Top 5 Features of Google Drive - Google Workspace

all right guys let's talk about google drive there are five features that you need to know about when using google drive google drive can be a really powerful platform to share your files store your files and work collaboratively with your team as we jump in i do want to remind you if you haven't already go and hit that subscribe button or give this video a thumbs up it really does help me and support me in creating videos like this to help your business also if you ever want to catch me live i do stream every

sunday and thursday night on twitch and you can join me link in the description below there to chat live and tell me about the features that you like about google drive or anything else so let's go ahead and jump in so if you've already seen my office 365 versus g suite video you know that i'm pretty big fan of google drive uh if you haven't seen it there's gonna be a link right here when you have time go ahead and check it out um but let's talk about the first feature it's really just the terminology

between knowing what the difference between my drive and share drive so we're gonna go over that really quickly right now i'm gonna go over two things really quick so you have my drive and you have shared drives my drive is your files that you've started creating or stuff that's been shared with you that you've moved into my drive if you have shared folders they'll show up here if you have any personal files that you upload they'll show in here the shared drives is actually drives that your company owns so that's why you don't see this

part in a personal gmail account because these are drives that your company owns and they've shared with you uh so they manage permissions in these folders they manage everything here so if you do create a shared drive just remember that the company owns these files which is a great use case for team folders within your company and i would highly recommend using share drives if you don't to share files with your team rather than sharing a folder in my drive and then sharing it with your team share drives is much more efficient in that way

so the next two features are actually what make google drive very powerful and we're gonna go over both of them right now so the number two is file collaboration and number three is sharing a file with your team so you can collaborate so we're going to go ahead and jump in i'm going to show you both of those features right now a little bit is in google docs we're going to open up and you can do almost all of these in any of their different uh platforms google docs drawing presentation sheets so you can start

typing and what's really cool is that if this is a shared document you can have other people writing it at the same time as you so i'm going to show you how to share the file real quick so we're going to click share we're going to do our test user so they're an editor right now you can make them a commenter so they can only make comments and view the file or you can make them a viewer so they can't even make comments or edit anything in the file um but i'm going to make them

an editor and we're going to send it so now what's really cool is they're able to pull up the file and write in the file at the same time as you in the top right you'll see the little t for the first initial of the person's name and if you hover over it if they're in your org it tells you a little bit about them so you can see that if he starts typing or they they will show up on the screen and show you that test user is the one typing and if i'm typing

i can keep typing here what gets confusing if you both try to try to type at the same spot then it gets confusing and it kind of jumbles up the document a little bit so if you see somebody typing or hovered in this spot you typically don't want to type at the same time as them what's also really cool inside the document is you highlight anything you can add a comment and say hey test user what do you think about this should we change the wording and that you comment and they'll get since i tagged

them at them they'll get an email that says hey you have a comment it'll show them the comment and they can click on it to view the file and then they're gonna hit reply and it shows up on yours and then once a decision has been made you can go over click this check mark and it marks as resolved and you can see old comments in here if you ever need to the last thing i want to talk about a little bit is sharing with people without sending them directly so with a link you can

share with a link so if you click get link there's copy link you can say restricted and restricted is really only people that you've added above can get it this next one is the people in your domain uh so this is obviously my test one weird domain but these it's the people inside of your work domain so your co-workers can see it with the link if you click anyone with a link that means literally anybody in the entire world that gets a hold of this link can see this document so be really careful with sharing

that especially if it's confidential information you probably in most ucases use cases do not want to click this so i'm going to click our domain and i'm going to click done and so now if i want to i could click share and click copy the link and then i can share it with somebody and they will be able to view the document if you want them to have different permissions you can do the same thing as the other one you can give them viewer commenter or editor with the link so be careful with that also

if you don't want people to edit in your domain um don't give them editor permissions so defaults viewer if you want to increase permissions you can alright so we talked about sharing files we're going to hit the number the fourth topic which is shared drives we talked a little bit about it but we're going to go into more depth on creating a shared drive and managing permissions for it right now so let's hop over and talk about that feature we talked a little bit about shared drives but let's go ahead and go back to that

so if you do create a shared drive we're going to call it uh tech tips and this shared drive is only with one person but you can add since you created it you're the manager of the folder meaning you can give out permissions and assign people to it so this manages people at the upper main level of the shared drive so if i want to add my test user and i can give him content manager manager allows them to manage people content manager allows them to basically edit all of the files within the folders contributor

they can add and edit files commenter again they can only comment on the files in viewer they can only see it but they can't even comment on the files so i actually don't want to send this what i'm going to do is i'm going to create a new folder and call it test folder and i really only want and i really only want my test user to see this folder inside of here so i'm going to give him content manager of this folder and i'm going to send that i almost forgot in order for him

to see a folder inside of tech tips he does at least have to have viewer permissions on tech tips so we're going to add test user as a viewer and we're going to send it the important thing and what's really important here is you might want to set up new folders if you have to um because if i create a new folder that says not for test because he is a viewer on the root folder he's gonna see this but he won't be able to edit or comment or add any files or folders to this

folder but in this one since he's a content manager he will be able to if you're getting confused you can always reach out to us we can help you with this and set up your permissions or you can reach your own i.t department but i'm going to move on from here for now and finally feature number five is my favorite part of google drive it's definitely a google drive file stream so i'm gonna hop over onto my computer and show you really quickly where you can download it and how you can make files available offline

that's really important if you're going to be editing large video files or doing graphic design make sure you turn those files offline so you don't get weird errors as the file's loading up but the program is already expecting it to be there so let's hop in right now and i'll show you how to do that they have what's called drive file stream as a business you can download this so i'm gonna post this link in the description below um but you can scroll down and pick your windows or mac version and download drive file stream

and so what's going to do is you're going to go through a setup and log in and it's going to create your desktop a folder called google drive and it's going to show your my drive and shared drives here the reason it's called file stream is because it streams the files to your computer so they're always available if you're online if you want something offline i'm gonna go into my share drives i could right click on marketing and say drive file stream available offline what that would do and you can do this on files or

folders is it makes it always available even when you're offline and if you're working on really large files like doing uh design or video editing you have to have it available offline for that to work so this is one of my favorite features i love this feature so if you're not using it you probably should i just want to say thank you again for joining me uh i appreciate you taking your time and looking at these google drive features i really do hope that some of them help you out and working with your team if

you do have any other questions remember drop a comment below let me know and i will see you guys next time