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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

Knowing how to handle the daily flow of emails can be a big challenge. Especially for users who need to manage more than one email account at the same time. Thus, we have prepared this article to help you not only how to manage multiple email accounts, but also some tricks that will help you optimize and facilitate your routine with your Gmail accounts. Keep reading to learn.

The number of users using Google’s email service is increasing every day. This is because the company offers good resources not only for personal use but also for professional use. In addition, to the features offered – for example, the storage capacity – Gmail is simple and has an easy-to-use interface that draws a lot of attention, especially for free services.

In this sense, we have separated some tips to make your user routine even more practical. The last tip is the most important because this is where you will learn how to manage multiple email accounts simply and quickly.

1. How to remove your account from the login page

This first tip is more for your safety. Did you need to access your Gmail account from another computer, and don’t know how to remove your account from the login page?

So, to remove your account, just follow the step-by-step below:

Go to the Gmail home page where your account is connected.
If you are logged in, just go to the upper right corner, click on the profile picture, or on the initial of the name.
Then click “sign out”, or “sign out of all accounts”.
If you are not logged in, but your email address still appears on the home page, just click on “Remove an Account”, then just select the account you want to remove.

To illustrate, check out the image below and see how simple the process is.

2. Access Gmail Offline

If you need to travel frequently to places where there is no internet connection, be aware that it’s possible to send emails while you are offline.

In addition, it’s also possible to access messages when you don’t have access to the internet. Of course, the messages that are sent when you are offline you will only be able to access when you have connected. However, those urgent messages that have already been read, will be available offline too.

Also, know that it’s possible to send e-mail even if you are not connected. So, if you need to email to prevent you from forgetting to send it at another time, leave all the text ready, send it. And as soon as you are connected to the internet, your message will automatically be sent.

To activate this option, just follow the step-by-step below:

1. Open your email account and click on settings, on the gear symbol in the upper right corner. Then click on “see all settings”. As in the image below.

Offline Gmail - How to manage multiple email accounts

2. After that, just select the option “Offline”, activate the offline email, and configure it according to your need.

But be careful and don’t activate this option on a public computer, or on a computer that you don’t trust, because your messages will be stored on site.

3. Increase productivity with “drag and drop” tool

This is one of the features that will help you increase productivity when managing your email accounts. The “drag and drop” tool is practical and serves to bring more agility to your routine.

Do you need to, constantly, send multiple files by email to customers and suppliers? So, this feature is for you.

This way, know that you can drag and drop one or more than one file or image to attach them to a new email in a practical and quick way.

However, this feature works only on Chrome and Firefox browsers. It’s not available on Internet Explorer.

4. Organize your messages by categories

This tip is for every user who receives several emails from customers and suppliers and has difficulty finding the emails when they need them.

That way, know that it’s possible to organize your messages through categories and labels. And it’s a very simple feature. Follow the step by step below and see how easy it is:

On the left side menu, find the “categories”. Then click on “manage labels” or “create new labels”. Then just organize in the way that is best for you to find your important messages.

That is, if you receive many payment vouchers, create a category called “vouchers”, and create subcategories according to the receipts. Use your creativity to manage your email accounts easily.

5. How to manage multiple email accounts

In conclusion, this tip is for users who have two or more emails and need to manage them daily.

If you are this user, know that it’s possible to open multiple accounts at the same time, in the same browser, without having to log out and log in again every time that you need to access an email.

Moreover, this feature facilitates access to Drive and Google Docs, for example, in a very simple way through basic settings.

To learn this incredible resource, Mauricio Aizawa, a productivity expert, has prepared a video so that you can access this tip, in practice. Check out the following video:

Finally, was this content useful to you? Leave a comment, and don’t forget to share this material on your social networks.

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

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 about 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