Google Drive has become a big competitor Microsoft Office 365 for both cloud storage and office software. One of the reasons for its popularity is that you can learn the basics very quickly.
While the basics can be easy to learn, many of the best features go unnoticed. In fact, there are dozens of features hidden in the Spreadsheets, Documents, and Google Drive menus themselves.
Whether you want to improve your productivity, learn how to search for files faster, or want tips for managing your cloud backups, Google Drive will be more powerful with some advanced Google Drive tips. .
Use advanced search tools
One of the most important issues you have when using Google Drive more often is finding files again. Fortunately, Google Drive has some advanced search features that you can use to locate files.
Click on search bar and click More search tools. You now have an extensive list of tools available to refine your search. For example, you can choose a file type, which includes everything from Photos and Slideshows to .zip files and folders. You can also search for owners, useful for finding shared content.
This is just the beginning. You can also filter the results for the last time the files were modified and also filter them by text that is inside the file itself. For example, if you wrote an article about a specific recipe, but only remember one ingredient you wrote in the article, you can find the recipe just by writing the ingredient itself.
Access your history and restore backups to Google Docs and Spreadsheets
Google Docs and Google Spreadsheets will be automatically saved as you continue working on your document. However, many people do not know that you can click All changes have been saved to Drive text to view and restore previous revisions.
Google Drive will automatically record all changes from the beginning of time, as long as you created the file for the first time in Google Drive. And with just one button you can restore previous versions. You can also scroll through the previous revisions and click on each to highlight any changes.
This can be useful for when you undo the old text you need again in the future or if you need to check for any information that has not been modified before. You can also click on any previous revisions and rename them to make them easier to find and manage in the future.
Restrict permissions to certain cells in Google Spreadsheets
It’s easy to share Google Spreadsheets and Documents files to help others. Just click File> Share> Get a shareable link. However, as soon as you set the permissions so that anyone with this link can edit your document, you can make changes to anything by default.
In Google Spreadsheets and hopefully in Google Docs in the future, you can manually block certain sections so that no one but the original owner can edit them. This can be very beneficial when you are working on a document with a large group, but you need certain intervals protected against accidental deletion.
To get started, right-click the area you want to protect, right-click, and then click Protect the range. From here, a new dashboard will open on the right side of the screen. Give a description to the range so you can understand what it is below and click Set permissions.
You can now set the range for the owner to edit, useful for fixed columns and rows. Or you can set permissions for specific people by email, useful if you want to block certain pages or rows for different tasks.
Create new content quickly with quick links
if you want to quickly create a document without visiting Google Drive and going through the user interface, you can save time by typing the following address in the address bar of your browser. Make sure you’re signed in to the appropriate Google Account before doing so.
- Doc.new – New Google Docs project
- Sheets.new – New Google Spreadsheets project
- Presentation.new – New Google presentation
- Sites.new – New Google Sites project
After using these links only once, they will reappear as suggestions when you type them in your browser’s address bar. Therefore, creating a new document can be as easy as writing D in the browser address bar.
Remember that if you want to organize your files a little better, you’ll need to move the document to a folder later.
Convert Word to PDF or PDF to Word
Once you’re done with a Google Docs document, you can easily convert it to a PDF. Just click File> Download> PDF. There are also many options here for other file formats, including plain text (.txt), an EPUB publication (.epub), and a Microsoft Word file (.docx).
You can also do this in reverse by uploading a .PDF file to your drive and then clicking on it to open the preview and click Open with Google Docs. The result you get in Google Docs will depend on how the .PDF file was created, but sometimes you can edit the text of the PDF and also edit other elements.
Sometimes the import may appear as a blank page. This usually happens if an image has been converted to a PDF. Once you’ve finished editing, just click File and choose an appropriate file type.
Create drawings or diagrams easily
It’s probably best to use a third-party tool if you need detailed graphics, but if you need to be fast, click Insert can be a quick way to create a drawing.
You are provided with the tools to draw, create basic shapes, add text, and import other images as well. There are even tools to change the position and size of shapes and align shapes to get symmetry. Once you’ve done that, you can click save and close and will be imported into your document. This feature is available throughout the Google Drive app suite.