Tag: Google Drive

Google Docs tricks that almost nobody knows

Post author By Organize na Prática Team
Post date November 2, 2020

Google Docs is a text editor that works in the browser and brings several features and tools little known to users. In this way, we gathered in this material, 7 Google Docs tricks that can be very useful in your routine, especially for you who work frequently with the software.

In summary, Google Docs is software that offers the user the main tools to create and edit text documents, spreadsheets, and presentations without the need to install any program on their computer.

Moreover, it’s a completely free platform, and to use it just login, or create a Google account. Certainly, you already use all the tools of Google Docs, but do you know all the resources that can make your personal, professional, and academic life more practical?

With this in mind, we’ve separated 7 Google Docs tricks you need to know. Check it out below.

1. Google Drive Tricks: Create a document with a shortcut

Many people open the main Google Docs page to start creating a document. However, be aware that it’s possible to insert a shortcut in your browser – in the address bar – to further facilitate your access to a new document. For this, just:

Open Google Chrome.
Type the shortcut: doc.new, sheets.new, or slides.new.
3. Press Enter, and automatically your blank document will appear, ready to be created.

To make it even easier, save these commands to your favorites bar. That way, you will have access to the document with just one click.

The shortcut is ideal, especially when you need to make a quick note and save. After all, as soon as you start typing, the content is immediately saved to your Google account and can be checked as many times as you want through your list of documents.

2. Google Docs tricks: Recover accidentally deleted text

If you accidentally deleted some text, know that you can use the document’s version history in Google Docs to retrieve the changes. To do this, just follow the step-by-step below:

Go to the menu, and click on “File”.
Then click on “Version History” and choose the option you want.

The software will automatically show a series of versions categorized based on the number of changes made to the document. Thus, it’s possible to recover the text that you have lost by mistake.

For sure, this is one of the most amazing Google Docs tricks. Especially when the file is shared with a team.

3. Track your word count

Google Docs recently added the option to see your word count increase or decrease in real-time. This feature can help you have better control of your work. Mainly for you who need to create content, or deliver work with a maximum (or minimum) number of words.

To activate this function, just follow the step-by-step below. Check it out:

1. Go to the menu and choose “Tools”

2. Click “Word Count”.

3. Then check the “Display word count while typing” box.

4. Finally, click “OK”, and the count will automatically appear in the left corner. Other information, such as characters and page number, will also appear.

4. Create a personal dictionary

One of the Google Docs tricks that can save precious seconds of your day is the possibility to create a personal dictionary. In other words, Google Docs allows the user to include words that he usually uses in a personal dictionary, in cases where the spelling checker doesn’t recognize some terms as marks or proper names.

To add words to your personal dictionary, follow the step-by-step below:

1. Open the Google Docs document.

2. Click on “Tools”, then on “Spelling and Grammar”. Then, click on “Personal Dictionary”.

3. Type the word you want to include in your dictionary, and click “OK”. Repeat the process for each new word you want to add.

5. Google Docs tricks: Organize texts from titles

Very long text can be organized into titles and subtitles so that you can create an automatic index on the side of your Google Docs.

This makes it easy to read an important topic, without having to manually search for the topic.

To activate the index, follow the step-by-step below:

1. Format the document using the title tool, according to hierarchy.

Organize texts from titles - Google Docs Tricks

2. When finished, check that on the left side, Google Docs will automatically show the organized content, and will allow you to browse the document with just one click.

Organize texts from titles 2 - Google Docs Tricks

Very simple, isn’t it?

Certainly, this is one of the Google Docs tricks that will save you a lot of time and energy.

6. Move paragraphs in a block using the “drag and drop” tool.

Everyone knows the “drag and drop” tool available on many apps and platforms. Google Docs is no different. This command is useful to facilitate the editing of text in blocks and long text.

So when it comes to moving entire paragraphs in your document, instead of using the classic “copy and paste”, follow these steps:

Mark the paragraph you want to move.
Hold the Shift + Alt keys and use the arrow keys to move the entire position. Another alternative is to select the paragraph with the mouse. That is, hold with the left mouse button, and drag it to where you want to move it. It’s very simple. The blue line will indicate where the text will fit if you release it in a certain location. As in the image below.

7. Use the brush tool to quickly format

Last but not least, one of the great tricks of Google Docs is the formatting tool that can be used to quickly apply formatting to various selections of text.

That is, the painting tool helps to replicate a specific format for any other part of the content, in a very simple way. Check it out below:

Click on the edited text, then click the paint roller icon on the toolbar.
Finally, just select the text you want to apply the formatting to, and you’re done! The format is copied to the selected text in just two clicks.

