10 Google Drive Life Hacks Every User Should Know
Drive, the central storage location for (almost) all files in your Google account, is a crucial tool for Workspace users, allowing you to save, organize, and share documents, spreadsheets, and media files. To keep Drive organized and maximize its collaboration features, check out these 10 hidden tips.
Add shortcuts instead of duplicating files to save disk space.
If you’re organizing files in Google Drive and need to make a single file accessible from multiple folders—for example, across multiple projects—you don’t want to move it or create multiple copies, which takes up disk space and prevents collaborators from different teams from working on the same working version. Instead, keep the original in place and create shortcuts in other locations. Right-click any file in Google Drive to open the options menu, then go to Organize > Add Shortcut and select a destination folder.
Use URL shortcuts to quickly create new files specific to your account.
Using URL shortcuts saves a lot of time when starting new files in Google Drive (particularly in Docs, Sheets, and Slides), especially if you’re logged into multiple Google accounts, such as work and personal. When you type doc.new, sheet.net, or slide.new into the address bar, the new file is automatically created in your primary account. Add /1, /2, /3, and so on to specify which account you want to use. This eliminates the need for multiple clicks to create a new file.
Use modified sharing URLs to automatically create copies.
Another way to quickly load a URL is to force shared recipients to create a copy, rather than allowing them to view or edit the original. This is useful for sharing templates, checklists, and other materials that users will need to edit while maintaining the master version. Simply replace /edit or /view at the end of the link with /copy, and recipients will be prompted to “Create a copy” when opening the file.
Uploading new versions allows you to overwrite existing documents without changing the sharing link.
Embedded Google files update in real time as you edit, allowing everyone to see your changes. However, new versions of PDFs, images, and videos must be re-shared unless you overwrite the original. Right-click any non-Google file and go to Manage Versions > Upload New Version to maintain the same sharing link when updating.
Set files to read-only mode to prevent further editing.
If you want to share the final version of a file in Google Drive but don’t want recipients to make changes to it—accidentally or intentionally—you can lock it in read-only mode. This is faster than converting the file to PDF or managing access permissions for different users. Right-click the file to open the options menu, then go to File Info > Lock . (Note that you also won’t be able to make changes until you unlock the file.)
Enable conversion of .docx files into Google-compatible files for upload.
Another feature that saves you a few clicks is automatic conversion of external files to Google formats. This is especially useful if you frequently receive documents from Microsoft users in .docx, .xlsx, or .pptx formats. Instead of manually converting files each time, go to Settings > General , scroll down to the Downloads section, and enable the “Convert downloaded files to Google Docs editor format” option.
Add comment fields to images in PDFs to get direct feedback.
Editable Google Drive files make it easy to highlight text and leave comments, but you can do the same with other files in Preview mode, which is useful for providing feedback on visuals, layouts, and design without having to download and open them in a separate program. Double-click to open a preview of any image or PDF file and tap the “Comment” icon at the top. Select the area you want to provide feedback on and add your comment.
Use advanced search operators to quickly find hidden files.
My personal Google Drive is a bit cluttered, making it difficult to find old files whose names I’ve forgotten without scrolling through a long list of disorganized items. Advanced search operators are part of the solution, as they allow you to narrow your search by file type, owner, and date. Enter terms like type: , owner : , and before: or after: into the search bar, followed by your parameters.
Create your own project center for easy access to related files.
Google Drive’s file organization structure is very simple: the “Home” tab displays suggested files and folders, but the “My Drive” tab is sorted alphabetically by default, with the option to sort by date modified. While you can, of course, create folders and move files around (including using the shortcut method described above), it can also be useful to create a dynamic “hub” for quick access to related files, such as for a work project or a specific vacation. Paid Workspace users have a “Priority” tab that groups 25 files from anywhere in Google Drive without moving them from their original locations. Free users can star items or create a master Docs file and embed file tiles using the “@” menu.
Use the Drive scanner to quickly digitize receipts and printed documents.
You don’t really need another document scanning app: Google Drive has this feature built in , so iPhone and Android users can quickly digitize printed materials and upload them to Drive simply by using their device’s camera. Open the Drive app and select the scan icon or (+) , then tap “Scan Document.” Google will make some minor improvements , after which you can choose a name and destination and tap “Upload.” Your scanned receipts, contracts, and other files will then be searchable just like any other file in your Drive.