Category Archives for Google Drive

7 Google Drive Tips & Tricks You’re Probably Not Using

  1. Use OCR (Optical Character Recognition) in Google Drive: OCR is a tool which can be used to convert text contained within various media platforms to text that can be edited in Google Docs.

    With a PDF document, this can be simply done by right-clicking a PDF contained in your drive, and selecting ‘Open with – Google Docs’. This will automatically copy the document into Google Docs where you can edit it however you like. For editing a PDF that was created using a photocopy, this same process applies (although it may not be quite as precise depending on quality).

    If you have an image of text taken with a camera that you’d like to convert into a Google Doc, you can do this exact same process. The OCR tool will recognize the text of an image contained in your Drive and convert it into a form which you can then edit in Google Docs. As with PDF’s created using a photocopy, the quality of this method will vary depending on the quality of the original image.




  2. Searching images in Google Drive: You can easily search any document, picture, or related file within your Drive by typing specific keywords into the search bar. The search can be of keywords which are actually contained within a file (titles, etc.), or actual visual descriptions of what is contained in the file. For example, if you need to recall an image of a car from your Drive, simply type in ‘car’, and Google Drive’s recognition technology will find and display the image for you. This will work for almost any general searches.
  3. Scan using the Google Drive App: With this feature, you can use the Google Drive app on your smartphone to scan and upload any physical text document to your Google Drive. To do this, tap the ‘+’ icon in the bottom left corner of your Drive application, and select ‘scan’. This will open your device’s camera which you can then use to scan a piece of paper, book, or other physical text document to be converted into a PDF, and uploaded to your Google Drive. It will be saved there where you can recall or edit the PDF at a later time. Google’s OCR capabilities are a great way to best utilize your PDF documents.
     
  4. Sending a PDF link (replace ending with ‘ export?format=pdf ’): If you’d prefer to send someone a PDF link instead of sharing a document with them for any particular reason, right-click on a document in your drive and select ‘share’ as you would usually share a document. Instead of adding Email addresses or names from your contact list into the section that’s displayed, go above and click on “get shareable link”, then click on ‘copy link’ where the bar comes down. This will copy the link to your document and allow you to paste it wherever you like. Before sharing this link however, you’ll have to make a slight alteration to the ending, so that the recipient is able to download it as a PDF. Where it ends ‘ edit?usp=sharing ’, you’ll have to delete this and replace it with ‘ export?format=pdf ’ which is listed above. This makes it so that the document is automatically downloaded as a PDF when the link is pasted into a search bar.
  5. Creating a new instance of a folder or file in Google Drive (shift + z):
    By creating a new instance of a file or folder in Drive, you can have the exact same item in two or more locations. While making a copy of a file creates an entirely separate and new version of the file, creating a new instance allows you to edit the exact same file from multiple locations.
    If you’d like to be able to edit a document from two or more separate folders, simply press ‘shift + z’ over the selected document and you’ll be asked where you’d like to send a new instance to. You’ll then be able to access and edit the exact same file from wherever else you like within your Google Drive. This can be done with any kind of file or folder. Keep in mind that if a file is deleted from anywhere in your drive, matching instances of that folder will also be deleted.
  6. Restrict file and folder access in Google Drive: To restrict certain actions from being performed on files or folders that you’ve shared with others, you can easily change the access and editing settings. To do this, simply right click on the file you’d like to restrict and select ‘Share’ as you usually would. Then go to the bottom right of the resulting tab and click ‘Advanced’. At the very bottom of this next tab, there will be two boxes which you can click in order to either prevent the changing of access by other users, or disable options to download, copy, print, etc..



  7. Setting expiration dates in Google Drive: To set an expiration date for either a file or folder in Google Drive is to restrict access after a specific date. To do this you’ll have first needed to share the file or folder with one or more other users of Google Drive. In order to set an expiration date, you’ll need to go into the advanced share settings of a file or folder. Here you’ll see a list of users whom you’ve shared the file/folder with. In line with their name and Email you’ll see a clock icon displayed; upon clicking this icon you’ll be able to set a date on which the user will no longer have access to the file or folder.

G Suite Training – Simple, Interactive Tutorials for Google Apps

Using G Suite Training
G Suite Training is an interactive tool offered by Google for use within Google Apps. It provides simple walkthroughs for specific tasks in most first-party Google applications (such as Drive or Docs) and is available as an extension on the Chrome Web Store. Once added, this free Chrome extension will appear in the top right-hand corner of your drive, offering you tips and tricks once clicked on. These come in the form of videos or audio recordings, and some will have interactive features as well. The lessons offer very direct and descriptive tutorials so that you may easily learn how to complete the desired task in a Google application.