Finally, was this article useful for you? Leave your opinion in the comments. Don’t forget to share this article with your friends on your social networks.

Take the opportunity to follow Organize na Pratica on Instagram, and to follow more amazing videos on the YouTube channel.

Reference material

YouTube Channel. – Personal and Business Productivity
Organize your Calendar Practically and Effectively using Google Calendar. – Click here to know more about it.
Organize na Pratica. – Courses

Tags Google Docs, Google Docs tips, Google Docs tricks, Google Drive

blog Video Tutorial

Google Drive Tips: How to delete hidden files

Post author By Organize na Prática Team
Post date October 1, 2020

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.

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.

Organizing Google Drive - how to create folders 1

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.

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?

Click here to know more about our courses!

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

Tags Google Drive, Google Drive documents, Google Drive tips, how to delete hidden files on Google Drive, video tutorial

blog Video Tutorial

How to convert PDF to Word using Google Drive

Post author By Organize na Prática Team
Post date September 29, 2020

The features of Google Drive are already used by many companies to optimize the routine. However, not all people know how to use their full potential. Accordingly, in this article, we will list three fundamental tips on how you can use Google Drive for business. And yet, stays until the end, because the third tip will teach you how to convert PDF to word using Google Drive in a simple way.

Introduction

Google offers the best tools for you to be able to work quickly and efficiently, including Google Drive, which offers numerous possibilities. And yet there are people who believe that all the possibilities are restricted to personal use only.

In addition to the cloud storage feature that everyone knows, it’s also possible to share and facilitate teamwork.

Google Drive also integrates with computer programs and other productivity software, making sure that all information and files are always synchronized and available for consultation in a few minutes.

In addition, Google Drive offers security settings when you need to share files and many other great features.

With that in mind, we have separated three tips to help you, among them, how you can convert PDF to Word with just a few clicks.

But first, let’s understand a little about the main features of Google Drive.

Main features of Google Drive

Before you check the tips, check out the list of the main features that are available on Google Drive. That way, you will be able to get organized and start using the system to your advantage.

Google Calendar: with this feature you can organize your appointments, set up so that your customers automatically schedule times with you. And yet, organize your daily tasks.
Contacts: through Drive, you can store and organize your entire list of contacts and corporate or personal emails. That way, you save local space on your computer or your cell phone and rely on Google security.
Drive: this cloud storage feature that everyone knows about is awesome.
Google Docs: text editor similar to Microsoft Word. With this tool, you can upload articles and even translate them quickly. In addition, it’s also possible to use the voice feature to save time and facilitate the capture of information in a meeting and even in a class, for example.
Google Slides: the best tool to create and edit presentations, similar to PowerPoint. With it, you can even cut YouTube videos to include in your presentations and make it even more attractive.
Google Sheets: similar to Microsoft Excel, create and edit spreadsheets and collaborate. It’s possible to share with up to 50 people by editing at the same time. Ideal to facilitate teamwork.
Google Hangouts – finally, it’s a tool for chat, video conferencing, and screen sharing.

Now that you’ve remembered the main features of Google Drive, check out the tips we’ve prepared for you below.

1. Form synchronized with spreadsheets to facilitate analysis of responses

Certainly, you already know Google Forms, and if you do, you may have already used it to facilitate some tasks in your company. But, do you know that it’s possible to generate a spreadsheet with all the requested data?

Who works with research and measurement of data can formulate a questionnaire using Google Forms and all the data will already be available in a spreadsheet that you can download in a few seconds. To learn this feature, follow the step-by-step below:

1. Open the file you want to extract the data from in Google Forms.

2. In the upper right corner, click the green icon.

3. Then just click on select answer destination. Choose the first option, click “create”. And your spreadsheet will automatically open in a new browser tab with all the answers tabulated.

2. Revision history

Are you in the habit of using Google Drive to facilitate collaboration and teamwork? Have you ever felt the need to have greater control over the edits that are made by your team?

This way, know that it’s possible to access the history of revisions and edits in the files that are shared between the team in Google Drive.

In addition, it’s also possible to revert the document to the latest version.

To access the review, just follow the three steps below:

1. As soon as you open your document, it will appear in the top bar when the last revision was made. For example: “last revision was made 7 minutes ago”.

2. Then, just click on this information, and automatically, the revision history will appear on the right side of the screen.

3. By clicking on the “three dots”, you can make a copy of the previous version simply and quickly.

3. Learn how to convert images or PDF to Word using Google Drive

In conclusion, this feature is interesting for you who receive scanned or PDF documents and need to transfer some information to a system or spreadsheet.

