Hey Google, Tell Me About Google Drive

Google Drive is a secure and reliable, modern digital workplace. It offers effective long-term storage in which to share and collaborate, and protection against security threats such as ransomware and malware.

Information Services & Technology (IST) takes a deep dive into this popular tool to share tips to help you get the most out of Google Drive. We’re only just scratching the surface. If you’d like to take your Google knowledge to the next level, see which Google courses are right for you through the Technology Training Centre.


Prevent Others From Sharing Your Files

Share your files with only those you want to share with. Change sharing settings on your Google Drive files (Docs, Sheets, Slides, and more) and disable options to download, print, and copy when sharing files with others.

To prevent others from sharing your file while in Google Drive or editing a Doc, Sheet, or Slide:

  1. Click Share or Share Add people.
  2. In the bottom right, click Advanced.
  3. Check the box next to "Disable options to download, print, and copy for commenters and viewers."
  4. Click Save changes.
  5. Click Done.


Use Google Drive Files Offline

Want to review a document during a long flight or on the go but don’t have internet access? Not being connected to a Wi-Fi or mobile network shouldn’t prevent you from working in Google Drive. By enabling the Drive offline feature, you can view and edit Google Docs, Sheets, and Slides on a computer (Chrome browser) or mobile device (iOS and Android). Note, it is recommended to NOT enable this feature on public or shared computers.

To set up offline availability:

  1. In Google Drive, click the Settings button > Settings.
  2. Under the General settings, next to Offline, check the “Sync Google Docs, Sheets, Slides & Drawings files to this computer so that you can edit offline."
  3. If the Google Docs Offline extension for Chrome is not already installed, a prompt will appear. Click Add extension to install it.
  4. Click Done in the Drive Settings window.

To make a Doc, Sheet or Slide accessible offline:

  1. Go to Docs (https://docs.google.com), Sheets (https://sheets.google.com), or Slides (https://slides.google.com) and find the file you want to edit offline.
  2. Next to the file, click the More button ⋮ > Available offline.



Search Within a Folder in My Drive or Team Drive

Search for content in a specific folder in Google Drive. Select the drop-down in the search bar and choose the folder you want from the Location menu, or right-click on a folder and search within that folder. Only folders that are within your My Drive or within Team Drives can be searched.


Transfer Ownership of Files in Google Drive

By default, any file you create in or upload to My Drive will be owned by you. You can transfer ownership of your Google files and folders to someone with a Google Account.

When you make someone else the owner of a file, you won’t be able to transfer ownership to anyone, including yourself or permanently delete the file from Google Drive.

To change ownership:

  1. Using a web browser on a computer, open Google Drive.
  2. Click the file you want to transfer ownership to someone else.
  3. Click Share or Share Add people.
  4. Click Advanced.
  5. To the right of the person’s name, click the down arrow.
  6. Click Is owner.
  7. Click Save changes.

After you make someone else the owner of a file, you can still edit the file unless the new owner decides to change your access.


Information Services & Technology’s (IST) Between U and G series was developed to help you work effectively within G Suite for school or work. Learn more tips and tricks with Google's virtual coach - the G Suite Training Chrome extension. With G Suite Training, users are guided through tasks visually from start to finish - all without leaving the application.


Posted by Julie Keyser