Email thread attachment Hell, storage, sharing, permission issues – “GOOGLE DRIVE – TAKE ME AWAY!” We have strong opinions on Google Drive vs. Dropbox and even Box. They are all secure, yes, but Dropbox and Box both have big limitations, can be confusing, are not collaborative, as well as resource pigs. Most of this show will cover methods of organization, the difference in account upgrades on Drive between a FREE account and a paid Google Apps account.

With either version, there are ways to keep your account freed up by doing some regular maintenance such as cleaning out your trash, spam and sent folders, deleting old items on Drive, such as shared videos that you no longer need and more. But let’s dive in. Below we’ve highlighted some of the points in the 25 minute show you will find helpful. We recommend listening to the full show as it’s full of ideas and tips from both of us.

 

 

  • 00:40 – What is Google Drive?
  • 02:00 – Forget Dropbox – it’s a resource hog.
  • 03:10 – Limits for free Drive account.
  • FREE: https://www.google.com/settings/storage – this will tell you your current usage, and what upgrades will cost.
    Google Apps Limits: https://support.google.com/a/answer/1186436?hl=en
  • 04:00 – We’ve established we don’t like Dropbox due to limitations.
  • 04:20 – What counts toward your storage on Drive?
    Gmail, including things in sent, trash and spam.
    Uploaded documents
  • 05:00 – CREATING on Drive – Google Docs, Google Sheets and Google Slides do not count toward your total.
  • 05:30 – Not great if you need to print this such as a brochure, etc., but for 90% of what you do these options will suffice.
  • 07:00 – Limits on created documents: Docs – 50MB per, Sheets – 2 million cells per, Sildes – 100 MB per presentation
  • 08:00 – IDEA: Embed a table from Drive > Google Sheets into your website. Great way to allow another team member to edit one specific element without allowing them to edit your entire website. Wonderful for dynamic tables created in drive from data.
  • 09:00 – IDEA: YouTube custom thumbnail created in Slides and save as JPG that you can use for YouTube. Easy graphics – have a shell – and just change the text or add in an image – but keep the look.
  • 10:11 – Change your photos stored from Google and compress them – the ones from chats and Google+.
  • 10:44 – MaAnna on compressing concerns uploading to drive – stay as is.
  • 10:59 – Business vs. personal accounts
  • 11:15 – Security – share links – anyone with the link can see it. Different than locked down sharing.
  • 12:00 – Susan explains what gets compressed from chat and Google+ vs. straight uploads to Drive.
  • 13:00 – Don’t mix business and pleasure.

Part 2 How MaAnna & Susan use Google Drive for business and clients.

  • 14:00 – Create your files, naming conventions and share permissions for your clients to give them what they need to read, what they actually need to edit
  • 14:30 – PERMISSIONS IDEA: Within folder, create a document for the designer – but only allow designer to see the one document that pertains to them.
  • 15:00 – Rather than many versions floating around, collaborative.
  • 15:30 – Versioning, recent changes – easy to view to see who did what and put it back if someone botched it up.
  • 16:20 – Emailing collaborators to share your notes, thoughts, draw their attention to the document.
  • 17:00 – Naming conventions for folders and documents. Don’t just put the client’s name – if all of their
    vendors did that, it would get confusing as to what is in the folder at a glance – name it: GeekspeakGuides | Susan Finch, or ABC Client | BlogAid
  • 19:08 – Google Sites: Call out to Mark Vang and Google Sites as a portal for clients – think of it as a dashboard to put all of their document links, schedule views from Drive on one view. They are UGLY – know that – there is no template that can save it.
  • 20:00 – it’s not pretty, but it’s their dashboard
    https://support.google.com/sites/answer/153197?hl=en
  • 21:00 – Google Sites: Great way to solve the differences in organization of documents between you and those you share things with. They won’t have to dig around looking for their pieces of the project you are working on together.
  • 21:45 – IDEA: Integrating spreadsheets for CRM and Google Calendar – you don’t always need Salesforce or Hubspot for this.
  • 22:00 – And what would an episode be without a quick rant or two: Let’s save money and time rather than having to redo what we did for you and you UNDID! OH, and EMAIL thread Hell! – 20 threads to dig up an attachment of some version of the document everyone is working on. STOP IT!
  • 23:23 – Next episode: Back ups