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The top 5 uses for Google Drive, including sending large email attachments that you could not normally send with Outlook or Gmail.

by Maryland Web Design

  1. Sending Large Email Attachments: Instead of attaching large files directly to emails, which often have size limits, users can upload the file to Google Drive and share the link in the email. This not only bypasses email size restrictions but also ensures that recipients always access the most up-to-date version of the file if any changes are made.
  2. Backing Up Your Computer: Google Drive’s Backup and Sync tool allows users to continuously back up important folders from their computer directly to the cloud. This ensures that even if your computer crashes or gets stolen, your essential files remain safe and accessible from any device with an internet connection.
  3. Collaborative Document Editing: Google Drive offers tools like Google Docs, Sheets, and Slides that allow multiple users to work on a document, spreadsheet, or presentation simultaneously. Real-time collaboration means team members can edit, comment, and make suggestions, all while seeing each other’s changes instantly.
  4. Secure File Sharing with Permissions: Google Drive enables users to share files or folders with specific individuals, groups, or even publicly. Google Drive has multiple settings to allow for customizing permissions to determine who can view, comment on, or edit the content in a particular folder.
  5. Integration with Third-party Apps: Google Drive can be integrated with numerous third-party applications, enhancing its functionality. For instance, you can use apps for graphic design, project management, or even advanced document signing directly within Drive, streamlining various workflows.

How To Share Large Files via Email

Mastering Large File Sharing with Google Drive

Have you ever experienced that moment of frustration when sending an email, only to be met with the dreaded message that your attachment exceeds the maximum size? You’re not alone. Small businesses often face this hurdle when trying to share large files. Thankfully, Google Drive comes to the rescue, offering a seamless solution for not only sending hefty files but also organizing them efficiently. In this article, we’ll delve into the world of Google Drive, step-by-step, from creating folders to mastering file sharing.

  1. Check the Email Provider’s Attachment Limit:

    • Most email providers have a limit on the size of attachments you can send. For instance, as of my last update, Gmail has a 25MB limit, while Yahoo Mail allows up to 20MB. It’s essential to be aware of these limits before trying to send a large file.
  2. Compress the File:

    • If your file is slightly above the email limit, you can try compressing it. Right-click on the file or folder, choose ‘Send to’, then select ‘Compressed (zipped) folder’. This will create a zipped version of your file or folder, which may reduce its size.
  3. Use a Cloud Storage Service:

    • Services like Google Drive, Dropbox, and Microsoft OneDrive allow you to upload files and then share a link to that file via email.
      1. Google Drive: Upload the file to your Google Drive, right-click on the file, select ‘Get shareable link’, and then paste that link in your email.
      2. Dropbox: Drag and drop the file into your Dropbox, click ‘Share’, create a link, and then paste it into your email.
      3. OneDrive: Upload your file, right-click, select ‘Share’, choose ‘Anyone with the link’, and then copy and paste the link into your email.
  4. Use a File Transfer Service:

    • Websites like WeTransfer, SendAnywhere, and Filemail allow you to send large files for free. Upload your file to one of these websites, and they’ll provide a link that you can share via email. These links are usually temporary, so the recipient should download the file soon.
  5. Split the File:

    • If you have software like WinRAR or 7-Zip, you can split a large file into smaller chunks and send each chunk in separate emails. The recipient will then need to reassemble the parts using the same software.
  6. Consider an FTP (File Transfer Protocol) Server:

    • If you frequently need to send large files, it might be worth setting up an FTP server. This allows you to upload files to a server, and recipients can then download them directly using an FTP client.
  7. Inform the Recipient:

    • If you’re sending a link instead of an attachment, make sure to inform the recipient so they know it’s legitimate and not a phishing attempt.
  8. Check for Confirmation:

    • It’s always a good practice to ask the recipient to confirm once they’ve successfully downloaded the file, especially if it’s important.

Remember, while email is convenient, it’s not always the best method for sending large files. Using specialized services or cloud storage often provides a smoother experience for both the sender and the recipient.

Creating Folders in Google Drive:

Organization is key to optimizing your Google Drive experience. Here’s how to create a new folder and give it a name:

1. Sign in and Access Google Drive:

  • Log in to your Google account.
  • In the top-right corner of your Gmail page, click on the grid icon and select “Drive” to access your Google Drive.

2. Creating a New Folder:

  • Once in Google Drive, click the “+ New” button on the left-hand side.
  • Select “Folder” from the dropdown menu.

3. Naming Your Folder:

  • A new folder will appear in your drive, titled “Untitled folder.” Click on this title.
  • Enter the desired name for your folder.

4. Organizing Your Folder:

  • To make your Drive even more organized, you can color-code your folder. Right-click on the folder, choose “Change color,” and select a color of your choice.

Moving Files into Your Folder:

Now that you have your folder ready, let’s explore how to move files into it:

1. Select the File:

  • Locate the file you want to move within your Google Drive.

2. Drag and Drop:

  • Click and hold the file with your mouse, then drag it over to your newly created folder on the left-hand side. Release the mouse button to drop the file into the folder.

Sharing Large Files Using Google Drive:

With your files organized neatly in folders, let’s discover how to share those large files without the email attachment size constraints:

1. Select the File to Share:

  • Find the file you want to share within your Google Drive.

2. Right-Click and Choose “Share”:

  • Right-click on the file’s name, then select “Share” from the context menu.

3. Add Recipients:

  • In the pop-up window, enter the email addresses of the recipients you wish to share the file with.

4. Set Access Permissions:

  • Below the recipient’s email, you’ll see “Viewer” with a dropdown menu. Click on it to set the access level for the recipient (Viewer, Commenter, or Editor).

5. Add a Message (Optional):

  • If you’d like to include a personal message along with the shared file, you can enter it in the message box.

6. Send the Invitation:

  • Click the “Send” button to share the file. An email notification will be sent to the recipients, allowing them to access the file.

By creating folders, organizing your files, and harnessing the power of Google Drive’s file sharing capabilities, you can streamline your small business operations, collaborate effortlessly, and conquer the challenges of sharing large files, all while ensuring that important data remains organized and easily accessible. Say goodbye to email attachment size limitations and hello to a more efficient way of working with Google Drive!

 

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