Embedded Files
If left unmanaged your Google Drive can quickly become chaos. On this page you will learn some tips and tricks for better organizing your Google Drive.
If left unmanaged your Google Drive can quickly become chaos. On this page you will learn some tips and tricks for better organizing your Google Drive.
Organize your folders by school year
Organize your folders by school year
One of the easiest ways to organize your Google Drive is to create a folder for the school year. At the beginning of ever school year I create a folder for that year and label it with the school year (e.g. 18-19, 19-20, etc.) Everything that I create during that year is placed into that folder. Even if you do not create sub folders this will help with making sure everything is organized by school year.
One of the easiest ways to organize your Google Drive is to create a folder for the school year. At the beginning of ever school year I create a folder for that year and label it with the school year (e.g. 18-19, 19-20, etc.) Everything that I create during that year is placed into that folder. Even if you do not create sub folders this will help with making sure everything is organized by school year.
Bonus! Create two sub folders in your school year folder. One folder is for you and one is for the public. Share the public folder with your students/staff/parents so they always have access to all of your materials.
Consider using a common naming convention
Consider using a common naming convention
Like most Google products the search feature in Drive is super powerful. One way I have found to make it even better is to use a naming convention for your files. Naming conventions allow us to quickly see important information about a file before we even open it.
Like most Google products the search feature in Drive is super powerful. One way I have found to make it even better is to use a naming convention for your files. Naming conventions allow us to quickly see important information about a file before we even open it.
For example if I just called a Google Sheet Bell Schedule there would be no quick way to identify what year it is for or if I work at multiple sites what site it is for. Instead consider naming your file 19-20 My School Bell Schedule. By only looking at the file name you can quickly identify what the file is about, who it is for, and when it is for.
For example if I just called a Google Sheet Bell Schedule there would be no quick way to identify what year it is for or if I work at multiple sites what site it is for. Instead consider naming your file 19-20 My School Bell Schedule. By only looking at the file name you can quickly identify what the file is about, who it is for, and when it is for.
Organize your drive from inside a file
Organize your drive from inside a file
Google Drive defaults to placing everything in your top drive folder. Most people think that to organize your drive you need to go to the main drive folder to organize the files. In reality you can actually organize your files from within the file. Next to the name of the file you will see a star and folder. To move a file into a Google Drive folder click on the folder icon and then navigate to the folder where you want to place the file.
Google Drive defaults to placing everything in your top drive folder. Most people think that to organize your drive you need to go to the main drive folder to organize the files. In reality you can actually organize your files from within the file. Next to the name of the file you will see a star and folder. To move a file into a Google Drive folder click on the folder icon and then navigate to the folder where you want to place the file.
Create an archive folder
Create an archive folder
If the sidebar of your Google Drive is starting to feel crowded consider creating an 🗄️ Archive folder. Place any files or folders in your Archive that you still need but do not need to see on a daily basis. For example at the end of every school year or big project I move my school year folder to the Archive. Since the Archive folder is a regular folder in your Google Drive you can still view everything in it by navigating with the sidebar.
If the sidebar of your Google Drive is starting to feel crowded consider creating an 🗄️ Archive folder. Place any files or folders in your Archive that you still need but do not need to see on a daily basis. For example at the end of every school year or big project I move my school year folder to the Archive. Since the Archive folder is a regular folder in your Google Drive you can still view everything in it by navigating with the sidebar.
Use colors to quickly identify a folder
Use colors to quickly identify a folder
You can make your folders more colorful by right clicking on the name of the folder and then selecting change color. This is a small visual tweak but it can be a huge time saver!
You can make your folders more colorful by right clicking on the name of the folder and then selecting change color. This is a small visual tweak but it can be a huge time saver!
Use emojis to quickly identify a folder
Use emojis to quickly identify a folder
Adding an emoji to your folders in Google Drive helps you quickly identify a folder. To add an emoji to your Google Drive go to Emojipedia.org. Search for the emoji you want to use and copy it. Go back to your Google Drive, right click on the folder name, and then click on rename. Paste in the emoji you copied earlier. If you place the emoji at the beginning of the folder title it will place the folder at the top of your Google Drive.
