Drive basics

What can you do with Drive?

With Google Drive, you can store all your files in the cloud, including photos, Microsoft®Word® documents, Excel® spreadsheets, and more. You can also make changes to a Word file using Google Docs, or convert your Word files to Google Docs, Sheets, or Slides.

You can open your files from your computer’s Drive folder on the desktop or from your browser. Files you create with Google Docs open in your browser or mobile app. Other files in your Drive folder will open in their regular applications (like Adobe® Reader® for PDF® files) on your computer.

This section covers the basic of Drive. If you are looking for information about Team Drives, you will find it here.

If you don't know what type of data to put on what type of Drive, please read the instructions on this page.

What you need:

Google Workspace account & 10 minutes

1.2 Store files using a desktop sync client

If you like to open and work on files from your desktop and also store them in Drive, install Google Drive for Mac/PC. This desktop sync client is convenient for storing a large collection of files that would otherwise take a long time to upload.

(If you decide later to uninstall the client, your Drive files won’t be affected and can still be accessed from Drive on the web.)

Google Drive for Mac/PC is only available if your Google Workspace administrator has turned it on for your organization or team.

To use the client, you install Drive on your computer, which creates a desktop folder named Google Drive. This folder works like any other folder on your computer, except that anything you put in it automatically syncs to the web and to any other devices with Drive installed.

Install Drive on your computer:

1. Go to the Drive download page.

2. Click on Download & install Drive File Stream and select Mac and PC.

3. Choose a destination for the installation file, click Save.

4. Open the file and follow the instructions to install Drive.

Move files to the Drive desktop folder:

Now that you’ve installed Drive on your computer, you can store files right from your desktop.

1. Decide which files you want to store in Drive.

2. (Optional) Organize the files in folders the way you want them to appear in Drive.

3. Move the files and folders into the Drive folder on your computer. From now on, these files exist in the Drive folder and are synced with other devices that also have Drive installed.

If your Internet connection breaks or you need to go offline in the middle of a sync, Google Drive for Mac/PC picks up where it left off when you’re back online.

1.3 Upload files from your phone or tablet

You can also use the Drive app to store files on your Android or iOS device. (If you decide later to uninstall the app, your Drive files won’t be affected and can still be accessed from Drive on the web.)

1. Depending on your device, choose one of these options:

   1. • Android phone or tablet: Tap Google Play .

      • iOS devices: Tap App Store .

2. Find and install the Google Drive app.

3. Open the app containing the file you want to upload, tap Share, and then tap Drive.

2.1 Check your sync status

On the web: 

When you see Upload complete, your files have uploaded successfully and can be accessed in any browser or device that has Drive installed.

On your computer: 

Dragging files to your Drive folder automatically syncs them with Drive on the web (though it might take a moment for files to sync).

Files with the "autorenew" symbol, haven’t been synchronized to Drive yet.

Files with a check have synchronized successfully and can be accessed from Drive in any browser or from any device with Drive installed.

2.3 Access your files offline

Chrome browser only

Internet outages and long plane rides shouldn’t prevent you from working in Drive.

Set up offline access so that the next time you don’t have Internet access, you can view Google documents, shuffle folders around, and edit files stored in your Drive folder.

1. In Drive, click Settings settings and select Settings.

2. In the Offline section, check the box.

3. Click Done.

Note: To make sure other people can’t see your files, set up offline access on computers that only belong to you.

3.1 Preview and download stored files

To take a quick look at a Drive file, right-click it and select Preview.

In the overlay, you can:

• • Scroll through your file.

  • Click Left arrow or Right arrow to preview your previous or next file in Drive.

  • Click View all items to select and preview another file in Drive.

  • Share your file with others.

  • Print your file.

  • Open your file to edit it.

  • Click Download file_download to download your file.

  • Click Close close to exit the preview.

  • Click Add to My Drive to add the file to My Drive.

  • Click More to rename a file or if it’s in My Drive, move it to another folder.

