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Feature #1. Sharing Files While Controlling Access<\/h3>
Google Drive has robust sharing capabilities that allow for work collaboration. All you need to do is click on a file or folder you wish to share and create a shareable link or invite others to access that file. <\/p>
What\u2019s more, every file and folder on this platform has its own sharing link that\u2019s highly customizable. You can also determine user permissions for each item \u2013 whether the person with access can only view or can edit or comment. <\/p>
Additionally, you can add a time limit for file or folder access. To do so, follow the steps below:<\/p>
- Select the user who has access to your file or folder on Google Drive. <\/li>
- Locate their email address and hover over to the right-hand side. A clock icon will appear. <\/li>
- Enter the expiration time. <\/li><\/ol>
Feature #2. Publishing Files to the Internet<\/h3>
Google Drive is among the best platforms out there for publishing files online. You and your team can access the uploads from anywhere in the world so long as you have an internet connection. <\/p>
A great thing about published files is that they sync to all devices that use the Drive app. This means the files you uploaded to your computer will be visible on your phone app and vice versa. All it takes to access those files is signing into your Google account. <\/p>
Feature #3. Voice Typing<\/h3>
- Voice Typing<\/li><\/ol>
If you need to upload a written file on Google Drive, you can use Google Docs and dictate the text instead of typing. This will save you a lot of time when working with both short and longer files. <\/p>
So, how can you use this feature?<\/p>
- Navigate to \u201cTools\u201d on your Google Docs file. <\/li>
- Click on \u201cVoice typing\u201d from the dropdown menu. <\/li><\/ol>
You can use words such as \u201cperiod\u201d and \u201cnext line\u201d to let the recorder know how to organize your speech. Once you\u2019re done recording, proofread your text to finish. <\/p>
Feature #4. Assigning Tasks to Employees With Comments<\/h3>
Google Docs makes it easy to tag a person and assign them a task for a specific file section. Whether they need to revise, proofread, manage sources, or rearrange their work, you can easily let them know what they need to do by adding comments. <\/p>
Here\u2019s how you can do this:<\/p>
- Open the file that needs task assigning on Google Docs. <\/li>
- Use your mouse to highlight the part that needs reworking and right-click on it. <\/li>
- Select \u201cComment\u201d for the Comment section to appear to the right of the highlighted text. <\/li>
- Type \u201c+\u201d or \u201c@\u201d then a person\u2019s name to tag them in that comment. You can also tag people by entering their email addresses. <\/li><\/ol>
The tagged person will then receive a notification about this action and be invited to open the file. <\/p>
Feature #5. Using Templates<\/h3>
Google Drive supports free templates for all account levels. You can use Google Sheets, Docs, or Slides, all loaded with hundreds of templates for different project types. <\/p>
To choose or look for templates, open the tool and click on \u201cTemplate Gallery\u201d or use the search box to find templates that fit your project. <\/p>
You can also access these tools from your Google Drive \u2013 go to the homepage, click \u201cNew,\u201d and select a file type you want to work with (slides, docs, or sheets). Then choose \u201cFrom a template\u201d to choose between templates offered by Google Drive. <\/p>
Additionally, you can use Google Forms templates to design event invitations and surveys in a matter of minutes. Simply visit Google Forms and choose from the template gallery. You can choose between Contact Information, RSVP, Party Invite, Event Registration, and other templates. <\/p>
Feature #6. Sorting Your Files by Size <\/h3>
Google Drive sorts your uploaded files and folders by recently added or modified files by default. This is useful because it gives you quick access to files you work with often. <\/p>
But if you want to free up some Google Drive storage, you may want to sort the files according to their size and delete the ones you don\u2019t use often that take too much space. <\/p>
You can do so by following the steps below:<\/p>
- Navigate to Google Drive and click on \u201cStorage\u201d at the bottom of the left-hand side menu. <\/li>
- From here, you\u2019ll see a list of files sorted by size, with the largest ones first on the list. Click on an unnecessary file and remove it from your Drive by clicking on the Trash Bin icon. <\/li><\/ol>
Make sure to delete this file from the Trash folder to clear up space on your cloud. <\/p>
Feature #7. Doing Advanced Search<\/h3>
Maybe you\u2019re searching for a document with specific keywords appearing in multiple files. In this case, you can use the advanced search on Google Drive. The platform allows you to filter your results by location, file type, owner, shared with, date modified, and more. <\/p>
All you need to do is click on the \u201cSearch Options\u201d icon at the far right of the search bar. <\/p>
Get the Most Out of Google Drive<\/h2>
Organizing your files is crucial to making you and your employees more productive in running your business. And Google Drive more than proves its worth in this aspect.<\/p>
Google Drive is a great tool that comes with numerous features to help you organize your files and folders, share them with the world, assign tasks, exchange valuable information, and more. <\/p>
The seven features mentioned above will help you streamline your work processes and make file creation, sharing, and search more straightforward. <\/p>
If you\u2019d like to learn more about how Google Drive can help you improve your business, I\u2019d be happy to tell you about it. Get in touch with us today to have a 10-15-minute chat on this topic. <\/p>
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- Voice Typing<\/li><\/ol>