What is Google drive?

It is an online file storage system where users can store files in different formats in the cloud. They can access the files from the local computer if they have installed Google drive in the local computer or by using web application anywhere in the world. User can share the files to other persons and can let them either view the file or edit the file. Both of the users can edit the file at the same time from different location.

How much of free space is provided by Google drive?

For free users Google drive provides up to 16GB of storage.

Pros of using Google drive

Google drive provides 15GB of free storage.
People can access their files or folders from anywhere in the world by using it’s web application.
No need to carry a pen drive.
You can share files and can edit with another person at the same time.

Cons of using Google drive

Unlike external backup devices like pen drive or hard disk which you can view the offline, you still need to use internet connection to use Google drive.
When you share files with specific headers, images then it may not be shared correctly. When you open those files then they may be missing. If you have shared a file with text only then it is correctly shared and opened.

How to use Google Drive?

There are two ways by which you can use Google drive. One way is to download and install Google drive in your local machine and the second way is to use its web application.

Installing Google drive in your computer.

Log on the website below.

https://tools.google.com/dlpage/drive
googledriveinstallscreen
Click on “Download Google Drive” button on the upper right corner.
Now you will get a box where you have to accept the terms and conditions. You have to click on a put tick mark on the check box and click on “Accept and Install” button.

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Now you will be asked whether you want to grant permission for downloading or not. Click on “yes” and Google drive starts to download.

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Now after you have finished downloading and installing the Google drive you will get a Thank you message for installing Google drive and you will get the following screen.

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Now you can “Sign in” and start to use Google drive in your machine.

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Now first time you log into your Google drive account Google drive needs to create a Google drive folder in your machine so you will get the following screen for your information.

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If you want to send crash reports to Google then you can put a tick mark on the check box and click on “Next

Now you will get the following screen

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Now click on “Start Sync” and whatever files or folders you have uploaded to your Google drive account using its Web application will be synchronized and you can view them in Google drive folder in your computer.

googledrivesync

Using Google drive through its web application

Log into this website https://drive.google.com

googledrivewebapplicationNow enter your Gmail username and password and you will be directed to the following page.

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Now from here you can use Google drive for uploading, creating and sharing files and folder.

Creating a folder

There are two ways by which you can create a folder.

If you are using “Google drive” installed in your computer then you have to go the “Google drive” folder.

The easiest way is to double click on “My computer” icon on the desktop and you will get the following screen and if you look on the left side you will see “Google drive” folder.

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Click on the “Google drive” folder.

Now right click on the right area and select “New” and “Folder” from the list.” from the list.

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Now you will see a “New Folder” on your Google drive and you can rename it to your own choice.

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If you are using “Google drive” web application, then log into the Google drive web application by using your gmai username and password as mentioned above and you can see the following screen.

googledrivelogin

Click on “Create” button. Then you will get a list and select “Folder” from the list.

googledrivenewfolderwebClick on “Folder” and you will get a box for enter the folder name. After entering the name for your folder click on “Create” button.

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After this you should see the folder you have just created.

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Creating a file

There are different kinds of files you can create eg: document for Word file, Presentation for Power point, Spreadsheet for Excel file, form and drawing.

There are two ways to create a file by either using Google drive installed in machine or by using its web application.

If you want to create a file by using Google drive installed in machine then go to “Google drive” as mentioned above by double clicking “My computer” icon on the desktop.

Then right click on the right side and select what type of file you want to create. In this example I have created a Microsoft word document.

googledrivefilecreate

After you create a file then you can rename as you like.

The other way is to use the Web application for “Google drive

Log into your “Google drive” web application by using your gmail user name and password as mentioned above. Then you have to click on “Create” button.

googledrivenewfolderweb
Eg. If you want to create a Word file click on “Document”and you will get the following Word window.

gogoledrivefilecreateweb
After typing the necessary text click on “File” and then on “Share” or you can directly click on “Share” button on the upper right corner.
Now you will be asked to enter the file name.

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After typing the file name and click on “save” button.
Now you will be asked to share the file. You can share the files to yourself or to other friends and family and click on “Done
In this case you can click on “Done” button only and the file will be shared to yourself only.

