Over the last few weeks we’ve talked through how the main sections of Google Drive behave. Now it's time to talk about Google Drive's power feature: Search!
The Search functionality in Google Drive
Tips for end-users and small businesses:
I am going to assume that your Google Drive is all neatly organized :), but just on the off chance that you still have to search for files, don't just type something into the search box and sift through a barrage of search results. Be intentional about your search.
What do I mean by that? Well:
- You know how you remember little bits of conversations that you have with your friends or colleagues, some quirky phrases that you or they said? Try to focus on those little tidbits and phrases in files: those are gold when it comes to searching. They are specific enough so Google Drive doesn't come up with a ton of files in your search result list.
- Additionally, narrow down your search. Click the small triangle on the right side of the search bar at the top in your Google Drive. A whole new world will open up for you. Think about whether you remember the file type you are looking for: was it a Sheet, a Doc, a Slide? Something else?
Let's take a closer look:
- You can actually start by typing into the search box, and then dropping down the arrow. The search phrase you typed in -- you'll notice -- by default will appear in the Has the words section, meaning, Google searches both in the items' names and in their content.
- If your search phrase is very generic, you are likely to get a lot of results. Narrow them down by Type: Document, Spreadsheet, Presentation, PDF, video file, photo, etc. or even a Folder or a Shortcut.
- Still too many results? Narrow further. Drop down the arrow again and refine some more. Do you remember the owner? Was it you? Someone else? Try the Owner field. (Note though that when you are searching for content that might live in a Shared drive, you won't find it by owner; instead, type creator:emailaddress in the search bar.)
- If you want, you can narrow the location to specific folders in the Location section.
- Do you think you might have put that content you were looking for into the Trash? Try checking the In Trash checkbox.
- Did you star it perhaps? Check Starred.
- Do you have an approximate idea about when the file may have been last modified, narrow down your search in the Date modified field.
- Next up is the Item name field. If you know the content's name, this can be a good bet.
- We already talked about Has the words being the broadest of searches.
- If you know specific people an item has been shared with try the Shared with section.
💎 KloudGem 1:
My all-time favorite productivity search is the Follow-up section in this dropdown. If you have received suggestions on files or have been assigned action items, this will help you search for all the ones you need to act on. Easy-peasy! This section is personalized to you.
💎 KloudGem 2:
As you search, pay attention to the black popup bars in the lower left corner for anything you placed in the Trash. Those pop-ups disappear quickly; if you miss them and think your item might be in the Trash, you will need to re-trigger them by performing the search again.
💎 KloudGem 3:
Focus on the details: try to remember the nuances, the things that make the item you’re searching for different, and use those for searching.
💎 KloudGem 4:
Ready to take searching up a notch? Try search operators in the Advanced section below.
These are short words you can type into the search box, usually followed by a colon, without a space between the operator and the search term, or they may be symbols. Personally, I am obsessed with search operators: they often work across Google tools and they are like hidden gems, making it easier and faster for you to find things.
Tips for mid-size companies and large enterprises:
Searching effectively can make the difference between your users loving or hating their Google work environment. Invest in training them on search best practices in Google Drive, and in other Google tools. Their productivity will thank you for it.
❓ Is there anything else that keeps you scratching your head in Google Drive? Let me know in the Comments below.
Do you know someone who could use these KloudGem tips? Feel free to send them this link:
https://www.kloudgem.com/follow-resources/newsletter
KloudGem website: https://www.KloudGem.com
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