To save a file to access later, download it one of the following ways:

• • From the preview screen, click Download.

  • From Drive, select a file, click More, and select Download.

3.2  Open your files

On the web:

In Drive, double-click the file you want to open.

On your computer:

• 1. Click Drive File Stream.

  2. Click Open Google Drive.

     •  Files in your Drive folder created by Docs, Sheets, Slides, or Forms open in your browser.

     • Other files in your Drive folder open in their regular applications on your computer.

3.3  Update Drive files

On the web:

To manage versions of files that weren’t created in Docs, Sheets, or Slides:

• • 1. Right-click the file and select Manage versions.

    2. Click Upload new version and select a file from your computer.

    3. When the new version is done uploading, click Close.

Now you can keep all of your drafts in a single file

On your computer:

To update a file, just open it from your computer’s Drive folder. Make your changes, and they’ll automatically sync with Drive on the web.

It works the other way around, too. Changes you make in Drive on the web sync back to your computer. Your files and folders are now up to date everywhere.

3.4  Delete your files

If you remove a file you own in Drive on any device, it is automatically removed from Drive on all of your devices and on the web.

Note: Removed files you own are moved to Trash in Drive and still count towards your total storage, until you permanently delete them on the web.

On the web:

Select the files or folders you want to remove and click Remove delete.

Delete files permanently: To permanently delete a file when you’re in Trash, select the file and click Delete forever. To permanently delete all your Trash files, click Trash and select Empty trash.

On your computer:

Just select the files or folders you want to remove and delete them as you would any other file on your computer.

3.5  Restore deleted files

If you change your mind, you can restore removed files to Drive.

On the web:

From your Drive’s “Trash”, select the files you want to restore and click Restore.

On your computer:

Files you remove from your computer’s Drive folder go to your recycling bin. You can restore them as you would any other file on your computer.

Note: Files restored from your computer’s recycling bin re-sync to Drive as new files. On the web, you see the restored file in your My Drive folder; a copy of the removed file stays in “Trash”.

4.1 Create folders

Any new folders you create in your computer’s Drive folder or in Drive on the web automatically appear on your devices so that you’re organized everywhere.

On the web:

Click New and select Folder.

On your computer:

Create new folders in your computer’s Drive folder the same way you create other folders on your computer.

4.2 Move files to folders

Organize your Drive files by moving them to folders.

On the web:

Move a file in My Drive:

• • 1. Select the file.

    2. Click More > Move to.

    3. Select the folder and click Move here.

You can also drag files and folders to a folder in My Drive on the left.

Organize files in the Search results, Recent, Starred, Shared with me views:

Note: If you move a file under Shared with me, it only moves your copy.

• • 1. Select the file and if it’s not in My Drive, click Add to My Drive.

    2. Click Move to, select the folder, and click Move here.

Make a copy of a shared file: 

• • • 1. In Shared with me, right-click a file and select Make a copy.

      2. (Optional) To move the file: 

         1. In the pop-up window at the bottom, click Locate.

         2. Right-click the file and click Move to.

On your computer:

Select the files you want to move and drag them to any folder in Drive, the same way you’d move any other file on your computer.

4.3 Star important files and folders

On the web:

Flag important files or folders to find them quickly later. Just right-click a file or folder and select Add star.

To see all your starred files and folders, in the left sidebar, click Starred.

4.4 Search and sort your files and folders

On the web:

It can be difficult to browse through hundreds of files just to find the one you need. So, try searching Drive instead.

In Drive’s search box, type a word or phrase. To help you search faster, Drive suggests search terms as you type. Click one of the suggestions to open it, or click Search to see a list of results.

Search for files or folders in Drive: 

• • • Advanced search options: In the search box, click the Down arrow to see the search options. Choose any option or combination of options to filter your results further.

    • Sorting options: Click Sort options to sort files in any of these ways:

    • Last modified—See items that were recently modified by anyone (not just you). This might help you keep track of things that your collaborators have recently changed.

