Managing Google Drive Storage: – You can discover the fastest way to find out what files are causing the problem and what you can do about it if your google drive is running out of space.
File synchronization and management can be complicated, especially when multiple people access the file or if a file is being edited in two separate locations separately.
The computer or the cloud service often does not know what changes should be kept in the official archive, so it will create duplicates that can be messy. It is also possible to lose changes when the file is synchronized, or a collaborator could delete something you want to recover.
Google Drive is a cloud service that makes it easier to manage with “file versions.” Instead of creating duplicate files every time, Google keeps track of each review of the file. It even helps keep track of revisions made at another location, such as your local drive.
To view the other file versions, select a file in Google Drive by clicking the check box next to the file name. Then click to expand the “More” drop-down menu and click “Manage Reviews.” You can also access this by opening the file and clicking “Manage revisions” from the “File” drop-down menu.
You will have options to upload a new version of your computer, delete old versions, restore a previous version or download a version to your computer.
One of the cheapest cloud storage solutions available is Google drive. For personal use, only $ 1.99 per month per 100 GB is extraordinary. You are often eligible for updates, such as the three-year 1 TB update for a Pixel purchase if you have purchased a Chromebook.
Power users can quickly run into trouble when their allocated storage is used up even with those large amounts of cloud storage space. What do you do? You delete files … right? How do you know what to delete although that is the obvious solution? What occupies more space?
Are there duplicate files that can be deleted? Here are some tips that can help you manage Google Drive. Google Drive is very easy to master at all. What is needed is to change our desktop habits and adopt one for cloud computing. Do you have more tips and tricks for Google Drive that help with cloud productivity? Did these seven tips help you?
Step 1: If you don’t have one yet, you must obtain a Google account before continuing with Drive. Signing up is free, and by doing so, you will have easy and synchronized access to all Google services.
You will have to pay a fee if you want more than 15 GB of storage, but if you choose to do so, it will not affect your ability to use the service. The download of Google Chrome does not hurt either, since the popular web browser presents a series of extensions and tools that integrate well with Drive.
Step 2: Once you have signed up (or logged into your existing account), you can access Drive through your browser or the dedicated mobile application, which is currently available for Android and iOS.
Navigating = Once you have logged into Drive, click on the blue New button in the upper left corner or My Drive, which is located towards the center of the screen. In the mobile application, press the blue circle with the plus sign in the lower right corner.
This opens a menu that will let you to create or upload a file to Drive. You can create a spreadsheet, a Word document, a slide show, a form, a drawing and many other things through third-party applications.
We will not delve into how to use each of these free programs here, but here are some tips to learn how to use these services quickly:
Tip 1: The buttons on Drive are quite simple, but if you’re ever unsure of what you’re doing, just hover your mouse over it. A pop-up window explaining the function of the button should appear.
Tip 2: If you ever used Microsoft Office, that is, Excel, Word or PowerPoint, then Google Spreadsheets, Documents and slides software should be familiar. They work in a similar manner and are possibly more intuitive. You won’t find as many advanced features as in Microsoft software, but Drive is free, so that’s to be hopeful.
Tip 3: While you can go to the main Documents, Spreadsheets or Slides page to see all such files in one place, creating folders could be a better way to stay organized. To create a folder, click on the blue New button in the upper left corner, select Folder and name the file directory. Then, simply drag your files to the folder you choose from the main Drive page.
However, you can also highlight the files that you want to access later by clicking Add star in the menu of that item, keep in mind that they can only be viewed by the person who added them and not by those with whom you have shared a particular item with.
Tip 4: Another way to quickly find an item in your Drive is to use the Search Drive function; At the top of each page there is a field where using a name or file type, you can search for a file. If you press the down arrow in this field or in More search tools, you can specify further and search for files based on a specific criteria, such as the date or with whom you have shared the file.
Google Drive for Mac or PC
By installing the Google Drive folder on your desktop, you can get quick and easy access to Google drive on your computer. Looks like any another folder on your hard drive, but it is much more powerful.
Google drive mobile application
Without using the local storage of your device, download the mobile application to open, edit and share your files from any smartphone or tablet.
Upload and share documents
To upload a document to Drive, click the Upload files to New or My Drive button and select a file from your computer. Drive is ideal for personal use, but what sets it apart from other cloud services are its powerful collaboration tools. You can share a document with them and make changes together in real time if you need to work remotely with someone on a project.
Look at the upper right corner of the file window and look for the Share button in order to share the document after creating it.
To share a document after creating it, click on the share button in the upper right corner, add your collaborators using their email addresses and click on the blue done button at the bottom of the window. Once they have been granted access, the document should appear on the Shared with me tab in the Drive dashboard, and a link to the shared document will also be sent to their email inbox.
