How to Keep Your Google Drive Organized
If the words “share a folder” make you a little nervous, this post is for you. Maybe you have never shared a file before, maybe you are not sure what a folder even does versus a file, or maybe you have a Google account but have honestly never opened Drive on purpose. All of that is completely normal, and by the end of this post you will be able to create a folder, upload your images into it, and share it with someone else without any guesswork.
Before You Start: Do You Have a Google Account Set Up?
Everything in this post happens inside Google Drive, so you will need a Google account to follow along. If you already work with us on marketing, there is a good chance you already have a Google Business account, since it is the account tied to your business listing, your email, and often your website tools.
If you are not sure whether you have one, or you know you don’t, stop here and reach out to us first. A Google Business account is worth having even outside of Drive, and we would rather get you set up properly than have you create a personal account that causes headaches down the road. Explore this tutorial on Creating a Google Business Profile listing. Once that is in place, come back and this whole process will only take a few minutes. Or reach out if you would like our help creating a Google Business Profile listing.
Why Bother Organizing with a Shareable Drive at All?
Here is the honest truth: you do not need to be organized from day one. But once you have more than a handful of files, an unorganized Drive turns into a place where nothing can be found and therefore nothing can be shared. And you maybe even end up re-uploading the same photo three times because you cannot locate the original. A little structure now saves you a lot of frustration later, and it also means that if we or anyone else needs to grab a file from you, we can find it without a back-and-forth of “where did you put that.”
A Simple Way to Think About Folders
Think of a folder the same way you would think about a drawer in a filing cabinet. Inside Drive, you can create as many folders as you want, and folders can even go inside other folders. A simple setup that works well for most small businesses looks like this:
- One folder for each major area, such as Marketing, Clients, or Photos
- Inside each of those, a folder for each specific project or client
- Files named simply and clearly, so you know what they are without opening them
You do not need to get this perfect on your first try. Start with one folder, and it will make sense from there.
Step-by-Step: Creating a Folder
- Go to drive.google.com and sign in with your Google account
- Look for the + New button near the top left of the screen and click it
- Click New folder
- Type a name for your folder, something simple like “Marketing Photos,” and click Create
That’s it. You now have a folder, and it is empty and ready for you to add things to it.
Step-by-Step: Uploading Images Into Your Folder
- Double-click the folder you just made to open it
- Click + New again, then choose File upload
- A window will pop up showing the files on your computer. Find your images, click on them to select them, and click Open
- You will see a small progress bar in the bottom right corner while the files upload. Once it disappears, your images are in Drive
If you are uploading a lot of images at once, an even easier way is to open the folder in Drive and simply drag the image files from your desktop straight into that window. No buttons required.
Step-by-Step: Sharing the Folder With Someone
This is often the part that feels intimidating, but it really is just a few clicks.
- Find the folder in Drive and click the three dots next to it, or right-click on it
- Click Share
- Type the email address of the person you want to share it with
- Choose what you want them to be able to do. Viewer means they can only look, Commenter means they can leave notes, and Editor means they can make changes
- Click Send
If you would rather just send a link instead of typing in someone’s email, look for Copy link in that same window. Just double check the setting next to it so you know who is able to open that link before you send it out.
Watch It in Action
Sometimes seeing it done is easier than reading the steps. We picked a short video from our friends at Simpletivity walking through this process from start to finish, so you can watch along and follow at your own pace.
If any part of this feels unclear, or you are not sure whether you have the right Google account to get started, just reach out. We would much rather help you get set up correctly the first time than have you guess your way through it. Contact us here!
