angie deruelle's List: Google Apps

Converting a file to Google Docs format allows you to edit, collaborate on, and share something online. When you convert a file, the original file will remain intact and accessible from Google Drive on the web and (if you have the application installed) Google Drive for your Mac/PC. A copy of the file in Google Docs format appears in My Drive in Google Drive on the web.

How to convert a file to Google Docs format

After syncing or manually uploading a file to Google Drive on the web, right-click the item in your Google Drive and select Export to Google Docs from the menu.

Compatible file types

These are the file types that can be converted to Google Docs format:

• For spreadsheets: .xls, .xlsx, .ods, .csv, .tsv, .txt, .tab
• For documents: .doc, .docx, .html, plain text (.txt), .rtf
• For presentations: .ppt, .pps, .pptx
• For drawings: .wmf
• For OCR: .jpg, .gif, .png, .pdf

Google Drive on the web keeps the latest and previous versions of a file, automatically deleting previous versions only when they're older than 30 days or there are more than 100 previous versions of the same file. While you can reverse this setting so that some of your versions are never deleted, keep in mind that you may need to purchase additional storage since these versions take up storage space in Google Drive on the web.

How to disable automatic deletion of file versions

1. Select a file in Google Drive on the web.
2. Expand the More dropdown menu and select "Manage revisions."

   

3. Check the box in the "Do not auto delete" column next to revisions you don't want automatically deleted. Revisions that you don't want to be automatically deleted take up storage space.

Google Drive on the web lets you keep, view, and manage multiple versions of a synced or uploaded file. The Google Drive folder on your computer stores the latest version of any file.

View and manage versions online

In Google Drive on the web, you can manage versions of a file:

• ‎See at a glance the different revisions, when they were synced/uploaded, their file size, and which one is the most current version.
• Click any file to download it.
• Click the “x” to delete one of the versions (owners and editors only).
• Sync or upload a new version of a file (owners and editors only).

To manage versions of a particular file:

1. Select a file in Google Drive on the web.
2. Expand the More dropdown menu and select “Manage revisions.” Or, when you’re viewing a file, go to the File menu and select “Manage revisions.”
3. In the dialog box, upload a new version, delete old versions, or download a version to your computer.

File versions and storage space

We'll automatically delete old versions after 30 days or 100 revisions, unless you choose not to automatically delete them. If something isn't set to be automatically deleted, it'll take up storage space.

Error messages

Changing something in Google Drive on the web

Owner / editor

Your changes sync to every collaborator’s Google Drive on the web, Google Drive folder, and Google Drive mobile app when you update online copies in your Google Drive on the web.

If something is included in multiple folders, any changes to the item will be reflected in all of the folders.

Commenter / viewer

As a commenter, you can't edit online copies.

Changing something in your Google Drive folder

Owner / editor

Your changes sync to every collaborator’s Google Drive on the web, Google Drive folder, and Google Drive mobile app when you update local copies.

When a local copy is modified, a new version of that file will sync to every collaborator’s Google Drive on the web. If two people make changes to the same file, both versions will be available online in the file’s revision history. Only the latest version of a file will be available every collaborator’s Google Drive folder.

Commenter / viewer

As a commenter, you can't edit local copies. The Google Drive folder on your computer will store the most updated version of a file.

All of the files that you own are in My Drive, and they'll automatically sync to your computer. You can also sync files shared with you to your computer by moving them into My Drive.

1. Make sure that you've installed Google Drive for your Mac/PC.
2. Go to the Shared with me view of Google Drive on the web.
3. Drag file(s) from Shared with me into My Drive.
4. Files will automatically sync to the Google Drive folder on your computer.

You can also add an item to or remove a file from My Drive by following these steps:

1. Select item(s) in Shared with me by checking the box next to the title.
2. Click the Folder icon above your list of items.
3. Check the box next to My Drive.
4. Click Apply changes.
5. Files will automatically sync to the Google Drive folder on your computer.

