(whirring) - [Scott] Do you wanna get
more out of Google Drive? Do you wanna be more efficient when managing all of
your files and folders? Well in today's video, I wanna show you seven of my favorite tips and tricks to get the most out of Drive. Hello everyone, Scott
Friesen here at Simpletivity, helping you to get more
done and enjoy less stress. And let's get things kicked
off with keyboard shortcuts. And no, not all of the keyboard shortcuts, but two of the shortcuts
which I use frequently. The first one has to do
with renaming a document. Now of course, I could
open up the document itself and at the very top of that document I could go up here and
rename that document. Of course, when I'm managing my documents, I can just right click on it and I can come down here and say rename. But you know what? There's something that's
an awful lot faster. If you just hover over
or select something here and select N on your keyboard, N as in rename, you can rename
your document right here. Let's say, some questions for you, let's just hit N and boom, we
have this little rename dialog that pops up so you can rename
your files in an instant. The other one that I like to use a lot has to do with sharing. And of course we're
sharing files and folders with a lot of different people. I could select this and
then I could go up here and select the share
icon, I could right click and say share here as well. But, why don't I just hit
the period on my keyboard. As long as I've got it selected, it's gonna instantly open
up my sharing dialog here. One more time, here's
my test responses file, I'm gonna hit period, and boom, I can instantly go into
this sharing window. So, two great shortcuts
to make things easier and move around a lot quicker
and be able to do two things that you probably do a lot already. Now the second one has to
do with sharing as well. So why don't I open up this one here. Let me hit that period one more time so we can get our sharing window back up. And you're probably already familiar with how to share a file
with one or multiple people, but there's something here that
I want to point out to you. Let me just add someone
here as a test here. I'm gonna add a test account here. I could say notify, could add a message. Now here on the right hand
side we've got three options, we can allow them to be an editor, we can allow them to be just a commenter or we can allow them to just be a viewer. And in many cases I often only want people to be a viewer, why? Because I'm often sharing
things such as audio or video with people and I just want to
be able to share it with them but I don't want them to be
able to download that video because maybe it's just a
draft or something else. Well this is where you want to select the additional settings gear up here because here you're gonna get
two additional check boxes. The first one, we really don't care about unless we've made them an editor. But it's this second one,
viewers and commenters can see the option to
download, print and copy, that's gonna be checked by
default, but in my case, most often, I want to uncheck that option. I wanna uncheck that option
because when I send it to this person here I want
them to be able to watch it but I don't want them to
be able to download it and then therefore share it
perhaps with other people and that type of thing. So, if you want that
extra level of security, depending on what you are
trying to share with people, make sure to share that gear icon and you can always uncheck
this option down below. Now the third tip I'd like
to share with you has to do with something that you
may be a little puzzled by or maybe you've seen this within
some of your own documents but were curious as to
what it actually means. Here in the bottom right hand corner there's an interesting icon here, it's called the explore icon. And let me show you how it works. If you select this, what's gonna happen is you're gonna get a little window here, a little search window here. And by default it's gonna try and give you a few different suggestions. Now, I don't have a lot
of text in this document so these suggestions are
probably rather poor. But what it allows you to do
is to search your own documents but also the web. So for example, let me type in one of my other favorite tools, Trello. I'm just gonna hit enter here. And you can see I've got
three different tabs, so from the web I could go directly to the Trello Wikipedia page or I could go to the
Trello homepage directly from within this document. If I clicked on images,
I could go over here and find some images for Trello, in fact, I can just drag it
over right into the document. It's probably one of the
easiest ways to get images directly into your document. Or, the last tab here within
the explore bar, is Drive. Now it says that it doesn't find anything so I guess I don't have any other files that have the word drive in it. What if I try something like,
oh I don't know, maybe team. Okay, well there you go, I've
got a few different documents that have the word team in it
so I can go directly to them and reference them as well. So that explore feature
can be really handy. Again, it's gonna be in the
bottom right hand corner, it's this little star icon
and you can click explore. Let's go back to my file
and folder management here for tip number four. And this is something
that could make navigation of all of your files, and
