How to Use Google Drive

When Google Drive was first launched, it served as a cloud storage service, allowing users to access their files from anywhere. Over time, it has evolved to sync seamlessly with Google Docs and become a central hub for creating Google documents and using Office tools. You can even add additional apps to enhance its functionality. Check out the guide below to fully leverage the power of Google Drive.

Sign in to Google Drive with your Google account. If you don't have a Google account, you can create a free Gmail account. Google Drive allows you to store data in the cloud, as well as create documents and other types of files through the Google Drive website interface.

Add data to Google Drive. There are two ways to add data to Drive. You can either create a Google Drive document or upload files from your computer. To create a new file, click the CREATE button. To upload a file, click the 'Up Arrow' button next to CREATE.

Change the display format of your data. You can choose between a Grid view or a List view. The List view shows you the owner of each document and when it was last modified. The Grid view gives you a preview of the first page of each file. You can switch views by clicking the buttons next to the gear icon in the top right corner of the page.

Use the left-hand navigation bar to find your files. 'My Drive' stores all the files and folders you’ve uploaded. 'Shared with Me' shows the documents and files shared with you by others using Drive. 'Starred' highlights important files, while 'Recent' shows your most recently modified documents.

• You can drag and drop files and folders around Drive to organize them as you like.
• Select multiple files and folders by ticking the checkboxes. Then you can perform various actions by clicking the buttons at the top of the page. In the icon view, the checkbox appears when you hover over the document. Additional options are available in the 'More' menu.
• Click the Folder icon with a '+' sign to create a new folder in your Drive. You can also create subfolders within folders to better organize your files.

Search for files. You can search for documents and folders in Google Drive using the search bar at the top of the website. Google Drive will search by title, content, and other users. If a file matches an exact search term in the title, it will appear under the search bar as you type, making it easy to select.

Download the mobile app. The Google Drive app is available for both Android and iOS devices, allowing you to access your files from your phone or tablet. The app can be downloaded for free from the app store. Please note that the mobile app may not have all the features available in the web version.

Click the CREATE button. A menu will appear that allows you to select the type of document you'd like to create. You’ll have several default options, and to access more, click on the 'Connect more apps' link below the menu:

• Folder – Create a folder in My Drive to organize your files.
• Document – Create a new text document. You can adjust formatting and page setup using the tools and menus at the top. Documents can be exported as Microsoft Word, OpenOffice, PDF, and other formats.
• Presentation – Create a presentation similar to Microsoft PowerPoint. Files can be exported as Microsoft PowerPoint, PDF, JPG, and other formats.
• Spreadsheet – Create a new spreadsheet. Spreadsheets can be exported as Microsoft Excel, Open Office, PDF, CSV, and other formats.
• Form – Create forms for online data entry. Forms can be exported as CSV data.

Create a new document. Once you've chosen the document type, the new file will appear. If you select Presentation or Form, a step-by-step wizard will guide you through setting up your document.

Rename your document. At the top of the page, click on the gray, italicized text 'Untitled '. Clicking this will bring up the 'Rename document' window, where you can change the name of your file.

Edit the document. Begin typing your document. You'll notice that Google Drive offers most of the essential features, but some advanced ones may not be available.

• Your work is automatically saved as you go.

Exporting and changing data formats. If you want your data to be compatible with specific programs, click on File (Data) and hover your mouse over the 'Download As' button. A menu will appear with all available formats. Select the one that suits your needs. You will be prompted to name the document and choose a location to save it. Once downloaded, the data will appear in the selected format.

Sharing documents. Click File and select Share, or click the blue Share button at the top right corner of the page to open the Sharing settings. You can define who has access to view or edit the document.

• Share the link above with the people you want to share the document with. You can use the buttons below to quickly share via Gmail, Google+, Facebook, or Twitter.
• Change the people who have access by clicking the 'Change...' link. By default, the document is private, and you must invite specific people to grant them access. You can modify this to allow anyone with the link to open the document and make it searchable across the internet.
• Invite others to edit the document by entering their contact information in the 'Invite people' field. Those invited must log in to Google Drive to access the document.
• Modify the access rights of others by clicking the blue link next to their name. You can allow them to edit or only view the document.

Exporting documents. To export a document, spreadsheet, or presentation, click File and select 'Publish to the web'. This will export your Google Drive document as a version that anyone can view. The exported version becomes a standalone web page, separate from the original document. This allows you to share it without altering the original sharing settings.

• Once exported, the document cannot be edited. You can continue editing the original version stored in Google Drive.

Printing documents. If your printer is set up or you have access to a Google Cloud printer, you can print your document. Click the File menu and select Print from the bottom of the list.

