To synchronize files on several terminals (computer, smartphone, tablet, etc.) or between several people, there are very well thought-out tools. The success of Dropbox with users has led the web giants to come up with their own solution. While Google integrated online file editing via Google Documents, the Mountain View firm decided to go further with Google Drive . It is now one of the three dominant tools in the sector with Dropbox and Skydrive, powered by Microsoft. If the basic version includes many more advanced features than the other, tips can make the tool even more powerful.
Keyboard shortcuts
Almost all Google tools have keyboard shortcuts. Those available on Google Drive allow you to browse between files and modify their properties. The complete list of keyboard shortcuts is available via the cogwheel, in the upper right corner, on the web version… or by using the dedicated keyboard shortcut, namely Shift + / . The shortcuts to know are as follows:
- Shift + F: create a new folder.
- Shift + T, P, S or D : create a file (text, presentation, spreadsheet, drawing).
- Enter or O: open a file or a folder.
- /: access the search area.
- C, U, A, R or T: access the create, import, actions, sorting, parameters menus.
- G then N, F, L, D or T: access navigation, folders, the list of documents, the side panel which details the parameters of a file, or return to the top of the page.
- J and K : go to the next file or go back to the previous one.
- X: select or deselect the highlighted file.
- Arrows: select the next file or the previous one.
- Shift + Arrows: allows you to “hold” the selection on several files.
- Shift + A: selects all visible elements.
- Shift + N: de-selects all visible elements.
Each type of file has its own shortcuts on Google Drive. To access the list of available shortcuts, simply go to the “Help” menu at the top of each document.
Access files from Google Drive offline
It is possible to access files on Google Drive when no connection is available. However, the manipulation to be performed depends on the terminal used.
- On a computer: two synchronization methods co-exist. It is of course possible to install Google Drive for Windows or for Mac. You can also enable Google Drive offline access to access your files directly through the browser. At this time, not all file types are available offline.
- On a mobile application: on mobile devices (Android and iOS), you must access the settings for each file to activate offline availability. You will then be able to consult the selected documents without connection, whatever the type of file and even if you do not have a connection.
→ Summary of the availability of offline files according to the terminal:
Empty the recycle bin or restore a document to Google Drive
You should know, Google Drive includes a recycle bin, available via the side menu. You can permanently delete a document, view it, restore it, or empty the recycle bin to recover space.
Add the transfer to Google Drive to the context menu
This trick allows you to send a document to Google Drive directly via the context menu (when you right-click on a file, on your computer). First of all, the Google Drive application must be installed on your machine. Then, go to the Start menu, in the search box, then type Run ( Run if you use an English PC). A new window opens, in which you must enter this query:
% APPDATA% / Microsoft / Windows / SendTo
This manipulation allows you to open a specific folder. Within the left side column, you should find a Google Drive folder (within the “Favorites” category). You just need to drag it to the recently opened “SendTo” folder. This very practical trick allows you to send a document or a folder to Google Drive, directly by right-clicking on the file of your choice.
Place a document in multiple folders
Google Drive allows you to store a document in several folders. On the web version, select the desired file then click on the “folder” icon (organize), before choosing the folders using the CTRL key on your keyboard. The modification (or deletion) of the file is effective in all its folders!
Back up documents to Google Drive by default
On Windows, a folder is reserved for saving documents. Formerly known under the terms “My documents”, it now takes the form of the “Documents” folder within the “Library”. This is the default folder for saving many files, especially for office applications installed on his computer (word processor, etc.). It is quite possible to choose Google Drive as the default folder for your backups. You just need to right click on the “Documents” folder to access the settings. Then, choose “Include a folder” then select its Google Drive folder. You just have to click on “Define recording location” to activate the default backup on your own Google Drive.
Share a photo on Google Drive on Google+
Hard to be simpler: if you embed photos on Google Drive, you can share them on Google+ with just a few clicks. Go to the social network and click on the camera. Then display the entire menu to share a photo on Google Drive.
Create a document using a dedicated shortcut
It’s possible to create a document without going through Google Drive. You just have to go through dedicated shortcuts. You can create shortcuts within your browser, or place them on your desktop by using right click, then new shortcut. The addresses to indicate are:
- New document : https://drive.google.com/document/create
- New presentation: https://drive.google.com/presentation/create
- New spreadsheet: https://drive.google.com/spreadsheet/
- New form: https://drive.google.com/forms/create
- New drawing: https://drive.google.com/drawings/create
Managing notifications on Google Drive
To change the attitude of Google Drive towards notifications, simply go to the “Comments” button in the upper right corner, then “Notification settings”. V ou can know when a comment or reply is posted. The tool can also notify you when a collaborator mentions you in a comment.
Spreadsheets (and forms, based on the same technology) have additional functions via the “Tools” menu: you can choose to receive an email notification when the file is modified, or simply when a sheet or a range number of cells is changed. You can receive an alert when a user submits a form or a collaborator is added. It is possible to receive a daily summary or an email for each notification.
Add dedicated apps through the Chrome Web Store
If Google Chrome is your favorite browser, you’re in luck: there are plenty of apps available through the Google Web Store. Some are specially designed to interact with Google Drive! A dedicated collection is accessible via the side column on the left. You will find two types of extensions: those allowing to create a new document of such or such type, and those which optimize the functionalities. We particularly appreciate:
- PDF Mergy: to merge PDFs with a simple click and drag.
- Graphing Calculator: to graph mathematical functions.
- WeVideo: to easily create a video with others .
- OpenOffice Document Reader: to view OpenOffice documents in Google Drive.
- ShiftEdit: for developers, this application allows you to create and edit PHP, HTML, CSS and other files by synchronizing them via Google Drive, Dropbox or FTP.