The Google Drive for your Mac/PC application puts you in control – you can keep or change the default syncing settings. Decide whether you want to sync Google Docs, all of My Drive or individual folders, and items in Shared with me.

Google Docs

All of the Google Docs that you own (Documents, Spreadsheets, Forms, Drawings, Presentations, and Fusion Tables) will sync to your Google Drive folder, unless you disable this preference:

1. Click the Google Drive desktop icon on your computer.
2. Select "Preferences..." (Mac) or "Settings" (PC).
3. Uncheck the box next to "Sync Google Docs files."
4. Click Apply changes.

All of "My Drive" or individual folders

Everything in My Drive will sync to your Google Drive folder, unless you choose to sync individual folders:

1. Organize your files and Google Docs into folders that you plan to sync.
2. Click the Google Drive desktop icon on your computer.
3. Select "Preferences..." (Mac) or "Settings" (PC).
4. Check the box next to "Only sync some folders to this computer."
5. Select which folders you'd like to sync to your Google Drive folder.
6. Click Apply changes.

Items in "Shared with me"

All files, folders and Google Docs that others have shared with you won't sync to the Google Drive folder on your computer, unless you add them to My Drive or to the individual folders that you've synced:

1. Make sure you're connected to the Internet
2. Click the Google Drive desktop icon on your computer.
3. Select "Preferences..." (Mac) or "Settings" (PC).
4. Click the "Visit Shared with me to sync shared items" link. You'll be taken to Shared with me in Google Drive on the web.
5. Drag-and-drop files, folders or Google Docs from Shared with me into My Drive or individual folders that you've synced.

If you’ve installed Google Drive for your Mac/PC, Google Docs that you’ve created will automatically sync to the Google Drive folder on your computer. You can change this setting at any time:

1. Go to the Google Drive menu on your computer.
2. Select "Preferences..."
3. Check or uncheck the box next to "Sync Google Docs files." If you uncheck the box, Google Docs will never sync to the Google Drive folder on your computer.

How Google Docs appear on your computer

Synced copies of your Google Docs will be stored in the Google Drive folder on your computer. Each Google Docs file type has its own file extension:

• Google document: filename.gdoc
• Google spreadsheet or form: filename.gsheet
• Google presentation: filename.gslides
• Google drawing: filename.gdraw

When you open a Google document, spreadsheet, presentation or drawing, it’ll launch in a new tab or window in your default browser as long as you have an Internet connection.

As soon as you finish installing Google Drive for your Mac/PC or mobile app, the device can sync with Google Drive on the web. Devices with Google Drive only sync with My Drive, the section of Google Drive on the web that contains files and folders you've uploaded and Google Docs that you own.

When everything has synced between your device and My Drive – give it a few minutes if you have a lot of stuff – you can access and launch the same files from all your devices.

See sync in action

Syncing is built-in – you don't have to do anything to set it up other than connect to the Internet.

If you're curious to see sync in action and find out if your My Drive files, folders, and Google Docs are syncing properly on all devices, try this small test: make a change in My Drive on the web and then check to see if that change appears on the other devices where you've installed Google Drive. You should see your change everywhere that you have Google Drive.

Visit drive.google.com to see all of your your Google Docs and any files and folders you've uploaded and synced. If you're a digital packrat with lots of files or just want to get around your Google Drive on the web more efficiently, here are some views and search methods that'll help:

Multiple points-of-view

Control the view from the left navigation:

• My Drive: Everything in your Google Drive on the web that you want to sync to other devices where the Google Drive application is installed. Automatically includes everything you've created or uploaded/synced.
• Shared with me: Files that others have shared with you.
• Starred: Files, folders, and Google Docs that you've deemed as star-worthy.
• Activity: Everything in your Google Drive in the order it was last updated.
• Recently opened: Everything you've recently viewed or worked on in the order it was last updated.