Google Drive allows you to include the article in the cloud and convert PDF to Word format, for example. See how simple it’s in just two steps:

Upload the file you want to convert to text.
Right-click and choose the option “Open with”, then “Google documents”, and seconds later, your file will open in text form so that you can copy only the information you need.

This feature is possible with PDF documents and even scanned images.

To learn this incredible resource, in practice, Mauricio Aizawa prepared an incredible video for you. Watch below:

Finally, in addition to all these features presented, one of the main advantages of Google Drive, for sure, is security. Cloud storage is practical, easy to use, and has all the security systems that Google offers.

And when purchasing one of the paid plans of G Suite, security becomes even greater.

What did you think about this content? Leave your opinion in the comments and share this material with your friends on social media.

Take the opportunity to follow Organize na Pratica on Instagram, and to follow more amazing videos on the YouTube channel.

Reference material

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

Tags G Suite, Google, Google Drive, Google Drive tips, Google Forms, how to convert PDF to Word, how to convert PDF to Word using Google Drive

blog Video Tutorial

Google Drive tips: for a practical routine

Post author By Organize na Prática Team
Post date September 23, 2020

Google Drive is a cloud solution that offers all the tools for you to do a lot of work and share important documents with the team. It’s also great for saving local space and having cloud services to organize your work, academic, or even personal environment. The system is intelligent and offers all the features to help productivity and make your routine more practical. With this in mind, we’ve separated some Google Drive tips for you, check it out.

Google Docs, Sheets, and Slides are just some tools offered and available on Google Drive to improve your workflow. But, do you know how to use the tool’s full potential?

So, check out below the best Google Drive tips. This way, you can increase your productivity and bring more practicality and agility to your routine.

1. Google Drive tips: Work Offline

The first tip is the most important, especially for professionals who always need to travel with their computers. Don’t let the lack of internet in the place prevent you from editing and creating files in Google Docs.

To activate this option, simply add the extension “Google Docs Offline”. Then just go to the document, access the option “file”> “make it available offline”. The document will ask you to update the page, and second, your file will be available for consultation and editing in offline mode.

Google Docs Offline - Extensions - Tip 1

2. Team collaboration

Do you have a job at school or college? Need to share a spreadsheet with your work team? Google Drive offers you this possibility.

Through the system, it’s possible to share a file with up to 50 people, so that they can edit at the same time.

No more losing the original file and start organizing to increase productivity and provide staff with more practicality.

To do this, just share your file by email. Moreover, to prevent the file from being lost, or shared externally, when sending, just uncheck the option “Editors can change permissions and share”. Very simple, isn’t it?

This is one of the most amazing Google Drive tips for professionals who constantly need to work as a team.

3. Download the app to make your routine easier

Using the Google Drive app is also great. The app offers the possibility to edit and create documents even without the need for a computer. This feature is ideal for editing files faster or sharing documents urgently.

Another interesting function is the possibility of taking a photo of a text, uploading the photo to Drive, and it will transform the letters in the image into a text file.

4. Speak instead of typing

Have you ever thought about transcribing a meeting?

Certainly, you speak faster than you type. So, have you considered using the Google Drive voice tool?

To activate the function, just go to “tools”, then “voice typing”. You can also choose the language in which you intend to dictate.

You will be amazed at the quality of the transcript.

5. Google Drive tips: Cut videos within presentations

Do you have an important presentation at school or at work to do? Want to present an interesting video to illustrate your speech, but don’t want to present the entire video?

Don’t worry. Because one of the most surprising tools of Google Slides is the possibility to cut YouTube videos within the presentation.

To do this, just follow the step-by-step below:

Add the video to the slide you want.
Right-click on the video.
Choose “Formatting Options”.
Automatically the Video Playback settings will appear on the right.
Finally, enter the beginning and end of the section you want to present.

6. Google Drive tips: Translation feature

Did you receive that incredible material in another language? Are you searching for important work, and have you found foreign materials?

Don’t worry, this is one of the most interesting Google Drive tips, especially for those who work with content, or for students.

Just save the file in Drive, open the document, go to tools, then just select “translate a document”, and the option will appear for you to create a copy of the translated document. Incredible, isn’t it?

7. Ensure security when sharing documents

Last but not least, this tip is for professionals who need to share documents with the team or with customers and want to ensure the security of this document.

Everyone knows that you can share any document, even a document folder, via the shareable link. What everyone also knows is that through the link, the person receiving the document is able to not only edit and share with others but also make a copy of the entire document.

Thus, to ensure the security of your document, Mauricio Aizawa brings two Google Drive tips that are incredible.

