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Drive: Best Practices

Google Drive - Best Practices

  1. Get used to the new interface.  Drive, in the near future, will have a new interface and the old interface will no longer be an option. We might as well get use to the new interface now:
    1. Go to Drive. How do you get to Drive?
    2. If the option is available, select the blue box at the top that says Take me to the new Drive
    3. If not, click on the settings icon in the top right hand corner, and select Experience the new Drive:

  1. Organize your files strategically:
    1. If you share files with colleagues or other department members, perhaps make a folder called “Shared” for any folders or files that contain relatively public files or documents.
    2. If you want to sync files to your local hard drive, but you have some huge video or media files that you do not want to sync, perhaps make a folder at the top-most level called: “DONTsync”. Place here all of the files that you DO want up on Drive, but do NOT want on your computer.
    3. If you want to share more than one file with a person, put all of the files that you want to share into a folder. Then, just “share” the folder itself. The “shared” settings that are applied to a folder also apply to every file within that folder.

  1. Install and configure the Drive app.
    1. Click on the Settings icon and select Download Drive:
    1. Run through the installation process.
    2. Log in with your JasperNet credentials.

  1. Use the search feature frequently.  It is quick and precise, and it provides suggestions as quickly and intelligently as any other Google search feature:

  1. Name your files so that they are easy to search for.  Use a naming convention that would aid the searching process, not hinder it.  
    Ex. “Spreadsheet2014” could potentially describe lots of files and wouldn’t be something that you would think to Search for a few months later, but “Annual Report Fall 2014 Spreadsheet” would probably only describe one file and would allow you to pull up all of the annual reports from every year by searching for just the phrase: Annual Report.

  1. A double edged sword: Drive will actually allow you to have the exact same name for more than 1 file.  However, this should probably be avoided, because it may become hard to determine which of the duplicates was edited last.

  1. When someone “Shares” something with you, select the “Add to my Drive” option.


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Article ID: 2895
Tue 12/9/14 11:18 AM
Wed 8/2/17 11:47 AM