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Google Drive tips and tricks

Waqar Ahsan Updated by Waqar Ahsan

The Drive interface

Google Drive's folder system is similar to the behavior of a desktop operating system's folders. Single-clicking a file or folder selects it, and double-clicking a file or folder opens it. Right-clicking a selected file or folder will bring up a contextual menu with actions you can take on that item.

Adding items shared with you to your My Drive folder

By default, items (files and folders) shared with you are not added to your main Drive folder, aka My Drive. To add shared items to My Drive, navigate to the Shared with me folder via the left sidebar, select and right-click the items you want to add to your top-level folder, select Organize, and then select Add shortcut. Items added to My Drive will still appear in the Shared with me folder, but will not have the Add shortcut option when you right-click them. Any new items shared with you that are stored in folders that are already in your My Drive will appear in My Drive based on their parent folder's settings. 

Note: If you are adding a large number of files/folders or a folder containing many subfolders and files to My Drive, it may take a few minutes for all files and folders to appear.

Take care when renaming or moving documents

Be sure to check the Owner column in Drive before renaming or moving documents or folders, particularly when the owner is an ArtsPool member. The document owner may have a very good reason for naming a file a particular way or storing it in a particular location, so it's better to make a shortcut or make your own copy of the document if you really must rename it. But use common sense: a document called "Scan00001.pdf" living in a folder called "To Be Organized" can probably be safely renamed/moved.

Real-time collaboration

Collaboration is one of the most unique features of Google Docs and is extremely useful for simultaneously editing shared documents with multiple stakeholders (e.g., budgets, agreements, letters). Colored circles or user avatars in the top right of the screen indicate which other users are viewing the document at that time.

In-document comments

Comments are implemented a bit differently in Google Drive than in other systems, such as Box. Instead of commenting on the document in the file list, you can comment within the document by selecting some text and doing one of the following:

  • Right-click and select Comment
  • Select Comment from the Insert menu
  • Click the small plus sign to the right of the text you selected in the document.

Comments live forever, so be aware that the comments you make can potentially be viewed by future generations of ArtsPoolers and member staff. 

Tracking changes

Google Docs' Suggested Edits feature works a lot like tracked changes in Word. To enter Suggested Edit mode, right-click selected text and choose Suggest Edits, or click the pencil icon in the top right corner of the screen under the Share button and select Suggesting. The suggest icon in the top right should appear, and any additions or deletions will be tracked. Click the icon again and select Editing to return to regular editing mode.

Google Drive keyboard shortcuts

Going fast is fun. Master Google Drive's keyboard shortcuts and change your life forever.

Google Drive desktop sync client

If you have files stored in Drive that need to be opened with desktop software (MS Word, Excel, Adobe InDesign, etc.), you can download and install the desktop client using the link below to access documents on Google Drive from your desktop or laptop. 

Download Google Drive for Desktop

Selective sync

One way to keep from overloading your hard drive is to sync only the folders that you use frequently or are actively working on. Once you install the sync client and log in, follow the instructions in the Syncing Google Drive files to your desktop article to select the specific folders to sync.

Google Drive apps for iOS and Android devices

Download the apps to easily access Google Drive files from your phone or tablet.

Download Google Drive from iTunes Store

Download Google Drive from Google Play Store

Migrating data between Google Apps accounts

Google has comprehensive documentation on how to migrate data between different Google Apps accounts, should you ever need to do that (e.g., you want to merge one user's data into another account). See the guide below for more information.

Migrate data between Google Apps accounts

The recommended method of migrating email, contacts, and calendar items between Google Apps accounts is to use Google's data migration service. You will need to be a Google Apps administrator to use this tool.

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Setting up a Google account

Syncing Google Drive files to your desktop

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