You can use the link that can be shared in the upper right corner of the Share with others menu to send the file by text message or other messaging service.
While inside a shared document, you can see who else is currently editing it by looking in the upper right corner of the window. The names of the collaborators will be displayed in different colors (or with the image of their account), so you can easily distinguish them. Simply hover over your cursor over any color to see who it represents.
Google Drive only has some settings to keep track of, but they can make your experience a little easier.
To manage the main Google Drive settings, log in to Google Drive, click on the Settings icon (it looks like a gear) in the upper right corner and select Settings.
How to manage Google Drive Storage – Learn 23 Ideas To Users
Use of Google Magic Tools: –
Google has provided an incredibly useful magic tool for this task to manage your Google drive. So, where is this magic tool? When you open your Google Drive page, you should see a small section near the bottom left of the screen that shows how much space you have used.
A pop-up window will appear with an exclamation point in a blue circle if you hover your cursor over that. Click on that blue circle to open the Google Drive Quota page.
How to get to the Google Drive Quotas page.
From the Quota page, you can filter the results by name to find duplicate files or by quota used (that is, how much space a file occupies). You can scroll through and then delete the larger files that are no longer needed to free up space in your Google Drive account by viewing the results by quota.
You can select multiple files by holding down the Ctrl key while clicking on the files. Once you select the files, you can trash them, preview (if available) or download them.
Select and act on files.
This tool is especially useful when something goes a little sideways with your account. On some occasions, you can discover (thanks to a wayward Chromebook or Insync or sync) duplicated uploads that ended up using more than 30 GB of space in my Drive account.
By using the quota tool, you can be able to find and solve the problem quickly. Don’t let errant applications or services google up your Google Drive space: stay up-to-date with the Google Drive Quota tool.
Sometimes, it is easy to disregard something that is available and accessible for free. Google Drive fits that bill. It is connected as a relationship with whatever we do with Google. Like a relationship, we don’t realize its value until we really make the effort to get closer and personalize.
One of the ways is to understand how to manage files and folders in Google Drive. Actually, it is something simple, but it is still something that needs some advice to encourage our interest in this regard.
Unlock the cheat sheet “Essential Google Keyboard Shortcuts” now!
There is a lot you can do with 15 GB of free storage. You can do much more if you think Google Drive is a set of productivity. You can use Google Drive for any creative use or you can use Google Drive for research. But ultimately, managing it well means knowing how to handle all the files and folders that you will keep in the cloud. These tips should help.
There are certain advantages of using Google Drive for your research work. It is free and available everywhere, of course. Everyone who has a Google account has it by default. Tied to your Google account.
Set specific shared permissions for files within shared folders
Google Drive is a collaborative environment with shared folders and public access. You can open a folder in Google Drive for specific people on your team with email addresses.
But what if, you want to share each file within the shared folder differently with a different people combination? It is easy. With your team members, share your folder as you normally would.
Then, open each individual file and selectively delete the members that you do not want to give access to. This is an easy trick to hide particular files even within a folder shared.
Indicates how many files are in a folder
Windows makes it easy to see how many subfolders and files are inside a folder with a simple right click and selecting Properties from the context menu. Google Drive doesn’t make it that easy, but you can still see the number with a right click.
Right-click on a folder and select Download.
In the Download dialog box, click All Items to reveal the total number of files. Click on Cancel if you do not plan to download the files. The one advantage of this shortcut over others is that it also includes the amount of files in the subfolders as well.
Note: You can also install the Google Drive application and use it to find the amount of files via Windows Explorer.
Search the drive
It may not give you an easy way to know the total number of files, but Google Drive, in the best spirit of Google Search, makes it easy to search all of your stored files.
In the search box, click the drop-down menu icon to display the search parameters: Type, Visibility and ownership. Enter the search phrase and start your search. You can also use Google search operators to adjust your search.
A search operator that is particularly useful is the date operator that allows you to limit your search based on the date of the file. It is a useful time saver when you have hundreds of files locked in the cloud.
Before: YYYY-MM-DD [e.g; before: 2012-12-01]
After: YYYY-MM-DD [e.g; after: 2013-01-01]
Add file (s) to multiple folders
Occasionally, file organization may involve quickly adding a particular file to multiple folders. Suppose, you are creating sets of folders for different teams, and each folder must have a common guideline file. You can follow the easy steps to add multiple files to multiple folders.
In Google Drive, select the files you want to add to multiple folders by clicking on the checkbox for the files.
Select the Move to or button, alternatively, you can click the drop-down menu for more and then click Move to.
Select the multiple folders to which you want to move the files by holding down the “Control” key for Windows or the “Command” key for Mac.
If we take the case of the previous example, Google Drive does not create multiple copies of the files that are moved.
