10 Google Drive Tips That Will Save You Hours Every Week

If you're simply using Google Drive as a repository for files, you're losing out on an enormous time-saving boon. From automation to advanced search tricks, Google Drive has serious productivity features at its disposal, many of which are hiding in plain sight.

In this post, you'll discover 10 useful Google Drive tips that will make you work faster, smarter, and better organized saving you hours a week.

Tip 1: Use Keyboard Shortcuts to Speed Up Navigation

Why click around when you can execute actions instantly? Google Drive comes packed with keyboard shortcuts that drastically reduce mouse usage.

Top shortcuts:

• Alt + C then T – Create a new Google Doc

• Alt + C then S – Create a new Google Sheet

• Alt + C then P – Create a new Google Slides

• Alt + C then O – Create a new Google Forms

• Alt + C then F – Create a new folder

Pro Tip: Hit Ctrl + / or Cmd + / (Mac) inside Drive to view the full list.

Tip 2: Color-Code and Organize Your Folders

Keep your Drive from becoming digital chaos. Assigning colors to folders helps you spot the right one at a glance.

How to Color-Code Folders in Google Drive

1. Right-click on the folder you want to color.

2. Hover over “Organize” in the menu.

3. Click on the color you like, the folder will instantly change to that color!

How to Add Emojis to Folder Names

1. Right-click the folder you want to rename.

2. Click “Rename”.

3. Open an emoji keyboard:

   • On Windows: Press Windows Key + . (period)

   • On Mac: Press Control + Command + Space

4. Pick an emoji and type your folder name. Example: 📚 School, 📁 Projects, 📝 Assignments

5. Click “OK” or press Enter to save.

Tip 3: Master Advanced Search Operators

Stop scrolling through dozens of files. Use search operators to filter results in seconds.

Examples:

• type:pdf – Find only PDFs

• owner:me – View only your files

• before:2023-01-01 – Files created before 2023

  
  

Tip 4: Use Version History Instead of Saving Duplicates

1. Open your Google Doc/Sheet/Slide that you want to review.

2. Click on "File" in the top-left menu.

3. Hover over “Version history” in the dropdown.

4. Click “See version history”.

5. A sidebar will open on the right, showing all saved versions with timestamps (and names, if any).

6. Click on any version to:

   • Preview what the doc looked like at that time

   • Restore that version if needed (there’s a "Restore this version" button at the top)

Tip 5: Download Files in Bulk with One Click

1. Hold Shift or Ctrl (Cmd on Mac) to select multiple files

2. Right-click → Click “Download”

3. Files will be zipped and start downloading

Tip 6: Use Google Drive Add-Ons & Extensions

Power up Drive with third-party tools. Head to the Google Workspace Marketplace to explore add-ons.

Favorites:

• DocuSign: Sign documents directly

• Lucidchart: Create diagrams in Docs/Sheets

• HelloSign, Trello, Grammarly, and more

Tip 7: Convert PDFs and Images into Editable Docs

Using Google’s built-in OCR, you can transform scanned PDFs or images into editable Docs.

Steps:

1. Upload PDF/image to Drive

2. Right-click → “Open with” → Google Docs

Tip 8: Comment and Tag Collaborators with @Mentions

Why it helps: Get quick feedback and notify teammates instantly.

How to do it:

1. Highlight text in a Doc, Sheet, or Slide

2. Right-click → Click “Comment”

3. Type @ followed by their name/email (like @John Smith)

4. They’ll get an email alert, and can reply or edit directly

Tip 9: Share Files with Anyone Using a Link

1. Right-click the file and click “Share”

2. Click “Copy Link”

3. Change the access to “Anyone with the link”

4. Share that link via email, chat, or any platform

Tip 10: Use Voice Typing in Google Docs

Dictate your documents instead of typing to save time.​

How to:

1. Open a Google Doc.​

2. Click on "Tools" and select "Voice typing."​

3. Click the microphone icon and start speaking.

Conclusion

Google Drive isn’t just your average cloud storage; it’s a dynamic productivity powerhouse just waiting for you to tap into its full potential. With handy keyboard shortcuts, color-coded folders, voice typing, and advanced sharing options, these tips can really help you streamline your daily tasks. Even if you only adopt a few of these features, you’ll find yourself saving time and keeping your files organized and easy to access.

Whether you’re a student, a remote worker, or simply someone who wants to stay on top of their digital game, mastering these Google Drive tricks will give you a significant edge in efficiency.

FAQs

1. Are Google Drive keyboard shortcuts available on mobile devices?

No, keyboard shortcuts are only available when using Google Drive on a desktop or laptop browser.

2. Can I recover accidentally deleted files from Google Drive?

Yes! Deleted files go to the Trash and stay there for 30 days. You can restore them anytime during that period by going to the Trash folder, right-clicking the file, and selecting Restore.

3. Do I need internet access to use Google Drive features?

For most features, yes. However, you can enable Offline Mode to access and edit files without internet. Go to Settings > Offline > Enable Offline Mode.

4. What file types can Google Drive preview and convert?

Google Drive can preview PDFs, images, videos, audio, MS Office files, and more. You can also convert PDFs, images, and Word files into Google Docs using the “Open with” → Google Docs option.

5. How do I stop people from downloading or copying shared files?

While sharing, click Settings in the share window and uncheck “Viewers and commenters can see the option to download, print, and copy”.