert your file right away you could always do it later. That is what the second video Converting files to Google Doc Format, is all about. There could be two reasons for not wanting to convert your files or folders right away, one you no longer want to use Google Drive for storage or two, maybe you’re running out of space. If you do not choose a setting to open a file or folder with while uploading it, your computer will not allow you to open it. So you must right click on the document, select “open with”, and choose the option you would like to open it with. Your Google Drive has many options of what you can open with. The options consist of: document, presentation, spreadsheet, form, and drawing. There is something to fit all kinds of files that you might need to use. However it is important to keep in mind that even though some of the google options preform similarly to the Microsoft software, they sometimes will preform differently than the Microsoft options. Then your document is ready to use and all change made will be automatically saved, so you don’t need to worry about accidentally not saving something or your computer crashing!
Unfortunately for more complex documents sometimes not everything will come through when uploading it. The great thing is the colors and text will appear same on Google Drive as they did on the original format but sometimes things like formulas will not show up after uploading a document.
In the fourth video, Downloading files and folders, we learn how to download files from your Google drive onto your computer. You right click on the file you want and hit download where it goes to the download folder on your co
mputer. Double click on that folder and launch it so it can be seen. If it is a Google doc you can convert it while it isdownloading. The computer will prompt you to convert it. You can change all formats of downloaded files to any Microsoft Office format or even to a PDF format.
You can also do this to multiple files at a time. By clicking the check marks next to all the documents you want to select and then right clicking on any of the highlighted ones and hitting download. You can keep the default and download it as a compressed ZIP file. Unfortunately this will probably take awhile and Google will ask you if you’d like to receive an email notifying you when it is all finished. To get these files you can either access my Downloads folder in the browser, or if you have a Mac you can can go to Finder on my Mac, choose My Downloads folder.
The last video, Deleting files and folders, was very straight forward. To delete a file you just right click on the file you’d like to delete and hit remove. Or you could choose multiple by selecting the check marks next to the files and hit the trash icon at the top.
If you’d like to look at your trash you can go to the left side of the screen and hit trash and it will open up the trash folder. The files will stay in the trash folder until you either restore them or delete them permanently by clicking the empty trash icon.
To get a file back select the check mark and watch the action bar change so you can click Restore. It will put the file back to where it was originally before you deleted it. If you are not sure exactly which file it is you want to restore there is a preview button that allows you to preview the document before restoration.
Unfortuantely if it is not your file, but has been shared with you, you cannot delete it. However what you can do is right click the file then hit remove and it will send the file to a special folder called All Items. This way it is still on your drive and therefore searchable but it won’t show up in MyDrive and it will not sync to your computer.
I hope you learned as much as I did from the videos. Working with Google drive can save you a lot of time and is very helpful! Please comment below with questions and comments! Thanks!