In the last post, we examined several tips and shortcuts to save you time and keep you organized as you use Google Drive for your own productivity. Now that you have gotten all organized, let’s take a look at some tools within Google Drive to help make your workflow run more smoothly and efficiently. Using these tools will help you save time and allow you to access needed information in a more efficient manner.
Scripture reminds us in I Corinthians 14:40 to “Let all things be done decently and in order.” This especially applies to our work and responsibilities, but can and should apply to the rest of our day-to-day life beyond the classroom. Organization and efficiency can give us peace-of-mind and allow us to enjoy life rather than stress over the little things.
Tip #1: Sorting
Why: When navigating through files and folders, sorting by certain criteria helps finding what you need much more quickly.
How: In the top right corner of the folder, click on the sorting option and select your preference. The arrow beside the sort option will toggle between ascending and descending order.
Note: Sort options include Name and Modified options.
Tip #2: Grid View vs. List View
Why: How you view information is as important as what you view. Grid view allows for larger icons if each filer/folder for better previewing of the information they contain. List view allows for a larger view of files/folders contained within the folder you are in.
How: Click on Grid/List view icon in top right corner to toggle between views.
Note: Folders with a larger quantity of files may be easier in List view while folders with fewer files may be easier in Grid view. It is all a matter of preference and what is easier for YOU.
Tip #3: Previewing Documents
Why: What is that file? What’s in that file? A quick way to preview what a file consists of is….Preview. (Who would have guessed??)
How: Click on a file, then click on the Preview button in top right corner. (See a pattern? All your main tools are right in that top right corner.)
Note: The Preview function is for viewing only. It does not allow direct editing. You must open the file to work with it.
Tip #4: View Details
Why: When was this file created? When was this file modified? Who touched my file? These are just a few questions answered by the Details view. View Details displays a file’s history log.
How: A: Right-Click on a file, and select “View Details” or Click on Info button in top right corner.
Note: The Details view includes two tabs. The Details view consisting of file info. The Activity view is the file’s history log.
Tip #5: Search Tools
Why: Where did I put that file? How many pictures do I have in my Drive? Search is Google’s forte’. Take advantage of Drive’s search function rather than sifting through all…..those….files.
How: Click in the Search bar right on top. You can type in the criteria you are looking for, or you can click on a popular file type already listed, or you can click on “More Search Tools” for even more search criteria.
Note: Search criteria include, but not limited to: Name, File type, Date modified, or File Owner.
These are some more of the tips and tricks that have helped me efficiently access information in Google. These are excerpts from a full conference presentation I have done on this topic. A link to this slideshow for your reference can be found HERE. Happy Googling! ~Susan
