Google Drive gives you free online storage for your files — documents, photos, videos, anything. At Asandada24, we recommend it to every beginner because it solves two problems at once: your files are safe even if your device breaks, and you can reach them from anywhere. This guide shows you how to use Google Drive to store and share files, step by step.
What Is Google Drive?
Google Drive is cloud storage: instead of keeping files only on your computer or phone, you keep copies on Google’s servers, accessible through the internet. Every Google account comes with 15 GB of free storage shared across Drive, Gmail, and Google Photos.
Think of it like a hard drive that lives on the internet. You can open it from any computer by visiting drive.google.com, or from your phone with the Drive app. Files you put there stay there until you delete them, and they are available on every device where you sign in.
If the whole idea of cloud storage is new to you, our explainer on what is cloud storage and how does it work covers the concept in simple terms.
Getting Started
On a Computer
- Convert uploads: In Drive settings, turn on “Convert uploads” and Word/Excel files you upload become editable Google Docs/Sheets automatically.
- Scan documents: The Drive phone app has a built-in scanner — tap +, choose Scan, and photograph a paper document to save it as a PDF.
- Version history: Right-click any Google Doc and choose “Version history” to see every change ever made and restore older versions.
- Keyboard shortcuts: Press Shift + ? in Drive to see them all. “N” renames, “/” searches, “Shift + T” creates a new document.
- Desktop app: Install “Google Drive for desktop” and your Drive appears as a folder on your computer, syncing automatically both ways.
That is it — you are set up. There is nothing to install for basic use.
On a Phone
The phone app is great for viewing files and uploading photos. For heavy organizing, the computer is easier because of the bigger screen.
Uploading Files
From Your Computer
Click the + New button, then File upload. Pick the file from your computer and it uploads. You can also simply drag a file from your computer’s file window straight into the Drive browser window — it uploads automatically.
To upload a whole folder, click + New → Folder upload. Drive keeps the folder’s structure intact.
From Your Phone
Open the Drive app, tap the + button, then Upload. Choose the file or photo. You can also share directly to Drive from other apps: in your photo gallery, select photos, tap Share, and choose Drive.
A handy trick: the Drive app can automatically back up your phone’s photos. Open the app, go to Settings → Backup, and turn on photo backup. Your pictures are then safe even if you lose your phone. For a full phone backup walkthrough, see how to back up Android contacts, photos and messages.
Organizing with Folders
An organized Drive is a useful Drive. A messy one is just a digital junk drawer.
Click + New → New folder to create folders. Give them clear names: “Work,” “Family Photos,” “Bills 2026,” “School.” Drag files into folders to move them. You can create folders inside folders for deeper organization, but do not go more than two or three levels deep — beyond that, things get hard to find.
Use the search bar at the top of Drive. It searches file names and even the text inside documents. Asandada24 recommends learning Drive search early: typing a keyword is almost always faster than clicking through folders.
You can also star important files (right-click → “Add to starred”) so they appear in the Starred section for quick access. And use colors on folders (right-click → “Change color”) to visually separate categories — for example, red for urgent, green for finished.
Sharing Files with Others
Sharing is where Drive really shines. Instead of emailing a file back and forth, you share a link and everyone sees the same version.
Sharing a Single File
Sharing a Folder
The same steps work for folders. Anyone you share a folder with can see everything inside it — including files you add later. This makes shared folders perfect for group projects or family photo collections.
Link Sharing Settings
When you copy a link, check who can open it. The default is “Restricted” (only people you add). You can change it to “Anyone with the link” — useful for public sharing, but think twice before doing this with personal documents. Our guide on how to protect personal information on your smartphone has good general advice on what not to share publicly.
Golden rule: share with “Viewer” access unless someone truly needs to edit. You can always upgrade their access later; you cannot un-see something someone already downloaded. Asandada24 learned this the hard way — start restrictive, loosen up only when needed.
Managing Shared Files
Files others share with you appear under Shared with me in the left sidebar. This section can get messy because you cannot organize it into folders directly — but you can: right-click a shared file, choose “Add shortcut to Drive,” and place the shortcut in one of your own folders. The original stays where it is; you just get a tidy pointer to it.
If someone shares a file and you need your own editable copy, open it and go to File → Make a copy. The copy is yours, stored in your Drive, and changes you make do not affect the original.
Working Offline
Normally Drive needs internet, but you can make files available offline for those times when you have no connection.
On a computer using Chrome: open Drive settings (the gear icon) and turn on Offline. Then right-click any file and toggle “Available offline.” On your phone: in the Drive app, tap the three dots next to a file and turn on “Available offline.”
Offline files sync automatically when you reconnect. Asandada24 recommends making your most important documents — your CV, travel bookings, ID copies — available offline before any trip.
Storage: How Much Do You Get?
Free Google accounts get 15 GB, shared between Drive, Gmail, and Google Photos. That holds thousands of documents and a good number of photos, but video fills it fast.
Check your usage anytime: in Drive, click the storage indicator at the bottom left. If you are running low, the usual culprits are large videos and a full Gmail trash. Empty your Drive trash (it holds deleted files for 30 days) and consider moving old videos to an external drive.
If you consistently need more, Google One offers 100 GB for a small monthly fee. But most people never need it — a little cleanup usually frees plenty of space. Our guide on how to free up storage space on an Android phone covers the phone side of the same problem.
Useful Drive Tricks
For official step-by-step help, Google’s Drive help center is well written, and their guide to sharing files covers permissions in detail.
Drive vs Other Options
Google Drive is not the only cloud storage. Microsoft’s OneDrive comes built into Windows and works similarly — Microsoft’s OneDrive overview explains it. Dropbox is another popular choice. They all do the same basic job.
Which should you use? If you already use Gmail and Google Docs, Drive is the natural fit. If you live in Microsoft Word and Windows, OneDrive integrates more smoothly. Many people use both without issues. The important thing is not which service — it is the habit of keeping important files backed up somewhere other than a single device.
Staying Organized Long-Term
Set a monthly reminder to spend ten minutes tidying your Drive: delete what you do not need, file loose documents into folders, and check your storage. Ten minutes a month prevents the slow slide into chaos.
Name files clearly from the start: “Electricity-Bill-March-2026.pdf” beats “scan0032.pdf.” Future you will be grateful. This small discipline, applied consistently, is what separates people who love cloud storage from people who drown in it. It is a small habit, but Asandada24 considers it one of the highest-value habits in this entire guide.
Pair this habit with the broader skills in our essential computer skills everyone should learn guide, and you will be more organized than most office workers.
Frequently Asked Questions
Is Google Drive really free?
Yes. Every Google account includes 15 GB of free storage across Drive, Gmail, and Photos. You only pay if you want more space through Google One.
Can other people see my files?
No — your files are private by default. Only people you explicitly share with (or public links you create) can see them. This Asandada24 guide recommends double-checking sharing settings on sensitive documents.
What happens to my files if I delete them?
Deleted files go to Trash, where they stay for 30 days before permanent deletion. You can restore them from Trash any time within those 30 days.
Can I use Drive without the internet?
Yes, if you set it up first. Enable offline mode in Drive settings on your computer, or mark specific files as “Available offline” in the phone app. Changes sync when you reconnect.