Most likely as a busy business person, you are taking benefits of cloud computing for your business – accessing files as well as the programs on the web. The three major cloud computing options are Google Drive, One Drive and Dropbox. Each of the three have their pros and cons, and understanding which one is the best suit for you. Let us discussing about globe drive:
Why to Use a google drive
- Google Drive is a free program that is available completely online. (Limited online access is available as well.)
The primary programs available on Google Drive include:
Docs: A word processing program,
Sheets: A spreadsheet program,
Forms: The ability to create forms that people can fill out,
Slides: A presentation program.
- You can insert the forms on any website or blog, and can also just send link to other people. When the forms are filled out, the information ends up on a Google spreadsheet.
- In addition to the that, you also upload various different file types of files, audio file, video files, Images and so on.
- Also, there are various other apps that you can get (both free and paid) though the Google Chrome store. Although, not technically a part of the drive, but also other Google applications such as Gmail and Google Calendar are available in the same ecosystem, and when logged in to any of them, with a single click you can access all other programs without having to log in again.
- As is true with all these cloud based applications, that you can access everything from any computer just a single log in in any of the application, as long as you have an Internet connection.
- The programs are very easy to use, and have a great option if you need for Official purposes, but don’t have the money to purchase them.
- All the programs are great for collaboration on Google Drive. Here we are going to discuss a few ways you can use them for collaboration:
- Share docs, spreadsheets and other items with clients and team members
- When you share documents, you can also share your document or anything you want to share by just providing the link and with the specific users to whom you allow to access.
- You can choose read-only access to allow the users, or give permission to specific individual`s to edit documents
- Multiple people can also edit the documents simultaneously, but you can easily see whoever is editing a that document, and can also have live chats with others who are working on the same documents and at the same time as you.
- Your clients as well as the team members can also leave comments on documents. This is a one of the best feature, because if you want to get feedback on what you’re working on, or buy it from a client before you finish a project.
- Google Drive comes with ample storage (currently 15 GB) for free that is enough for users. This means you can store a data of around 15360 MB without running out of space. Moreover, the documents that you actually create from within Drive is not being counted in your storage limit. Most people won’t run out of free storage, but if you do, then you can purchase a storage of more than 100 GB that will cost you $1.99 per month.
- Since Google Drive is very popular nowadays, it integrates with various other programs, which adds to the convenience factor.
- In addition to that, Google is flexible to add and remove features at will, and often changes the programs fairly, which in turn result in a knowledge curve, sometimes when you least expect it.
How to Use a google drive
- SignUp in to the Google Drive website with your Google account, but If you haven`t created, then, firstly create a Google account. Then after creating it will allow you to store your files in the cloud, and also you can create documents and forms through Google Drive.
- Add files to your drive by two ways. Either, you can create Google Drive documents, or you can upload files from your computer. If you want to create a new file, then click on CREATE button and to upload a file, click on “Up Arrow” button next to the CREATE button.
- Use the navigation bar on the left side to browse your files.“My Drive” stores all your files and folders that you have uploaded. “Shared with Me” are used to share with you the documents and files that have been shared with you by other Drive users. “Starred” files are files that you have marked as very important, and “Recent” files are the ones that you have most recently edited.
- You can search using the search bar at the top of your page for documents and folders through your Google Drive. Google Drive will search through titles, owners and content. If a file founds with an exact title, it will appear under the search bar as you type so that you can quickly select it.
- You can download the Google Drive app for your device which allows user to access your files from your phone or tablet. The app is free all over the stores. But the app does not have all of the same features as the browser have.
- Click the create button to create any type of document that you want to create. You have several other options by default, and a lot more can be added by clicking the “Connect more app” link at the bottom of the menu:
Folder – This creates a folder in your My Drive for file organization.
Document –it creates a word processor document that is blank. You can format and set up a page using the tools and menus at the top of the document. You can export documents into Microsoft Word, and other formats.
Presentation –it opens the Google Drive that is equivalent of Microsoft PowerPoint. Files can be exported as Microsoft PowerPoint, JPG, and other formats.
Spreadsheet – it also creates a blank spreadsheet that can be exported as Microsoft Excel, OpenOffice, and other formats.
Form – It allows you to create a lot of forms that can be filled out online. Forms can then export to CSV files.
- Once you’ve selected the type of document, then you will be taken to your blank document. If you chose Form or Presentation, you will be greeted by a wizard that will help you configure the experience of your document
- At the top of the page, choose the italic gray text that says “Untitled -file type”. As soon as you click on it, the “Rename document” window will appear, that let you to change the name of tour document
- While writing your document as you would in its commercially-equivalent. Your document saves automatically as you work on it.
- If you want to make your file compatible with similar programs then click file and move your cursor over “Download As”. A menu will appear with the required format. Choose the format that you needs. Also, it will ask for to name of the file and download location. When the file is downloaded, it will be in the format you choose.
- You can also share your document by clicking File and select Share, or click the blue Share button in the upper right corner to open the Sharing settings. You can choose about choose who can edit and look for your file
Give the link at the top to the people you are sharing the file with. You can use the buttons below to quickly share via Gmail, Google+, Facebook, or Twitter.
Change who has access to the document by clicking the “Change…” link. By default, the document is private and you must invite people for them to have access. You can change this to allow everyone who has the link, or to open and searchable by the entire internet.
Invite people to edit your document by entering their contact information into the “Invite people” field. Invited users must sign in to Google Drive in order to access the document.
Change invited people’s access by clicking the blue link next to each to their names. You can allow them to edit the document or just be able to view it.
- If you have a printer installed or have access to a Google Cloud printer, you can print your documents. Click on the File menu and select Print from the bottom of the list.
Choose your print settings. You can specify which pages to print, as well as the layout of the page. Click Print to move to the next screen.
The print preview will open, and you can select your printer by clicking the Change button. This is useful if you are trying to access your Google Cloud printer at home while out at work or school.