So someone shared something with you. You know it’s in Drive, but how do you find it? Here are some cool ways to search your Drive to locate those files.
There a couple of things to know about your Drive. First of all, think of it as your digital filing cabinet in the cloud. Just like with a real filing cabinet, you can create and manage folders, or you can just dump in loose papers. You can tell where you’re looking in your Drive by the color of the text on the left side, and by the title at the top of the file list. Think of the little triangle to the left of the file names as drawer pulls - when they’re pointing at the file, the drawer is closed; when they point down, the drawer is open. If you click on a folder, its name will turn red, and the title at the top of the file list will change to show that you’re now looking inside of it; you will also see the path you took to get there. Sometimes, you might even want to make folders inside of folders! Anytime you see a little triangle on the left side of the folder name, it means that there are other folders inside of it. Just click on the triangle to open the folder, watch for it to turn red, then look at the documents (or other folders!) inside it by browsing the window to the right.
If it’s something someone else has shared with you, the best place to look is in the “Shared with Me” section of your Drive. When someone shares a folder with you, it will not immediately be in your Drive. Think of this as a real file a colleague might share with you; it’s yours to borrow, but they keep it in their own filing cabinet. Adding that file to your Drive doesn’t steal it from them; it simply makes what amounts to a collaborative copy for you to keep in your own filing cabinet. So first, to find a file that is owned by someone else but shared with you, you need to close your “My Drive” drawer and click on “Shared with me.” This will open up a list of all of the files that someone else has granted you access to for either viewing or collaboration. You can sort the columns by file name, by owner, or even by the date they were created or last edited by clicking on the headers at the top of those columns. You can scroll through the list if you know these details of the file, but I find that it’s easier to just search for the file.
Try using some of these search limiters:
So here is how I might search for the document one of the three integration specialists created to summarize last year’s Tech Fair:
type:document tech fair 2015
Go ahead - try searching for something! If what you’re searching for is still lost… what’s that they say? Maybe it was never your to begin with? 😜