Google Drive for beginners: how to implement it into work

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Google Drive for beginners: how to implement it into work

7 minutes of reading

Google Drive for beginners: how to implement it into work

A detailed guide on optimizing corporate processes for those who have never worked with Google services before.

Content

Getting started with Google Drive
Google Drive Services
How do I integrate Google Drive into my work?

07.08.2024

Google Drive for beginners: how to implement it into work

Processes are faster and more efficient if they are digitalized. The most versatile and secure way to do this is Google Drive, a cloud data storage that combines services similar to Microsoft Office and iWork Suite. Files in them are created and stored on the Internet, and you can work on them simultaneously with colleagues from different devices.

In this article, we will tell you how to work more efficiently using Google Drive and how to start using it in your organization.

Getting started with Google Drive

The first step is to register or log in to your Google account. Go to the Google Drive website, log in to your account or create a new one — you will need to create Google Mail for this. All available services will appear on the main page of the site.

You can install Google Drive on your mobile device by downloading the app on the official website or in the app store (Play Market, App Store).

In Google Drive, you can:

Store your files in the cloud. To do this, drag them into the browser window or click on the "Create" button and select "Upload files".

You can create folders for convenient file organization.

So, you can open an Excel spreadsheet and continue working in it in Google Tables; a presentation in Google Presentations; a text document in Google Docs, and so on.

They will be stored on Google's secure servers, and you can open them from any device with Google Drive installed. The amount of free available space is 15 GB.

Hint

❝ Using different mail, you can create multiple Google Drives and switch between them. For example, for a better organization and a bigger place. ❞

Share files. Any document can be shared with colleagues via a link, setting up the access level – reader, commentator and editor.

To do this, enter the email addresses of the colleagues with whom you want to share the document and select the access level (viewing, commenting or editing). With the Editor level, other users will not only be able to view, but also edit your documents.

Access to the document can be requested. Then the owner of the file will receive a notification and will be able to allow or prohibit viewing or editing by a specific user.

It is convenient to create shared corporate files in the disk so that each employee can contribute their data or work on a project.

View changes in files. You don't have to worry about the safety of your documents when providing links to other people – you can always roll them back. Using the "Change History" button, you can track who worked on the document, when and how.

Up to a hundred people can work in one Google document at the same time!

Delete and restore files. This can be done both in the file itself and in the disk, and restored from the trash, where they are stored for 30 days.

The interface of Google Drive is simple and differs little from similar programs, which means it is intuitive.

Write comments and notes in documents. Select a text, photo, or cell and right-click. Then select the desired action from the list.
Use keyboard shortcuts. Keyboard shortcuts speed up any work with text, and Google has plenty of them. The list of hotkeys can be viewed by pressing "Ctrl + /" (for Windows) or "⌘ + /" (for Mac) in the file.
Integrate services with other services and applications. For example, Google Spreadsheets can share data with Google Forms.

To integrate one service into another, click "Extensions", "Add-ons", "Install add-ons", select the desired one and click "Install".

To not worry about saving. Google works online and saves all your actions automatically. To edit files in a Disk without the Internet, you will need to install the browser extension "Google Documents Offline".

Any function you need can be found by clicking the search button after opening the document.

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Google Drive Services

Now let's look at the specific Google Drive services that companies use most often in their work.

Google Docs

Google Docs is a service for working with text documents. Here, as in any text editor, you can insert pictures, tables and formulas, change fonts and intervals, check spelling, and so on.

Google Sheets

The equivalent of Excel in Google Drive. They allow you to perform all the basic functions of spreadsheets: data entry, formula counting, sorting and filtering.

Google Slides

Presentations are created and edited here. It has everything you need to create slides: templates, insert multimedia, graphs and diagrams, and even the ability to hold online meetings, although this feature is not free.

Google Meet

Google Meet is a separate free service for online meetings. It is convenient to hold business calls here: As in other online calling applications, you can use chat, change the background and communicate with a team of up to 100 people. Also – schedule meetings, include subtitles for them and broadcast your screen.

The meeting, as well as the files, are accessed and connected via a link.

Google Forms

Here you can create surveys and questionnaires to collect data. The answers are collected in statistics, but each of them can be viewed separately. The forms can be used to collect feedback, applications, and registration for events.

Using Google Spreadsheets, you can easily analyze the results of Form surveys and build charts and graphs.

How do I integrate Google Drive into my work?

1. Assess the needs

First, you need to determine which types of files you need to digitalize and who will have access to them. For example, work with text documents and tables for several departments.

The easiest way to start getting to know Google in Meetings is to log in to your Google account and figure out a few buttons. The interface will become more familiar, and it will be easier to start working with other services.

2. Train the staff

It's not difficult to master Google Drive, especially if you're not new to computers. One article, meeting, or tutorial video is enough to learn the basic functions and get started.

3. Configure the structure and access rights

Create separate folders for different departments and projects with the appropriate access rights for convenience and security. For example, marketing department employees may have full access to marketing files while other departments will only be able to view them.

4. Integrate other systems

If necessary, integrate Google Drive services with others. For example, the Disk can be synchronized with Gmail, Google Calendar and other services.

5. Keep working

Gradually, all work processes can be transferred to electronic form. It's easy, safe and convenient: the data is protected, will not be lost, and you can work with it from any device anywhere in the world with Internet access.

Conclusion

Google Drive and its services are widely used by companies and individuals around the world to optimize work processes. It facilitates the interaction of entire departments, accelerates the exchange of information and eliminates the risk of its loss.

You can start using the main tools – Documents, Meetings and Tables today. Integrate cloud file storage into your work and increase the efficiency of your team.

It is easier to maintain documentation with online tools. What about full-fledged support? The CODDY Programming School team helps its franchisees run their business – with or without Google Drive.