Remove duplicate files from Google Drive
The manual search for duplicates sorting files according to their name could be an exercise in frustration if you have a few hundred uploaded there. An easier tip comes from Marco Meerman in his Google+ post.
You must download and synchronize your files on your desktop with the Google Drive application and then use a duplicate file finder in the Google Drive folder on your local hard drive. The Google Drive folder is usually found on this path: C: \ Users \ Your Name \ Google Drive
Delete duplicate files quickly with these tools Delete duplicate files quickly with these tools One of the fastest ways to clog your hard drive is to store duplicate files. Most of the time, you probably don’t even realize that you have duplicate files.
Automatically delete file versions and save storage space
Google Drive maintains previous versions of a file. This can come at the cost of the total storage space in the drive, since it accumulates if you have many of them stored in the cloud.
To automatically delete previous versions, you can enable google drive when they are older than 30 days or when there are more than 100 previous versions of the same file.
Select a file in Google Drive on the web.
Click the More drop-down menu and select Manage revisions.
For the file versions that you want to delete automatically, uncheck the Do not auto delete setting. Previous versions will be automatically deleted and Google Drive will only keep the latest versions.
Turn your Google Drive folder into the default documents folder
On the desktop on computer, users on the move can use this tip to make the Google Drive folder on their default document folder. Using the Google Drive folder as another location in the Library makes it easier to save documents with one click instead of physically moving the files around.
Right-click on the Documents folder and select Properties.
Select Include a folder and locate your Google Drive folder. Select Google Drive and select Set save location. Click on Apply.
Now, when you want to save any file, you can choose between the locations in the Open / Save dialog box and choose if you want to save the document in your Documents folder or in Google Drive.
General, Convert Uploads:
Check the box if you want the documents that is created in applications such as Microsoft Word or Excel to be automatically converted to Google Documents and sheets when you upload them.
You can still upload the files and view them if you don’t want them converted, but to edit them later, you must open them in the corresponding Google application.
Click Change language settings to choose a different language for your Google applications. You can also choose a language variant, which implies how that language is used in various parts of the world.
For example, many English words are written differently in the United Kingdom than in the United States. Google’s spell checker will use spelling as a theatre instead of a theater if you choose the united kingdom as your English variant.
This setting controls the amount of space that appears between the items in the document list on your Google Drive. If you like white space, you may want to choose Comfortable, but if you want to see as many elements on a page as possible without much scrolling, you probably prefer Compact. The cozy environment is somewhere in between.
Under Manage applications:
You can connect Google applications to your Drive. The various Google applications are automatically listed and chosen by default. However, suppose you prefer a different spreadsheet editor to Google Sheets. You can click Connect more applications and browse the list of alternative applications.
When you find an application you prefer, click on it and then click on the Connect button. The new application appears in the Manage applications list. To use that application by default, check the box next to it and uncheck the corresponding Google application.
Google offers you 15 GB of free space on Google Drive, which seems like a pretty good deal compared to the 2 GB of Dropbox and the 10 GB of Box. But there is a catch: that 15 GB limit includes not only your Google Drive, but also your Gmail account (messages and attachments) and Google Photos.
If you use Gmail as one of your primary email accounts, you are likely to meet that 15 GB limit more often than you want. This is how you can search for files, messages, attachments and media that occupy valuable gigabytes and recover that Google Drive space for yourself.
Free up storage:
Step 1:To find out how much space your Google Drive occupies, go to the Google Drive storage page. Here, you will see a pie chart that shows you how much space you are occupying; Scroll through the graph to see a breakdown by platform.
You can see most of the space in Google Drive is occupied by messages and attachments from Gmail, although it also seems that you have about 4 GB in Google Photos. You can also see how much total storage you have (including bonuses you have earned), and you can update your plan if you feel you need more space.
For 100 GB, the plan of Google Drive start at $ 2 per month or $ 20 per year and go up to $ 300 per month for 30 TB.
Step 2: What counts for your limit?
Not everything in your Google Drive counts for your storage limit, so don’t delete files indiscriminately. Everything you create with Google Docs, Google Sheets or Google Slides does not count toward your limit (no Google Document, Sheet or Slide is shared with you).
Almost you can find everything in Gmail counts, but only photos of more than 2,048×2,048 pixels and videos of more than 15 minutes in your Google photos count toward the limit of Drive storage.
Step 3: clean the drive
Open Google Drive and take a look at My Drive. Click the List View button in the upper right corner of the screen, if you see a grid of thumbnails instead of list. You can see your Google Drive files listed and sorted by name.
Google used to allow you to easily sort your Drive files by file size, but if you click on the Sort button in the upper right corner, you’ll see that your only sorting options are Name, Last modified, Last modified by me and Last opened by me .