One for sharing, and the other for deadlines for shared documents. Learn in the following video, practically.

Finally, what did you think about this content? 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.

Finally, knowledge doesn’t stop here

Do you want to increase your Productivity and Organize your Personal and Business Routine using practical routines and templates?

Moreover, what about learning the essentials components to set a productivity routine? In other words, is the same techniques that help me to increase my productivity and bring efficiency to my days.

Click here to know more and to access our courses!

Reference material

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

Tags Google Drive, Google Drive documents, Google Drive tips

blog Video Tutorial

Google Drive: How to backup your files

Post author By Organize na Prática Team
Post date September 18, 2020

If you work online, you’ve probably heard about Google Drive and its many archiving possibilities. It’s an incredible tool used by thousands of people around the world. However, as with all technological innovations, it’s necessary to know how to use the tool correctly to avoid some errors, such as losing your files, for example.

With this in mind, we have prepared this tutorial to teach you how to back up your files correctly and safely. Thus, avoiding losing important documents and files for the functioning of your work. Check below.

Understanding Google Drive

Before you understand how backup works, do you know exactly what Drive is and how to use it?

Drive is Google’s cloud solution that offers a variety of tools to make your routine and your team’s routine easier.

In summary, the document (Docs), spreadsheets (Sheets), and Presentations (Slides) are part of Google Drive, which have evolved to offer the public the best online productivity tools.

They are efficient and allow you to easily create and edit documents from any computer, even your mobile phone. All you need is a Gmail account – free or paid.

Drive is completely secure. And because it’s in the cloud, it automatically saves your files while you’re editing. That is, if you ever lose your internet connection, you will not risk losing your document.

Certainly, Google’s tools are powerful. They have thousands of users due to the countless possibilities it offers its users.

However, few people know everything the company has to offer. Among them, the possibility of installing an application from the company itself to synchronize documents and files automatically to a computer.

Want to understand more about this synchronization? Keep reading.

Google Drive: how to sync files to your computer?

Do you want more efficiency and productivity to your routine? If you use Google Drive or Google Docs a lot, be aware that documents saved in the cloud can be automatically synced to your computer.

The application used to perform the synchronization and backup is from Google. See how simple it’s in just two steps:

Open the backup home page, allow the download, and install the Backup and Sync application.

Follow the directions and perform local sync with Google Drive.

That way, you ensure that all files created in Google Docs are automatically synced to your computer. That is, you have a replica to access at any time and from anywhere.

The advantage is that if you need to make a presentation, or need to open a file somewhere that does not have access to the internet, with the file synchronized on your computer, you can open and access it in a few seconds.

Another feature is that, through settings, if you save a PDF file, for example, on your computer, your document will automatically be stored in the cloud.

In addition, on your computer, synchronization will follow the same structure that you created in Google Drive to organize your files.

However, despite so many benefits, it’s necessary to take some precautions when performing the backup so as not to lose your files. Check out the next topic.

Don’t make this mistake when backing up

Even with all the possibilities that the tool offers, it’s necessary to be careful with the files created on the Google Docs page, which require attention when performing the backup.

For example, you created a document with all your customer data in a spreadsheet, and it was automatically saved to Google Drive. When accessing your sheet on the web you can see all the edits made by you, as well as all the information in the document.

However, if you go to the computer to access the same file, your file will not necessarily be complete.

After all, you may have subsequently accessed and edited your spreadsheet from another computer. Or you have allowed someone else, in another location, to edit and include the data in the spreadsheet. This way, the final document is only accessed through Google Drive, with your Gmail account. What you have on your computer is just a link.

So pay close attention to what you are going to read next.

When backing up your documents, there is no point in saving just the file on your computer, and deleting what is saved in Drive.

This is the mistake you should not make. Because this action can make you lose important information to do your job.

Then what should I do to backup the drive?

Surely, you must be asking yourself: I need to make a backup, if I can’t save the file that is on my computer, what should I do, anyway?

To perform the backup, you can perform it in two ways.

The first is going to the file and download it manually. And the second way is through the Google Takeout tool that allows you to save a copy of your documents and then perform the backup.

How about learning this whole tutorial in a visual and practical way? Watch the video below and absorb this knowledge even more so that you don’t make the mistake.

In conclusion, learn the essentials components to set a productivity routine using Google Calendar, Evernote, and Calendly.

Click here to know more about our course!

Knowledge doesn’t stop here

Organize na Prática offers content every week for you. So also read:

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

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

Tags Backup And Sync, Google Docs backup, Google Drive, how to backup your files