    • Last edited by me—See the files or folder that you’ve changed.

    • Last opened by me—Find files you recently opened, regardless of whether you’ve edited them. This is a great way to get back to items you were recently viewing, if you accidentally closed a tab in your browser, or if you didn’t bookmark something.

    • Name—See your files in alphabetical order.

5.1 Share files and set access levels and visibility

On the web:

Share a file you own or can edit:

• 1. Select the file or folder you want to share.

  2. Click Share.

  3. In the Share with others box:

     1. Enter the email addresses or Google Groups you want to share with.

     2. Choose what kind of access you want to grant:

        • Is owner (Files you own only)—You can make someone else the owner. You still have edit access, unless the new owner changes your permission.

        • Can edit—Collaborators can add and edit content as well as add comments.

        • Can comment (Select files only)—Collaborators can add comments, but can't edit content.

        • Can view—People can view the file, but not edit or add comments.

     3. If you want to control how visible your files are to other people, such as keeping them completely private or allowing anyone on the web to see them, click Advanced > Change and choose an option. The options available will depend on your admin settings for your organization.

  4. Click Done.

Everyone you shared the document with will receive an email notification. After you've shared a file, you can get the link by selecting the file and clicking Get shareable link link.

Stop sharing a file or folder you own:

1. In Drive, select the shared file or folder.

2. Click Share.

3. At the bottom, click Advanced.

4. Next to the person you want to stop sharing the file or folder with, click Remove.

5. Click Save changes.

5.2 How to change owners

1. Open the homescreen for Google Drive, Google Docs, Google Sheets, or Google Slides.

2. Click the file you want to transfer to someone else.

3. Click Share.

4. Click Advanced.

5. To the right of a person you've already shared the file with, click the Down arrow .

6. Click Is owner.

7. Click Save changes.

After you make someone else the owner of a file, you can edit the file unless the new owner decides to change your access or if you have removed yourself from the file.

5.3  View Drive activity

On the web:

Keep track of changes to items created in or uploaded to Drive, such as:

Activity tab:

• • • Who uploaded, copied, moved, or removed the item. 

    • Who shared or unshared the item.

    • Who commented in, edited or renamed the item.

    • People affected by the change.

Details tab:

• • 1. At the top of the Activity pane, click Details to see information and changes, such as: 

       • File type and owner.

       • Folder size and number of items.

       • Person who last modified, created, or opened the item.

    2. Click Edit to add a description of the item. 

5.4  Collaborate with Docs, Sheets, Slides, and Forms

On the web:

In Docs, Sheets, Slides, and Forms, you can work together in the same document in real time. Commenting on any file brings a conversation into context so you avoid back-and-forth email and lost time.

Just click New and select one of the file types below. Now all you need to do is share the file with your team to collaborate on a draft or key issue.

6.1  Set a time limit to your sharing

• Within Google Drive access the sharing settings for a selected file or folder.

• This can be for a single item or many items selected together

• Right-Click on a file in the Drive view

• Also available via the Share button in a Docs/Sheets/Slides etc. editor

• A drop down menu will appear, within the drop down, click Share

• The Sharing settings window will pop-up

• Click on the Advanced option (lower right corner of the pop-up-window) or you can click on the names of the shared with people.

• With your mouse rollover a user listed with sharing rights

• An icon of an Stopwatch will emerge (in pale grey)

• Click the Stopwatch icon to reveal the Expiry dialogue

• Here you can select the number of days until the sharing rights are removed, simply choose from the following:

• 7 days

• 30 days

• Custom date… (allows you to select a date)

• Cancel expiry

• Once you have made your selection click the blue Save changes button (bottom left)

Note:

Users with sharing rights with an expiry already set show the Alarm Clock icon in the Sharing settings window Advanced section. Simply rollover the icon to reveal the expiry setting.

For users with Edit rights on a file require that you reduce their level of access (to Comment or View) in order to set an expiry date.