But you can still sort your files by file size: in the lower left corner of the screen, you should see the amount of storage space you are using and a link that says Buy more storage. Scroll over this area until a box appears with a breakdown of your Drive storage.
At the top of the list, you will see Drive. Your Drive folder will now be sorted by “Quota used” or file size, and you can start deleting larger files to free up space. If you have PDF files that you prefer not to delete, you can save them and free up space by turning them into Google Docs (or Sheets or Slides, depending on the file).
To do this, right-click on the PDF file, hover your mouse cursor over Open with and choose Google Docs from the drop-down menu. A new Google Doc with the same name as your PDF file will open, and you can delete the previous PDF file.
Once you have deleted the files from your Drive, you must empty your Trash folder. Click Trash and then, select the files you want to delete forever, right-click and then click Delete forever. A file will continue to take up space on your drive until a file has been deleted forever.
Step 4: Tackle your Google photos
If you hardly use Google, so you can think why do you have 4 GB of photos in Google Photos? It is because you take advantage of the Android automatic photo backup service, which loads all the photos you take on your Android phone to my full-size Google Photos account.
Unfortunately, you can’t really search Google Photos by file size, so checking and getting rid of storage problem will require additional work. First, go to the Google Photos page and click Photos to see all your photos.
To delete photos, move the cursor over them until a small check box appears in the upper left corner. Click on the checkbox, and all your photos will gain check boxes. Check all the photos you want to delete. Then click Delete to delete those photos.
To prevent your Android phone from automatically loading full-size photos, open the menu icon in the upper left corner and go to Settings> and select High quality. High quality photos will be smaller than the original resolution taken by your phone and therefore will not take up space in Drive.
Step 5: Purge your Gmail
If you’ve got here, well, let’s face it: your Gmail account is probably taking up majority of the space in Google Drive. With obsolete hard storage devices, cloud services are new.
Should you use iCloud? Google Drive? Google Drive is the answer, and we are here to tell you why. You can know about the Drive interface, allowing you to navigate and use the suite better.
Download documents and access files offline
Another useful feature of Drive is the ability to view and edit files even if you don’t have access to the Internet. All you need to do is download the offline extension from Google Docs for Google Chrome.
Once downloaded, and enabled in Drive settings, you can access certain files (Documents, Spreadsheets and slides) even when you are traveling or without internet for a few hours.
A gray circle will appear with a lightning bolt through it next to the name of your file in the file window, which will notify you when you are disconnected.
However, one of the disadvantages of this is that you can only access the files that you have created and that you have not shared with anyone. You must also have opened Google Drive in your browser to do so. You can also access the files offline through the mobile application, assuming you have activated the function in Settings beforehand.
Add multiple collaborators through a Google Group
If you want to share a document with a large group of people, by sharing the document with a complete Google group, you can avoid entering each email address individually. Each person in that group (as well as the people added to the group later on) will have access to whatever you have shared.
Also, if you click on a link to a file or folder that is not shared with you, this page will appear. Simply click on “Request Access” and the owner from the file or folder you will receive an email notification with your request and let you in.
Share multiple files at once
Do you need to share a lot of files at once? Instead of sharing each file individually, you can move them to a folder and share that folder. Everyone with whom you share the folder will have access to all the files it contains.
Convert documents created with other programs
Do you need to share a document with coworkers or friends so they can collaborate on it, but you already have the file in another similar program? There is no need to worry.
While the documents are in the correct format, most of the files can be easily converted into Google Docs, which can then be shared and edited in collaboration.
To do this, just upload the file that you want and open it in Drive. Then, click on the File menu and choose Open with … Depending on the type of file, Google will suggest the appropriate program to open it.
Returning to an earlier version of a document
An important problem with collaboration is that it is generally difficult to fix something that someone else ruined. Fortunately, you don’t have to worry if you are in one of these situations: Google supports it.
Drive is scheduled to save each updated version of your documents for 30 days or 100 revisions, whichever comes first. This makes it simple to return to an earlier version of a document, if necessary.
To retrieve a previous revision of a document, open the document you want to change, click File and select See revision history at the bottom. After selecting this, a bar should appear on the right side of the document that lists the previous revisions in chronological order.
Click on any of them to preview of that specific review. If this is what you are looking for, click on the blue link Restore this version and everything will return to its previous state.
Using Google Drive applications
Drive is more than just a file synchronization service or a set of office software. Google clearly has bigger plans for it. Google offers dozens of third-party applications through Drive, applications that allow you to make diagrams, edit photos, build 3D models, make sketches and more that you have not yet discovered in addition with its proprietary software.
Files created within these applications will be saved and synchronized in your Drive account like any Google application.