Organizing under Google Drive [Exclusive Guide]

5:48 pm January 19, 20176956

tips

with Google Drive everyone to the possibility of organizing its tree according to its preferences. However it is interesting to know some concepts useful to make your storage Drive space a well-organized place in which to navigate easily.

to achieve this goal, you will find in this article for advice on the optimization of the Organization of your files and folders on the Drive.

is the best starting point create a folder structure consistent. You can manage files by ‘projects ‘.

create then a folder for each project and create subfolders for every aspect of this project .

create a folder by ‘project ‘.

creating a ‘sort’ folder

personally, for not that the root of my Drive is not a “shambles”. I prefer to store files of type to classify, to treat, to remove later, temporary or other in a specific folder.

this type of operation allows to have a ‘clean’ root and know exactly where is documents in ‘transition ‘. You can name this folder “Unclassified” or even ‘Temporary’ for example.

create a folder to store the items “unclassified / temporary.”

method to apply

  • create a folder “unclassified / temporary” to store all documents to categorize or those who have temporary vocation to your Drive space.
  • browse this folder regularly.
  • sort and store its content in the appropriate records as soon as possible.

avoid ‘big’ trees

in order to easily navigate your space, it is advisable to avoid to create trees with a large number of “subfolders”.

it is especially recommended to not to exceed 3 under levels (N1 → N2 → N3) . Beyond that, there is evidence that we may lose some time to browse our tree.

file and store the main records

in order to create a “coherent” path you can also choose the placement of files in the root of your ‘My Drive’ folder by specifying a number (1,2,3,…) or special characters (@, #,…).

customize the positioning of records.

under Google Drive you can simply change the color of a folder (example below) .

change the color of a folder under G-Drive.

codify your records

thanks to the change in color of your records, you can then codify them. Establishing a codification of folder you can easily find files and see more clearly during the navigation.

below examples of codification.

order of priority

you can use colors to define an order of priority, for example:

  • Normal : blue
  • means: Orange.
  • important: red.

allows you to quickly view the files that must be treated as a priority.

color-coded by priority records.

status

you can also use a coding by status (en attente, en cours, terminée…) . a simple visualization of the color remind you or you are on a folder, for example:

  • complete : green.
  • ongoing: yellow.
  • to do / waiting : red.

color of records by statutes.

project

you can also just use a color to set a particular project.

color of file by project

another concept to quickly find a document, apply a specific naming convention.

for example, by naming each document with the project or topic in square brackets.

example: “[Projet 1] Nom_Du_Document ‘ , or even with just initials ‘ [P1] Nom_Du_Document” .

thanks to this method, you are sure to find quickly all documents related to a project or a specific topic.

by project naming convention.

by subject naming convention.

when a document is shared with you, it can be difficult to locate, because it is not automatically added to your ‘My Drive’ folder.

when you need to work on a shared document (maintenant ou à l’avenir!) , always add it in one of the folders in your “My Drive” space.

to add a document that is shared with you in ‘My Drive’, select the document in the folder “shared with me” then right click on the file/folder to add, and click on “Add to my Drive”.  Learn more about sharing and collaboration with Google Drive .

Add the files “shared with me” in its Drive.

to quickly find files or folders, you can also use the present “Follow-up” menu in the Google Drive navigation area.

you can to apply a “shortcut” on your Drive, elements so that you don’t waste time browsing in the different levels of your folders.

This makes it interesting to use your current file/folder to follow-up and ongoing projects .

quickly find items from the tab “trackers”.

to add a document in the menu “followed”, you just make a right-click on the file or the folder and click on “Enable the follow-up” .

turn on tracing of something in your Drive.

this method is interesting with a limited number of follow-ups. Indeed, if you need to use your mouse wheel, that it is perhaps time to “domestic” because you have too many “followed” documents.

once you have found your ranking method, it is important to do cleaning regularly in your Drive. This in order to get rid of unnecessary items that monopolizes space unnecessarily.

to help you in this task, you can know the more bulky files on your Drive in clicking the little blue “i” (Accessible en passant la souris sur la partie «Acheter plus d’espace de stockage»).

the status of the storage of your Google account quota.

you will then have access to your account the more voluminous documents.

If you have more than 10 GB in on your Gmail e-mail, maybe it’s time for you to make the message in your mail box.

indeed, your e-mail is not a storage place. Take the time to categorize your documents to save in folders on your Drive or another storage place (Dropbox, iCloud,…). You may thus gain clarity and you will simply find your documents.

developed below boards you can find your ‘own method’ ranking . Indeed, each to a different vision of management and more specifically the “storage” of its data.

I hope in any case “tracks” developed in this article will have to win in clarity and efficiency. 🙂

do not hesitate to give me your opinion on the above proposals and make a de your methods of organizing in the comments.


sources: googledrive , flaticon

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