especially your folders, very very convenient. So, I've got a very small example here, I've only got five
folders staring back at me but you probably have something
more like, oh I don't know, 30 or 142, staring back at you as well. Well, if there are common
themes amongst them or maybe if you want one of
these folders to stand out, why not change the folder
cover to a different color. So for example, for finance,
I can just right click here, say change color and maybe
because it's dealing with money I want to make it green. So now that really pops,
maybe if this is something that you know, gets
lost in the mix for me, or if I wanna find it that much easier. And again, if I have 50 or
100 different folders here, I can quickly go to finance. Maybe I want sales to be
something like a red color, I can select that red icon or maybe sales and marketing
work closely together so maybe I make them both red. However you want to group
your folders together beyond just their naming conventions, you can use colors to
sort of spruce things up and make navigation that much easier. Now the next tip on my list may
in fact just be my favorite. And the reason being is that you get to use this one outside of Drive. Let's say for example that
you are browsing the web and you come across an
image, such as this one, and I say to myself, oh,
that would go fantastic with this document that I'm working on or maybe a slide show
that I'm putting together, but I don't have my Drive tab open. And instead of going up
and opening up Drive, all I need to do is hover over that image, right click on the image and select save image to Google Drive. What this is gonna do is pop
open a little dialog box here. Now it's gonna give the actual name, right this is what this website has chosen to name this particular image. But before I close this dialog,
I can actually say rename it and so here I'm actually
gonna rename the entire thing, I'm gonna say, let's call
this a matches image. I'm gonna hit apply and I can hit close and now, when I go back to Google Drive, if I go to my top level drive
and we scroll all the way. In many cases you may have
to scroll all the way down to the bottom, you may
even have to refresh it if you're doing it immediately. But here, if I refresh my screen, you'll see at the bottom
I've got my matches image, so now I can take this,
I can manipulate this, I can put this directly into the files or the other types of
projects that I'm working on here within Drive. So even if you're browsing
somewhere else, remember, you can right click over an image and select save image to Google Drive. Now my next tip has to do
with finding a particular file or folder within Drive. Now remember, if you've got
a large quantity of files, sometimes the search bar
at the top of the screen may bring back too many results. And yes, it's true, you can
filter by the type of file that you are looking for but sometimes you've
got a much better idea as to where that folder is. So what you can do is for
example, let's say I know that the file that I'm searching
for is within development, all I need to do is right click on it and I can say search within development. Now, I'm still gonna use
the search bar up here, it's gonna open up that particular file, but I can go up to the search bar here and start typing in the
words that I'm after. And now, it's not gonna
bring back every single file or document that has team
within my entire Drive, it's only gonna search
within this file folder. So if you've already
narrowed things down, right, if you already have a
good idea as to where that file may be, you can just right click and say search within
that particular folder just to narrow down your search results. Now the last tip that I have
for you today is something that is not used often enough,
I don't think, in my case. And I've been using it a
lot more frequently lately, so I wanted to make sure that
I shared it with you as well. And that has to do with voice typing. All of our devices, whether it's mobile, whether it's our desktop or tablets, are doing so much better
when it comes to translating what we have to say. And Google Drive is no different. In order to use voice
typing, all you need to do is put your cursor where you
want to start and hit tools. And under tools, about
half way down, you will see that there's the option of voice typing. Now it's not going to initiate immediately but all we need to do
is click this button. And immediately it will
start to transcribe in real-time what I am saying, period. So you can continue to
write your documents the way that you want, period. And then you can stop and
edit them as you wish, period. Now when you're finished
all you need to do is click that big red button there,
over the microphone. And yes, you may need to
come back and do some editing and punctuation and that type of thing, but what I'm so impressed
with is how quickly, how quickly it transcribes
what I am saying and also how accurately
it happens to be as well. Well, I hope you enjoyed these tips and I'd love to hear from you next, what was your favorite Google Drive tip? And did I miss anything? What's one of your favorite
tips that you'd like to share with me and others here in
the Simpletivity community? Thank you so much for
watching and remember, being productive does
not need to be difficult. In fact, it's very simple.
