In the Google Drive help forum, I noticed a question which asked about turning off Google Drive Quick Access View. What quick access view does is provides a row of the latest edited files. The row sits at the top of the drive. Its purpose is to provide an easy way to find those files a user edits last edited.
Recently this question has come up quite a bit in the help forums and I wanted to share an easy work-around. One of the beauties for using Google Drive and Docs is the benefit for sharing files and folders digitally. Printing of files is less often used and creating with color is no longer a budgetary concern. This opens doors to other ways of categorizing and organizing ones files.
If a user changes the background of a Google Doc, Slide, Sheet, Drawings or Forms it is easily spotted from within a folder. This means you can have several groups of colleagues or students collaborating within the same folder on different documents focused on specific content. You can further tweak this method by adding numbers within the doc’s name to represent each color group. An example of this would be to use “00” for representing blue and “01” to represent the yellow group. This method for file organization will work both within Team Drive and Google Drive.
It is simple to send an E-mail file attachment from within an opened Google File. This can be looked as one of the many hidden timesaving features built into the Google APPS for Education Accounts. Teachers are always looking for ways to find more time to focus on their students. This little step can save oodles of time from closing out of the file followed by opening Gmail. Then one still would need to go through the actions of composing and attaching or inserting the file from Google drive.
Now with K-12 Schools back in session many educators are being exposed to using Google APPS for Education (GAfE). In the circle I travel in this question arises quite often, “Is there an easy way to find and organize files in Google Drive?” The answer is Yes! Many teachers find it time consuming to drill down through a folder structure to find the document they’re looking for! Google is a company well known for their search engine capabilities. Knowing this the quickest way to access a document or folder is by doing a Google Drive Search. In seconds the user can generally find the document they are looking for.
SEARCH TIPS for Making the Process Easier
- Label files and folders with exact terminology to make it easier for finding
- Filter your search tips to the file type, ownership and etc…
- If you use a doc or folder on a regular basis then add it to your starred list
- Color your folders
- Use the drop down list to the left of Google Drive to view the folder structure
- Use a Google Sheets to create an organized table of contents for your Google Drive
- Label each sheet by content area
- Link out to the folders & files in your list
The Save to Google Drive is a Chrome Extensions which saves websites in several different formats. I like saving websites as a .png picture file because Google Drive can use OCR capabilities to turn the screen capture into text. The PNG screen capture is easy to annotate when inserted into a Google Drawing or Google Slide. This makes it possible for the student to highlight information and type or leave audio notes to the side of the website article. If the student doesn’t have internet access at home they can download or sync to their laptop Google Drive. This will permit them to view the material without being connected to the web. The Save to Google Drive Chrome Extension is a valuable tool to use when a student does research!
HOW TO USE THE SAVE TO GOOGLE DRIVE CHROME EXTENSION
- Go to a website of choice
- Click the Google Drive Icon
- A window will open showing the download
- Download complete window
- Choose close rename or trash
- Locate file in Google Drive
- Open PNG with Google Doc
- This Icon will appear until the OCR Process is Finished
- Once OCR Processing is done a document will open
- At the top of the document will be the picture of the website
- Scroll down until you find the text
- The conversion isn’t perfect but it provides a clean editable version of the website