• Print settings. You can specify which pages to print, as well as the print layout. Click Print to proceed to the next screen.
• A print preview page will open, and you can select your printer by clicking the Change button. This is useful if you're trying to access a Google Cloud printer at home while working or studying.

Reverting a document to an earlier version. If you have made multiple changes to a document and need to revert it to a previous version, you can use the Revision History tool to review past copies. Open the document and click on File. Select 'See revision history', and a list of previous versions will appear on the right side of the screen.

• You can select any version from the list to view the document as it was at that point in time.
• When you find the version you wish to restore, click 'Restore this revision' under the corresponding entry in the list.

Download the Google Drive Sync Program for Your Computer. This step is optional, but it can make syncing special data with Google Drive easier. If you'd like to set up the program, find the download link on the official Google Drive website. The link will provide the correct installer for your operating system.

• Once the program is downloaded, install it immediately and sign in with your Google account. A folder will be created on your desktop, allowing you to access all your Google Drive data.
• Drag any files you want to add to the Google Drive storage into the folder, and they will automatically upload. Once a file is successfully uploaded, a green checkmark will appear next to the icon.

Set Up Upload Settings. Click the gear icon in the top-right corner of the website and hover over the option 'Upload settings.' You can choose to have Google Drive automatically convert uploaded files like Word or Excel documents into Drive's format, and you can even convert PDF files into editable text files using Drive.

• You can choose to be prompted each time or select the automatic mode for this action.
• Files that aren't converted won't be viewable in Google Drive unless you convert them. If not, you will need to download them to a device with a program that can open the file.

Click the Upload Button. A menu will appear, allowing you to upload individual files or entire folders. Find the file or folder you wish to upload to Drive. The data conversion settings you applied earlier will be in effect, and you can monitor the upload progress in the window that appears.

• A free Google Drive account provides you with 15GB of storage for uploaded data. This storage will be shared with your Gmail account. Any files created within Drive will not impact your storage space. You can track which items are taking up space by clicking the 'Manage' link in the bottom-left corner of the Drive page.
• Uploaded files will appear in your 'My Drive' folder. You can move them within your folder system as needed.

Download Data from Google Drive to Your Computer. If you want to download one or more files to your personal computer, select the checkbox next to the file(s) you want to download. Click the 'More' button at the top of the page and select 'Download.'

• While downloading data from Google Drive, you will be asked about the file format you'd like to convert it into. If not, the download will begin automatically.

Delete Unwanted Data. To delete data and folders, select the checkbox next to the data you want to remove. Click the Trash button at the top of the page. You can undo the deletion by clicking the 'Undo' link or by visiting the Trash section in the left-side menu.

• Remember, text created on Google Drive does not count toward your storage quota.

Edit Images Uploaded to Drive. You can use the free Pixlr app to edit any image uploaded directly to Drive. Click the CREATE button and select 'Connect more apps.' Search for Pixlr and install it for free.

• Once Pixlr is installed, right-click on an image in Drive and choose 'Open with.' Select Pixlr from the menu, and the image will open in a new tab. You can then begin editing using Pixlr.

Listen to Stored Music Files. If you're using Google Drive to store MP3 music files, you'll need to download them first to listen. With the Drive Music Chrome app, you can use the Google Chrome search page to play the music stored in Drive. The app can be downloaded for free from the Chrome online store.

Draw with Drive. You can add the Drawing app to Drive, which installs a basic image creation program. Use this program to draw images for other documents or create professional sketches by sharing your drawings with others.

Merge PDF Data Together. Install the PDF Merge application for Google Drive to quickly combine PDF files stored in Drive. You can drag and drop files to arrange the final PDF data. The app will upload the files to the server, merge them, and send back the merged data.

• Carefully read the safety advice for using Google Drive online to ensure your information is secure. See: https://www.google.com.vn/safetycenter/
• When uploading data to the Android Google Drive app, it is recommended to use a Wi-Fi connection for better speed and to reduce data costs.
• You can use Google Drive to store important files from your computer.

• Never share your password with anyone, as it could result in the loss of data in your account.
• Do not download the Google Drive app for Android from untrusted sources. It is recommended to use the Google Play Store, Amazon App Store, or similar services.
• If you move your Drive folder, switch to a new computer, or need to replace the hard drive that contains your folder, you will need to re-download everything from the Cloud. Google will not provide support or action for this. Look up the article titled 'This is not your original Google Drive folder' for more information. This can be a significant issue if you have a lot of data in sync.
• Avoid sharing data with strangers. You can adjust privacy settings to control access.