As you navigate through different Google Apps, the G Suite Training extension will follow, and offer new specific tutorials relating to the page you are on. For example, if you start out on the Google Drive page, G Suite Training will provide you with tutorials regarding creating files, sharing documents, converting files, etc. If you were to then enter a created Google Sheets file, there would be available tutorials for collaborating on spreadsheets, using data for analysis, publishing a sheet on the web, etc. G Suite Training operates like this for most Google Apps. There is a search function available above the listed tutorials as well. This is present in each Google App you navigate through. It simply allows you to search the desired instructions for a certain task.

Perfect for Anyone
G Suite Training is a perfect tool to use for those who are new to using certain aspects of the web. It is ideal for children who are first learning to use services offered by Google, or even teachers who need a thorough explanation on the proper use of Google Apps. Senior citizens and non-native English speakers as well would find benefits in the simple, direct instructions that G Suite training provides. Overall, it is an excellent tool for all groups of people who are in need of an easy to understand instructional guide for using apps by Google.

 

Google Photos – Manage Your Memories

Free Storage With Google Photos
Google Photos is one of the most well known and effective ways of storing and managing photos. Even if you are not an android user, it only takes an existing Google account to get access to unlimited photo storage with up to 16MP photos and 1080p video. While you can always access your photos account online, Google Photos is also pre-downloaded on Android devices and is available for download on iOS devices. It is free to use, and syncs all photos and videos that you take on your phone with the online cloud storage.

Search Specific Images
Google Drive includes Photos as part of its connected applications, so all Google content will be kept close by. A unique feature to Google Photos is the ability to search through your photos via keyword. Google Photos uses an algorithm to sense what object or people are contained within each image. So when you search a keyword in your photo database, related images will come up. These include general image descriptions, as well as people or locations (for images that you took on holidays, etc. while using the location services). Faces will be recognized and used to categorize images as well, and can actually be used as another method of searching images. To do this, simply go into the search bar of Google Photos and select a recognized face. Pictures containing that face will then be displayed. This is a fast and easy way to find the exact photo you are looking for.

Compose Photo Presentations 
Google Photos offers some sharing and organizational features as well. You are able to create photo albums, collages, and simple animations with Google photos, then share them with anyone on your Google contact list. This is great for selecting and presenting photos to family or friends.

Free Up Device Storage on Mobile
On the mobile version of Google Photos, there is the available option to free up space on the device’s hard drive. This is done by deleting photos that are already backed up in the cloud, so no memories will be lost when freeing up space on your phone or tablet. For whatever reason, they are available for re-download at any time.

In Conclusion:
Considering the fact that all these features provided in Google Photos are free, it can be concluded that it is a must-have application for photo saving and organization. It is simple to use and provides everyday life application for everyone.

 

 

VideoNot.es – Take Perfectly Synchronized Notes on Any Video

Using VideoNot.es
VideoNot.es is a great online tool that can be used for taking notes while watching a video. It uses your Google Drive as a login and allows you to paste video URLs within the website. These videos can come from Youtube, Khan Academy, Vimeo, as well as other sources, and allows you to type notes simultaneously while watching a video. The great feature about this is that the notes you take will automatically be synced with the video at the time which you took them. They can they can then be recalled at any point to view alongside the playing of the video.

External Compatability
After finishing taking your desired notes, they can be saved directly to your Google Drive. A new folder will be automatically created for their storage once they are saved. Upon opening VideoNot.es files in Drive, you will be linked back to the VideoNot.es site where your video and notes will be stored. In addition, your notes may also be exported to your Evernote account (if you have one). In Evernote, they will be saved as a new separate note, where your points will be listed with their respective links to timestamps in the video. VideoNot.es is perfect in the way that it is almost universally compatible with these other productivity outlets.

Sharing
Featured also on the VideoNot.es dashboard is the Google Drive share button. Your content may be shared with anyone on your Google account just as if you were working on another Google document. Others can then view and edit your shared notes (depending on your share settings) just as you would any other document.

Overall,
VideoNot.es is an excellent tool to utilize in order to maximize productivity. It can have major application in the educational realm by both students and teachers but is also great for any productive person to get their thoughts organized.

Google Drive and OCR

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Optical character recognition (OCR) is a commonly overlooked feature in Google Drive.  Google Drive has the ability to open noneditable PDFs and images of text and convert them to a Google Docs for you to edit. This is a very easy feature to use within your Google Drive. Take a look at the short video tutorial on how to use OCR in Google Drive.