This is the transcript of the "Google Drive file management" video.
Speaker 1:
Welcome to part three of the Google Drive videos focused on file management. Before you start transferring your data into your cloud storage, it's crucial to have an organised workspace. Here are some steps to help you set up your Google Drive.
Start by setting up your main folder structure and naming conventions. Once set up, these folders will appear at the top of your My Drive space, individual files listed below. Organise your folders in a way that suits your needs. For instance, you might want to create a separate folder for different years, classes, management section, or different key learning areas. A good tip is to use numbers when naming your folders to keep them in a preferred order. And also include a Z Archive folder for sunsetting files and folders that are no longer needed. Other useful folders could include admin files, excursion and extracurricular activities, assessment data, as well as a shared space for student work.
Another handy tip is to use the breadcrumb trail at the top of the screen to easily navigate to different folders. You can also easily switch between the list and the grid view simply by clicking on the button at the top right of your screen to toggle between the two. Creating a Google Drive map document with the visible hierarchy of your folders might be a handy way to keep your Google Drive organised. To create a folder, click on the + New button in the top left-hand corner and select New Folder. Give it a name and then select Create. Alternatively right click on the file space and choose New Folder. And then follow the same steps as before.
To keep your files organised, it's good practise to start creating a document in the folder where you want it to be stored. This way you won't have to move it later. By following these steps, you'll have a well-organised Google Drive that will make managing your files a breeze. Clicking on the ellipsis will open up a pop-up menu. From here, you will be able to download your folder, rename it, share it with other people, organise it by changing colour or adding it to a shortcut. You can also find out more information about your folder, the details and the activity, and move it into the bin as well.
Clicking on the ellipsis next to a file, we'll open up a similar pop-up menu, with the addition of the ability to make a copy, seek approval, and also the ability to add the document to workspace. Google Drive allows you to store and edit just about any file type. Native Google files can be opened and edited by double-clicking on them. For Microsoft Word, Excel and PowerPoint, it's best to open and edit those files using Google Desktop Client. We'll cover this in more detail in a later video.
The quickest way to find files in your Google Drive is by using the search bar at the top of your screen. And our final tip looks at collaborative files. It is best practise to create those files in Google's Shared Drive space. This way, any member of the shared drive will immediately have access and editing rights to the document.
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