The Anatomy of Google Drive


  1. Create, Upload, & Organize

  2. File, Folders, & Search

  3. Details, Activities, & Drive Settings

  4. Account Settings & Google App Navigation*


  1. Create, Upload, & Organize



  1.  File, Folders, & Search


  1. Details, Activities, & Drive Settings






“Incoming” Folder is now called “Shared with Me” and Adding Folders & Documents to “My Drive” 

Tips on Finding and Sharing Files


  • Cannot find the file you are looking for in the “Incoming” folder?

    • Look in your email for a notification of the shared file

    • Search for the file using Google Drive search

  • DO NOT use the client in Windows or in OSX to move a shared file to “My Drive”

How to Transfer Ownership of a file


  1. Go to Drive or a Docs, Sheets, or Slides home screen.

  2. Open the sharing box:

    • In “My Drive”, click the name of the file or folder and click the  Share button in the top-right

    • In a Docs, Sheets, or Slides home screen: Open the file and click Share in the top-right corner of the file

  3. Click Advanced in the bottom-right corner of the sharing box.

  4. Click the drop-down menu next to the name of the person you want to own the file or folder.

  5. Select Is owner.

  6. Click Done.

Advance Search Terms


Option

Definition

Example

" " Quotes

To find documents that contain that exact phrase.

"match this phrase exactly"

OR

To find documents with at least one of the words.

tacos OR nachos

- Minus sign

Documents that exclude a particular word. So if you want docs that mention “salsa,” but not “dancing,” use...

salsa -dancing

owner: 

from:

Documents owned or shared from a specific person

owner:[email protected]

from:[email protected]

to:

Documents you shared with someone

to:[email protected]

is:trashed 

(in the new Google Drive)

Items that are trashed.

is:trashed

type:

Search by the type of document. This covers: folder, document, spreadsheet, presentation, pdf, image, video, drawing, form, script, and table.

type:spreadsheet

before:YYYY-MM-DD after:YYYY-MM-DD

Find items that were edited before or after a certain day.

before:2014-05-01 

after:2014-05-01

title:

Search by the item’s title.

title:"Conference 2014"


How to see total storage used

  1. Hover over your storage usage in the bottom left corner.

  2. Click Drive in the message that appears. You'll see all your files listed by file size.


How to view activity of “My Drive”


  1. Click My Drive in the left-hand navigation.

  2. If there is a specific file you want to see activity for, single-click on the file. Otherwise, to see activity for all the files in "My Drive," skip to step 4.

  3. Click the  button in the upper right.

  4. Scroll down in the box that pops up on the right-hand side of the screen to see activity organized with the most recent changes at the top.


How to Prevent Users from making shared files disappear from a shared folder


When you share a folder, lock down your shared folders to 'Can view' access only. If a user only has view access to a folder, they can’t remove or add files to it. This is the safest way to ensure someone doesn’t add or remove content from a shared folder.  If you need to give edit access to files within a folder, you can make the files within the ‘Can view” access only folder editable by changing the “Share” setting to “Edit” of each file within that folder.






Click here for access to the original document: Greenwood - Google Drive Tip Sheet