Adding an emoji to your folders in Google Drive helps you quickly identify a folder. To add an emoji to your Google Drive go to Emojipedia.org. Search for the emoji you want to use and copy it. Go back to your Google Drive, right click on the folder name, and then click on rename. Paste in the emoji you copied earlier. If you place the emoji at the beginning of the folder title it will place the folder at the top of your Google Drive.
Create Workspaces
Create Workspaces
One of the easiest ways to create chaos in your Google Drive is to create a new file for everything. In my drive I have a Google Doc, Slide, Sheet, and Drawing labeled Workspace. If I need to quickly do something that I do not plan on saving I go into these files. Think of these files like a whiteboard where you temporarily record your thoughts or ideas.
One of the easiest ways to create chaos in your Google Drive is to create a new file for everything. In my drive I have a Google Doc, Slide, Sheet, and Drawing labeled Workspace. If I need to quickly do something that I do not plan on saving I go into these files. Think of these files like a whiteboard where you temporarily record your thoughts or ideas.
Bonus! Place links to your workspaces in your bookmarks bar so you can easily access them!
Adjusting a file url
Adjusting a file url
Force a copy
Force a copy
If you are sharing a template with someone you can force them to make a copy of the file by adding the word copy to the url. For example instead of sharing the url
If you are sharing a template with someone you can force them to make a copy of the file by adding the word copy to the url. For example instead of sharing the url
https://docs.google.com/spreadsheets/d/1zliZHxklqzODxAeLevawGVJioSzRAdezBx4zCc0Ce2o/edit?usp=sharing
https://docs.google.com/spreadsheets/d/1zliZHxklqzODxAeLevawGVJioSzRAdezBx4zCc0Ce2o/edit?usp=sharing
delete edit?usp=sharing and write the word copy after the/. Below is the completed URL.
delete edit?usp=sharing and write the word copy after the/. Below is the completed URL.
https://docs.google.com/spreadsheets/d/1zliZHxklqzODxAeLevawGVJioSzRAdezBx4zCc0Ce2o/copy
https://docs.google.com/spreadsheets/d/1zliZHxklqzODxAeLevawGVJioSzRAdezBx4zCc0Ce2o/copy
View before copying
View before copying
The force copy trick is awesome but it can cause you to have extra files in your drive that you do not need. If you receive a force copy link and want to preview the file before making a copy simply erase the word copy and change it to view. Doing this will open up the file as a view only document.
The force copy trick is awesome but it can cause you to have extra files in your drive that you do not need. If you receive a force copy link and want to preview the file before making a copy simply erase the word copy and change it to view. Doing this will open up the file as a view only document.
Add a file to multiple folders
Add a file to multiple folders
Ever have a file that you want to place in multiple folders? In your Google Drive click on the name of the file and then press Shift + Z on your keyboard. This will bring up a screen that says "Add to Folder". Use this pop up to navigate to the folder where you want to place the file and then click the green Add button.
Ever have a file that you want to place in multiple folders? In your Google Drive click on the name of the file and then press Shift + Z on your keyboard. This will bring up a screen that says "Add to Folder". Use this pop up to navigate to the folder where you want to place the file and then click the green Add button.
Keep running notes in one document
Keep running notes in one document
Every meeting, coaching session, etc. does not need a new Google Doc. Consider keeping a running log of all your agenda in one document. Doing this makes it easy for everyone to quickly find the correct agenda. You can make your agendas super fancy by including bookmark links. Below is a quick tutorial on how to insert bookmarks.
Every meeting, coaching session, etc. does not need a new Google Doc. Consider keeping a running log of all your agenda in one document. Doing this makes it easy for everyone to quickly find the correct agenda. You can make your agendas super fancy by including bookmark links. Below is a quick tutorial on how to insert bookmarks.
What tips or ideas do you have for the group?
What tips or ideas do you have for the group?
Google Sites
Report abuse