Online Files
When we talk about file management for online files, we are talking about cloud technology.
Cloud file sharing, also called cloud-based file sharing or online file sharing, is a system in which a user is allotted storage space on a server and reads and writes are carried out over the Internet.
Cloud storage involves stashing data on hardware in a remote physical location, which can be accessed from any device via the internet. Clients send files to a data server maintained by a cloud provider instead of (or as well as) storing it on their own hard drives.
To keep data secure, the front line of defense for any cloud system is encryption. Yes, the only way to keep your data safe for certain is to lock it up in a safe beneath the ground. That being said, your cloud-stored data is generally safer than your locally stored data.
Cloud storage
There are several very good commercial cloud sharing services. File sharing services provide two key capabilities:
- They allow you to share files between your own devices including Macs, iPhones, iPads and Windows-based PCs. This makes it easy to access your data wherever you are and on whatever device you’re using.
- They let you share files or folders with others sometimes with permissions or date-based restrictions. Such capabilities are incredibly effective for workgroup collaboration.
Numerous cloud-based file sharing services exist but the most popular are Box, Dropbox, Google Drive, iCloud Drive, and Microsoft’s OneDrive. All offer free plans with limited amounts of storage.
- Keep Your Drive Organized: Take the time to create folders and subfolders for different subjects or projects. It will save you time in the long run.
- Use Color Codes: You can color-code your folders by right-clicking on a folder and selecting Change color. This makes it easy to identify important folders at a glance.
- Use Google Drive on Your Mobile Device: Download the Google Drive app on your phone to access and edit files on the go. This is especially helpful if you need to share documents during group work or last-minute submissions.
- Backup Important Files: Even though Google Drive automatically saves files, it’s always a good idea to keep a backup of critical documents either by downloading them or saving them in an additional cloud service.
- Check Storage Space: Google Drive offers 15GB of free storage across Google services like Gmail, Google Photos, and Drive. Keep an eye on your storage usage by clicking on Storage in the left-hand sidebar.
By following these steps, you’ll be well on your way to mastering file sharing and organization in Google Drive. Whether you’re working on group projects, organizing research papers, or collaborating with classmates, Google Drive’s powerful features will help you stay organized and productive.