December 13, 2023
4 min read

The Ultimate Guide to Organising Your Google Drive

In this one, we dive into the best practices for organising your Google Drive to maximise efficiency and productivity. A clean drive is a clean mind - let's do it 💪

Creating a Folder Hierarchy

Creating a folder hierarchy is essential to effectively organise your Google Drive. Start by creating a main folder for each category or project you work on. Within each main folder, you can create subfolders to further categorise your files. For example, if you have a main folder for work, you can create subfolders for different clients or projects. This hierarchical structure makes it easy to locate and access files quickly.

Additionally, consider using descriptive names for your folders to make them easily identifiable. This will help you and others who collaborate with you to find files without confusion.

Using Color Labels

Google Drive allows you to use colours to visually organise your files and folders. Assigning colours to folders or files based on their importance, status, or category can make it easier to identify and prioritise them. For example, you can assign a red colour to important folders or files that require immediate attention, and a green colour to completed or archived items.

In addition to colours, you can also assign labels to folders to represent their contents or purpose. This can help you quickly identify the type of files within a folder, such as documents, images, or presentations.

Utilising Search and Filters

Utilising Search and Filters

Google Drive offers powerful search and filtering capabilities to help you find specific files or folders quickly. Take advantage of the search bar at the top of your Google Drive interface to search for keywords, file names, or file types. You can also use advanced search operators to refine your search.

Filters can also be used to narrow down your search results. You can filter files based on their type, ownership, modification date, and more. This can be especially useful when dealing with a large number of files and folders.

By utilising search and filters effectively, you can save time and effort in locating the files you need.

Example Search Operators:

Here are some examples of how you can use advanced search operators in Google Drive:

  • Find documents containing a specific phrase: Use quotation marks around the phrase. For example, searching for "meeting notes" will return documents that contain the exact phrase "meeting notes".
  • Exclude words: Use a hyphen (-) before the word you want to exclude. For example, searching for budget -report will return documents that contain "budget" but not "report".
  • Search by file type: Use the type: operator followed by the file extension. For example, searching for type:pdf will return all PDF documents in your Drive.
  • Search by owner: Use the owner: operator followed by the email address of the owner. For example, searching for will return all files owned by that specific person.
  • Search by date modified: Use the modified: operator followed by a date range. You can use various formats for the date range, such as YYYY-MM-DD or "last week". For example, searching for modified:2024-03-20..2024-03-27 will return all files modified between March 20th and 27th, 2024.

By combining these search operators with filters, you can create very specific searches to find exactly the files you're looking for in Google Drive.

Collaborating with Shared Drives

Shared Drives in Google Drive allow for seamless collaboration and file sharing within a team or organisation. Instead of sharing individual files or folders with specific people, you can create a shared drive and add members to it. This way, all members have access to the same set of files and folders, making collaboration more efficient.

Shared Drives also provide better control and management of files. You can assign different access levels to members, such as view-only or edit access, ensuring that the right people have the necessary permissions.

Whether you are working on a project with colleagues or managing files within a department, utilising Shared Drives can greatly enhance collaboration and organisation.

Automating Organisation with Google Drive Add-Ons

Google Drive offers various add-ons that can automate organisation tasks and improve productivity. These add-ons provide additional features and functionalities to enhance your Google Drive experience.

For example, you can use add-ons to automatically sort files into specific folders based on their content or properties. This can save you time from manually organising files and ensure that they are stored in the appropriate locations.

Additionally, add-ons can help with tasks such as bulk renaming files, generating reports, and integrating with other productivity tools. Explore the available add-ons in the Google Workspace Marketplace to find ones that suit your specific organisational needs.

We can help you leverage Google Drive add-ons, recommending you the best ones for your use case, allowing you to streamline your organisational processes and focus more on your work.

Ready to conquer your Google Drive? We can help! Schedule a free consultation with our Google Workspace experts! Just drop your email below and we'll get back to you asap!

Stay Social

© Cobry Ltd | 0333 789 0102
24 Sandyford Place, Glasgow, Scotland, UK, G3 7NG
167/169 Great Portland Street, 5th Floor, London, W1W 5PF
Privacy Policy

Care for a towel? 👀