If you already use Google Drive to store your personal and professional files, but you’re not sure how to organize to save time and increase productivity, then read on. In this article, we’ll list 3 amazing Google Drive tips to help you how to organize your files. In addition, an incredible tip on how to delete hidden files to gain more storage space. Good reading!
Google Drive exists as an efficient way to access and save files from anywhere, anytime. Whether on a computer or mobile phone, one of the main benefits of the service is the simplicity of archiving documents in the cloud with just a few clicks and with great security.
However, with so much storage space available, storing in an organized and easy to find way should be a habit – one that many people don’t practice. It’s not difficult to lose control of your files in Google Drive and this evil accompanies us since everything was paper stacked on the table.
If you have this problem, don’t worry! You’re in the right place. Check out the Google Drive tips on how to organize and delete files that we’ve separated. This way, you can gain productivity in your routine.
Read more: Google Drive: how to backup your files
1. Google Drive tips: Keep your files in folders
Regarding file sizes, Google Drive offers great possibilities, including:
- Documents of up to 1,020,000 characters.
- Text documents up to 50 MB.
- Spreadsheets up to 2,000,000 cells.
- Presentations up to 100 MB.
- Other files up to 5 TB.
And the possibilities are even greater when you purchase one of the G Suite plans.
But, with so many possibilities, do you know how to organize your files so that it’s easier to find them later?
The biggest mistake of digital disorganization is loose files. In this sense, to keep your files always in order and easy to find, keep them organized in folders.
Preferably, get a standard template for naming your folders, so the document or that important image will always be at your fingertips.
Google Drive allows you to create as many folders as you want, so use and abuse of this feature.
In addition, if you use the same email to file personal, work, or academic documents, create a general folder for each of the areas and organize your files from those areas.
If you work well with dates, put dates in your folders or years. It’s also an excellent way to organize.
That way, you avoid storing loose work and personal documents in a single folder, at the risk of losing an important file. Or take a long time to find.
To create a new folder and start organizing your files right now, just follow the step-by-step below:
- Click “+ New” or just “+” on mobile devices.
2. Choose the “Folder” option.
3. Enter the name of your folder and click save.
These three basic steps are the beginning of an organization that will make your routine even more productive and agile.
2. Use colors to differentiate folders
Yes, assigning colors is an excellent way of organizing. And did you know that it’s possible to organize the folders by colors in Google Drive? That way, you can gain more agility when it comes to finding what you need when determining a new form of organization.
After all, creating captions by color has a similar impact on organizing by subjects when structuring your folders within Google Drive. Moreover, this organizational task can become even simpler.
You can use colors to identify each type of folder, or each area, for example, one color for personal files, another for college documents, and so on. Or you can select different shades of the same color to determine the importance of the archival time of your documents, for example.
To separate your folders by color is very simple. Just right-click on the folder you want to assign a color to. Choose the option “change color”, and then select the color of your choice.
This way, when placing your eyes on the folders separated by colors, you will not waste time reading what is written in each one. After all, your visual memory will work for you right now, increasing your productivity.
Read more: Google Drive tips: for a practical routine
3. Google Drive tips: Clean your files frequently
In many cases, clutter prevails because of documents or files that we no longer use. That way, whenever possible, clean your files, deleting those that are repeated, or those that are no longer useful.
That way, you avoid that lot of documents that will delay you when it comes to finding the file you need. Not to mention the space that is available for more important files when you maintain organization.
To help you perform the proper cleaning, without running the risk of losing important files, Mauricio Aizawa, a productivity specialist, has prepared an incredible video lesson for you.
In the following video, you will learn how to safely delete your files, how to delete files hidden in your Google Drive, and even how to delete the files in the recycle bin. Check out below:
Properly structuring your Google Drive makes it easy to quickly find the documents you need, increasing productivity.
Plus, with this last Google Drive tip, you’ll never have to worry about storage space again. Certainly, these basic steps will make your routine more agile and efficient.
Calm down, don’t leave yet! We have one more extra tip for you.
Do you want to bring agility to your routine using easy and practical tools?
Finally, what did you think about this content? How do you usually backup your files? Leave your opinion in the comments and share this material with your friends.
Take the opportunity to follow Organize na Pratica on Instagram, and to follow more amazing videos on the YouTube channel.
Reference material
- Create a free G Suite account – Click here to get started
- YouTube – Personal and Business Productivity
- Zapier – How to Automate your Business and Gain Efficiency
- Set a productivity routine – Google Calendar + Evernote + Calendly
- Organize na Pratica – Courses