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Google Housekeeping Top Tips

Google Classroom

Keep your Google Classroom updated by adding or removing students, adding or removing teachers or by transferring ownership of the Class to another teacher. Learn how to keep Google Classroom organised here: Class membership – Glow Connect

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Google Drive

The start of a new academic year is a great time to review your files and folders within your Google Drive, as not everything will hold the same value it did in the previous academic year.

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Step 1: Remove Old or Unused files

You should start by focusing on what you want to keep.

  • First, open this link, it will show you a list of all of your Drive files sorted by size with the largest items at the top.
  • Identify the files you intend to keep and delete what you no longer need. Try to identify if there are duplicate files or empty documents at this stage to delete these too.
  • If you need others to still view the file, you can instead move it to a shared folder and give ownership to someone else.
  • Remember, if you delete a file, anyone you’ve shared the file with will lose access to it.

Step 2: Organise folder-by-folder

In this section are suggestions as how-to organise your Drive to make it easier to access files you need. If the below suggestions don’t work for you, try to find your own system that works well.

Start by dividing your files into THREE categories based on ‘value’:

  • One for class materials
  • One for learning/professional learning files
  • One for important files
  • Then create and name your Google folders based on each.

Pro Organisation Tips: 

  1. Dedicate one separate folder for unsorted files that don’t belong in any of your master folders.
  2. Make sure the names you choose for your folders are straightforward to remember which files they’re for.

Learn how to create folders in your Google Drive here.

Step 3: Embrace Sub-Folders

  • Sub-folders are crucial to prevent your master folders from getting over-cluttered.
  • You can create sub-folders based on classroom, project, topic, task, etc. 
  • Remember, your sub-folders should always be related to your master folders.

Learn how to create sub-folders in your Google Drive here.

Step 4: Label Your Google Folders

Did you know that you have a fantastic set of labelling tools in your Drive, and there is no better time than the present to start exploring them?

  • You can colour-code your folders:  Amp up your organisation game with colour-coded folders. This may make it easier to find what you’re looking for with a simple glance.
  • Symbols or Emojis: Symbols are another great way to personalise your folders based on topic. To add symbols:
    Find the symbol you’d like to use (as an example, you can visit  https://coolsymbol.com/ and copy the symbol or emoji you like by clicking on it).
  • Go to your Google Drive, right-click on an existing folder → choose Rename → to paste your symbol or emoji along your chosen name.
  • Star your folders or files : This is another great way for labelling important folders or files to quickly find them later on.  To star files or folders simply right-click on the file/folder you wish to star → select Add to Starred.

Step 5: Place New Files Where They Belong

One top tip to keep your Drive organised, now that you have retrospectively removed unnecessary files and re-organised it, is to be vigilant in placing new files in their designated folders right away. 

  • Finally, remember to regularly bin unwanted files and more importantly empty your Drive bin to free up some storage space. 
  • To empty your bin: Go to your Bin → right-click on the files you want to permanently delete → select the Delete forever option.