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Now you should be able to see the file you have just created. Just click on “My drive” on the left side.

Uploading a file

There are two ways by which you can upload files to the Google drive.
If you have installed Google drive in your local machine then you can drive the files from anywhere either my document or desktop to the Google drive folder. Or you can copy and paste to the Google drive.
Double click on “My computer” icon on the desktop
You should see the “Google drive” icon on the upper left corner.

gogoledrivelocalmachine

Copy the file from either “My document” or “Desktop” or from any location where your file is located.

Open “Google drive” folder and paste there.

If you are using web application.

Log into “Google drive” web application by using your gmail user name and password.

Now from the left side click on the upload icon which is like a small arrow pointing up.

googledrivefileuploadwebIf you want to upload a file click on “Files“, then select the file and click on “Open” and your file should upload and you will see the uploaded file.

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If you want to upload a folder using Google drive web application then you can do so by using Google chrome browser only.

Use Google chrome browser to log into Google drive web application by using your gmail user name and password.

After that click on “upload” button.

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Click on “Enable folder upload“. Now you have to select the folder. Browse and select the folder and click on “OK

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Now the folder starts uploading and after it finishes you should be able to see the folder.

Sharing a file

With “Google drive” you can share files with other person and let them view, comment or edit. You can edit the file in real time situation i.e both of you can edit the file at the same time and see the editing being done even if you are in different locations.

Log into your “Google drive” account by using web application. Enter your gmail username and password.

Put a tick mark on the check box in front of the file or folder you want to share.

Now you can right click on it or click on “share” icon

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Now you will get the following screen.

googledrivefileshare
By default if you click on “Done” it is  shared to you only
If you want to share with others then type the email of the person in invite people box.

Now you can change the visibility option. Click on “change” right to the private from Who has access. You will get three types of visibility options:

i) public on the web   ii) Anyone with the link   iii) Private who has been access granted.

googledrivesharingsettings

Now if you select “Private” you need to enter the email address of the person whom you want to share and it should be a gmail address so that the other user can login and can edit or comment on the file.

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Click on “Can edit” drop down button and you can set the level of permission for editing, commenting or viewing only.

You can also see the two more options.

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If you put a tick mark on “send a copy to myself” after you share the file to another person a copy of the file will be sent to your gmail account also.

If you put a tick mark on “Paste the item itself into the email” then the preview of the file will be sent to the other people email address they don’t need to open the file itself.

After making the choice click on “share and save” button.

If you select “Anyone with the link” then you can share the file with any type of email address not necessarily gmail address but the other person will be able to view the file only. The process is the same as above.

Sharing as an email attachment

If you want to share any file as an email attachment so that the other person can view it directly then right click on the file you want to share. Select “share” and further more select “”

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Now you will get the following dialog box where you can enter the email address of the person to whom you want to send the file as an email attachment.

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Type the email address of the person to whom you want to send the file. You type the subject of the email and send a short message. You can also send the copy of the email to yourself.

The next setting is you can send the file in different format.

Click on Drop down menu from “Attach as ” and select the format as HTML, PDF, txt etc

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After making necessary adjustment click on “Send” button.

Deleting a file or folder from Google drive

You can delete file or folder in two ways.

The first way is to if you have installed Google drive in your machine, go to the Google drive folder. Select the file which you want to delete and then right click on it and select “Delete

The second way is to log into Google drive web application with your gmail user name and password.

Select the file or folder and right click on it and Select “Remove“, the file or folder will be removed.

Moving a File to a particular Folder

If you have files of different topics and you want to group them under certain folders then you can create folders of your choice.

Now you can do it in either two ways.

The first way is to go the “Google drive” folder if you have installed Google drive in your machine.

Then cut the file and open the folder where you want to move the file and paste  to it.

The next way is to use the Web application.

Log into the “Google drive” with your gmail username and password.

Select the file you want to move and then click on “move to” icon at the top.

googledrivemoveNow you can select the folder where you want to move and click on “move” button.

googledrivefilemove

 

The file will be move to the particular folder.

That’s it.