Most of us have Gmail accounts and therefore have access to Google Workspace's suite of free applications. Today, I want to talk about one of those applications - Google Drive. Specifically, Drive for Desktop.
Difference between Google Drive for Desktop and Google Drive on the web
Unlike Google Drive on the web, which stores various files and can only be accessed via a web browser, Drive for Desktop sits locally on your computer and grants your Google Drive access to any files you want to access anywhere. Drive for Desktop lets you sync files from your personal computer to your Google Drive and vice versa.
Why use Drive for Desktop?
Drive for Desktop is great for uploading photos instantly and storing working documents on the cloud when you are not working on them. If you start working on a document on your computer, your progress is saved automatically and you can resume your work on another computer in another location without having to drag the document into Google Drive on the web. You might think: "Well Shem, I use Google Docs on the web so I do not need Drive for Desktop" and you're right. If you only use Google Workspace for work and personal files, then Drive for Desktop is redundant. However, if you want to access Word Documents, PDFs and other file formats outside Google Workspace, Drive for Desktop is your friend.
Let me show you how to set up Drive for Desktop and sync any desired folder on your computer to your Google Drive account so you can access the folder and the contents therein from anywhere.
Step 1. Organize the files on your computer
Select the folder on your computer you want to sync to your Google Drive. If you are the kind of person whose desktop looks like a street carnival of files, then consider this your intervention. I recommend a digital cleanse where you establish a filing system and store your files based on how your life is organized. Here's a video that might help. Once your folders and files are ready, you are ready for the next step.
Step 2. Download and install Drive for Desktop on your computer
Download Google Drive for Desktop and follow the prompts to install it on your computer. Once the installation is complete, you can find the Google Drive for Desktop icon either at the bottom or top of your screen for Windows PC and Mac respectively.
You will also see a physical Google Drive virtual drive in your File Explorer or Finder.
Google will ask what account you want to use. Use whichever one you store your files with. If you have multiple accounts, Google lets you easily add another account, which will make two separate virtual drives in File Explorer or Finder for easy identification.
Step 3. Sync your folder with Drive for Desktop
Once everything is installed, Google will ask you to choose between two options: Mirrored files and Streamed files. Mirrored files are stored both in the cloud and locally on your computer. This means that if your device is not connected to the internet or you just want to access Google Drive offline, you can open your files and continue working with them. (Avoid this option unless you know what you are doing)
Streamed files will store specific local files on your computer in the cloud. Using the streamed files option will save space on your computer. Streamed files are only stored in the cloud but will update automatically as you change them locally. I recommend you select Streamed files.
After selecting Streamed files, Google will ask you to add a folder. Select the folder you created in Step 1, check "Sync with Google Drive" and click "Done". If your folder contains photos, you can do nothing and proceed as is, or create a separate folder for your photos, repeat step 3, check "Back up to Google Photos" and click "Done".
Once you click "Done", Google shows you all the folders you want to sync. If it all looks good to you, click Save. Your files are now synced to Google Drive!
Note:
Do not sync files from Google Drive to your computer, as this will take up space on your computer
Beware of your data limit on Google Drive of 15GB. This space is enough for the average person. Especially if you do a digital cleanse at least once a year to delete any files you do not need anymore.
Conclusion
I cannot tell you how many times I have needed to urgently access an updated version of my resumé or some Excel sheet I was fidgeting with on my laptop but I did not have my computer. Drive for Desktop will make you a lot more efficient and allow you to comfortably leave your computer at home knowing your most up-to-date work is accessible anywhere you go.
Have a good week!
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