Search methods

Discover things quickly and easily when you search, sort, and preview items:

• Search by title, type, and more in the search box at the top of your screen.
• Sort your Documents List by title, date modified, storage used, and more.
• Preview a file, folder, or Google Doc before you open it by hovering your cursor over the title.

Upgrading from Google Docs?

When you upgrade to Google Drive from Google Docs, you'll still be able to share and collaborate or view everything from your Documents List. But now – after you install the Google Drive for your Mac/PC application or mobile app – you can also take advantage of Google Drive on all the devices that you use. In other words, you'll be able to access and sync everything in your online My Drive with the Google Drive folder on your computer.

Google Drive lets you store and access your files anywhere -- on the web, on your hard drive, or on the go. Here’s how it works:

1. Go to Google Drive on the web at drive.google.com.
2. Install Google Drive on your computer or mobile device.
3. Throw your files in Google Drive. It’s right there on your device.

Now your files go everywhere you do. Change a file on the web, on your computer, or on your mobile device and it updates on every device where you’ve installed Google Drive. Share, collaborate, or work alone: your files, your choice.

Store the first 5 GB of your stuff for free.

When your Google Drive grows, get another 25 GB of space (or more!) starting at $2.49 per month.

Access everything in your Google Drive from all your devices.

Your files are always waiting for you at drive.google.com, but you can also get them straight from your computer, smartphone, and tablet. Install Google Drive on multiple devices and Google Drive makes sure they’re all the same. You can even get to your files after you go offline.

Keep files synced. Just connect to the web – it's pretty much automatic.

Any time your device has Internet access, it checks in with Google Drive. That ensures your files, folders, and Google Docs are always up to date. Change something on one device and it changes everywhere.

Stop emailing attachments. Start sharing.

Google Drive lets you choose exactly who – friends, family, colleagues – gets your files. You don’t need email attachments anymore. Just share your file, folder, or Google Doc from any device.

Keep collaborating!

Do you collaborate with others in Google Docs? Google Drive lets you continue to create, access, and collaborate in a version-free world.

My Drive is the section of Google Drive on the web that automatically syncs files, folders, and Google Docs directly to your Google Drive folder (if you have the Google Drive for your Mac/PC application installed). Any time you update a file, folder of Google Doc in My Drive these changes will be mirrored in the local versions in your Google Drive folder.

My Drive includes:

• Google Docs that you own
• Files that you've synced or uploaded
• Folders that you've created, synced, or uploaded
• Any shared file that you've added to My Drive from Shared with me or All items

The list of documents you’re used to seeing when you sign into docs.google.com is being replaced by Google Drive. Just like before, you can upload, edit, share and create files online. But with Google Drive, you can access your files wherever you are, from any device. And you can work with even more file types by installing Google Drive apps.

To access all of your files, folders and Google Docs, you have three options:

• Sign into Google Drive on the web at drive.google.com
• Open the Google Drive folder on your computer (created when you install Google Drive for your Mac/PC)
• Go to the Google Drive mobile app on your Android device.

What's the same

Some things in Google Drive will be familiar since you’re used to seeing them in your Documents List.

• Create Google Docs by clicking the red Create button
• Share with exactly who you want -- with control and without email attachments
• Search or sort your list of files, folders, and Google Docs
• Preview files and Google Docs

What's changed

• Collections are now called folders
• More things have been added to the Settings menu, including upload settings
• The left navigation has new views:
  • My Drive
  • Shared with me
  • Activity
• The Home view is gone. Instead, use My Drive to organize all of your files, folders and Google Docs.

What’s completely new

• Sync files between all of your devices with Google Drive for your Mac/PC
• View and search Google Drive on the web in a visual way with grid view
• Add a file to a folder by clicking the folder icon within a file or Google document, spreadsheet, or presentation
• Work with more file types by installing Google Drive apps from the Chrome Web Store

Use Google Drive with other Google products

• Share a photo stored in Google Drive directly in Google+
• Search for images using keywords (Google Drive uses Google Goggles technology!)