Maximizing Efficiency: A Cheatsheet to Master Google Drive

Whether you are a professional, a student hungry for knowledge, or the average layman who occasionally accesses Google Drive to manage your files, images, and videos, everyone can benefit from a bit more efficiency. I’ve prepared this cheat sheet for Google Drive after using the service extensively both in my personal and professional life.

The ultimate Google Drive guide:

1. Find the right file with “Search Within”

Google Drive allows me to save several files with the same name. That’s a neat feature when I’m in a hurry. Unfortunately, finding the right file becomes a hassle later on. That’s where the advanced search in Google Drive comes in. 

While the Search Within feature doesn’t exist separately anymore, you can simply type the content inside the search box as a cool trick for Google Drive. For instance, if a Google Doc has the phrase “Best new AI tools”, type it directly in the search box, and Drive will show you the most recent files with that phrase.

2. Fine-tune your Search

In this Google Drive guide, we’re sharing how you can fine-tune your search for a very specific file.

• Click on the toggle in the right corner of the search box in Google Drive.
• Click on “Type” and choose the file type – PDF, Images, Documents, etc.
• Choose the owner of the file – You or someone else who cool tricks for google drivehas shared the file with you
• Hit the box next to “Has the words” and enter a few words that can be found in the file
• Enter a few words that match the file name in the box next to “Item name” 
• You also get to choose the location of the file. Click on “More locations…” to browse to a certain folder in the drive or select “Anywhere” if you aren’t sure about the location of the file.

You can also find options to search for files in the trash or even those that are awaiting your approval.

3. Useful shortcuts

Shortcuts seem less intuitive than dragging the mouse to click on a few options to get something done. However, when you get used to shortcuts, you become more efficient and achieve a seamless workflow. The same holds for Google Drive. Here are a few shortcuts that you may use frequently:    

• G+A = Download Status
• G+U = Upload Status
• Shift+Left Arrow key = Extend selected text to the left in documents
• Shift+Right Arrow key = Extend selected text to the right in documents
• Ctrl+P = Print document

With these few shortcuts, you’re just scratching the surface. You can explore all the shortcuts on Google Drive by pressing Ctrl+/. For more Google Docs tips, we’ve shared some of the best tricks!

4. Enable Offline Sync

Free WiFi isn’t a new thing. However, when you’re on a flight and need to get work done, you run out of options. With offline sync, you can continue your work anywhere, even when you’re not connected to the internet. However, you need the Google Chrome browser to enable this feature. To do that:

• On Chrome, go to Google Drive
• Click on the gear icon to open Settings
• Click the checkbox for Offline

You can also download the Google Drive app on your phone and do the same to keep changes synced.

5. Controlling access

Google Drive’s sharing features make collaboration a breeze. Simply click on a file or folder, generate a shareable link, or invite others to access it. Each file and folder has its own customizable link, and you can control user permissions, such as ‘View’, ‘Edit’, or ‘Comment’. Plus, set time limits for access, adding an extra layer of security and flexibility to your shared files and folders.

6. Voice typing

Need to upload a written file to Google Drive? Use Google Docs’ voice typing feature to dictate text instead of typing. This is a huge time-saver for short or long files! Here’s how: 

1. Go to “Tools” in your Google Docs file.
2. Select “Voice typing”, and speak naturally, using commands like “period” and “next line” to format your text.
3. Proofread when done and finalize your document. 

7. Assigning tasks with comments

Google Docs simplifies task assignment and collaboration. Tag someone and assign them a task for a specific section by –

1. Highlighting the text by right-clicking and selecting “Comment”. 
2. Type “+” or “@” followed by their name or email address to notify them. 

Whoever you assigned the task will receive an invitation to open the file and address the task, making it easy to manage revisions, proofreading, and more.

8. Using templates

Google Drive offers free templates for all users, accessible through Google Sheets, Docs, or Slides. Browse the ‘Template Gallery’ or search for specific templates fitting your project. You can also access templates from Google Drive’s homepage.

1. Click ‘New’
2. Select a file type
3. Choose ‘From a template’. 

Plus, Google Forms provides ready-to-use templates for event invitations and surveys, like Contact Information, RSVP, and Party Invite.

Google Drive is a very powerful tool that lets you leverage all the capabilities of the Google Suite, and it’s going to keep improving. With the above-mentioned tips and shortcuts, you can leverage the full power of this tool and use it more effectively.  

Google Drive is a very powerful tool that lets you leverage all the capabilities of the Google Suite and it’s going to keep improving. With the above-mentioned tips and shortcuts, you can leverage the full power of this tool and use it more effectively.