How To Share Files On Google Drive

Sharing files in Google Drive is easy! Here’s how to do it:

  1. First, go to your Google Drive:

2. RIGHT click on the file you’d like to share.

3. Click on share, and type in the email or name of the person you’d like to share the file with.

4. You can include a message if you like when sharing the file.

5. Click send and you’re done!

Alternatively, if you’d like to share files automatically, you can also create/upload a Google Drive file into Dokkio, and set it in a folder that’s shared between you and your team – and done! I’ll show you an example here.

  1. First, go to the file you’d like to share:
2. Click on “Share” at the top.
3. Generate a link so others can view your file publicly, or you can share items with a user (aka someone on your team), or you can give permission for someone on your team to view/edit the file. You can toggle this under “permissions”. And if you create a folder and share it with your team, any document or file created within that folder is automatically shared with your team!

To get Dokkio for free, visit our website here.

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Make Sure Your Cloud Drives Are Protected Against Malware

Recently, it seems that cloud applications have been the source of being an unintentional malware transfer. Whether you’re looking for anime on a Google Doc or maybe a college textbook in PDF form, you may be downloading viruses that can harm your computer and compromise your file security.

Ways attackers used to get into your system are by sending dangerous Office files to your cloud.

Affected Cloud drives include Google Drive coming in at #1 most affected, OneDrive, Sharepoint, Amazon S3, Github, and 225 others.

To read more in depth about this, visit this article here.

Ways to protect your Cloud drives against malware are:

  • Using a proper antivirus that defends against ransomware. I recommend Avast Antivirus. It also has a setting that helps you organize your hard drive and clean up your PC.
  • Updating your PC to the latest updates to ensure maximum security
  • Ad-blockers to remove infected ads and safe browsers that filter harmful links and downloads
  • Disconnecting and fixing infected devices immediately
  • Create backups for your files physically and digitally in case of disaster
  • Ignore suspicious emails and report them – i.e. phishing attempts

For more in depth ways to protect yourself, visit this article here.

As for making sure all your important files are where you need them to be easily found, remember to organize your files with Dokkio for free using our automatic file sorting system – then upload all of your important documents to a USB for backup.

As always, happy sorting!

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Productivity vs Efficiency

Often used synonymously, there is actually quite a large difference between these two words.

A lot of the time you’ll come back home from work, happy (and maybe exhausted) that you’ve had a productive day. Let’s say you organized 8,000 files today at work – certainly productive by anyone’s definition of the word. But was it efficient?

The difference between productivity and efficiency is mainly the time it takes to accomplish the same task. While organizing 8,000 files is productive, if it also took you 8 hours to do, then we can’t exactly say it was efficient.

However, on the other hand, if you organized 8,000 files in 2 hours, but half of them were in the wrong place, then while you might be considered efficient, in the end it wasn’t actually productive (or efficient, if you’re using the word correctly).

So the solution therefore seems to be to find a workflow that is both productive and efficient – no one likes to waste time on things they don’t have to do – for example, taking an elevator to go up 10 floors instead of the stairs which would take far more time (even if the latter is healthier for you).

Here at Dokkio, we created a software that is both productive and efficient – you can organize tens of thousand of files with literally the click of a button – and oftentimes, even without that click. Since Dokkio sorts your files automatically for you, it’s working hard even when you’re not working – and doing more important things like sleeping, taking care of your kids, or even just having a mental health day.

The most productive and efficient products work even when they’re not turned “on” – Google constantly backing up your files and uploading them to the Cloud, iCloud doing the same, your computer running necessary software in the background while you surf the web so you don’t have to be interrupted.

In the digital space, double-time is of the utmost importance – aka getting the most done in the least time possible so you can focus more on the things that matter to you.

Is there anything you do to maximize efficiency and productivity? What is the best program you use that maximizes both? Let us know in the comments.

As always, happy sorting!

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How to Organize and Save Space on Your Hard Drive

Although Dokkio can’t help you organize your hard drive automatically (yet), we’re here to help you organize all aspects of your life.

What is a hard drive? It’s the hardware part of a computer that stores all of your digital content. All you really need to know is it is a physical component of your computer that stores things like documents, pictures, etc. For example, in Windows, your Drive (C:) is usually a hard drive or an SSD. (An SSD is the same thing as a hard drive, but its data is stored on flash-memory chips. For more information on this, please see here.)

Now, back to the organization part, now that we know what a hard drive is. Every person approaches organization differently, so here we’re just going to look at one way of doing it.

  1. Move your files to a digitally stored space like the Cloud – whether it’s Google, iCloud, OneDrive, so on, so forth. This clears up space on your hard drive so you can find things you really need more easily. Plus, when you move most of your files to Google Drive/OneDrive/etc, you can sync those locations with Dokkio, and we can sort that automatically for you for free – taking a lot of the grunt work out of the process.
  2. Delete unnecessary files. A good way of doing this is to sort your files from the oldest date to the newest date – you’re more likely to be able to detach yourself from older files than newer ones where you can claim that you still “need them” (you probably don’t). Don’t forget to empty out the recycle bin when you’re done, because or else those files will still be clogging up space on your computer. Recycle, recycle, recycle. Don’t forget your downloads folder! That’s usually where the most unnecessary files are that you just forgot to delete.
  3. Delete unnecessary programs. That desktop app you downloaded 3 years ago and haven’t touched since? Yeah, you’re going to want to get rid of that. It’s not enough to simply click delete on it either – make sure you are actually uninstalling it from your computer. If you’re unsure how, please visit this link for more information if you’re on Windows.
  4. Look at your files from heaviest to lightest – that is, from most GB to least MB/GB. There may be some programs that were heavier than you realized and that you didn’t know were even still on your computer. If any of these are deletable, delete them and be free.
  5. Create the hierarchy you need (ex: Documents > school > writing > math > history) and move files to their correct places. Of course, if these files are synced to Dokkio (aka in the digital space and not your hard drive), you can have all files you want automatically go to the place you want with the click of a button.
  6. For further cleanup, there are always PC cleanup apps – like Avast Cleanup Premium, meant to speed up your computer, check for viruses and malware, and get rid of unwanted and unnecessary files. Make sure to do your research on the PC cleanup app that feels best for you. I like to think of these apps as an oil change for my computer.

TLDR: Delete unnecessary files, uninstall heavy programs you don’t need, create a proper file hierarchy and stick to it, move what files you can to the cloud and off your hard drive, and for a deep clean, get a PC cleanup app and check for malware while you’re at it. Pretty soon your computer will be running like new!

Happy sorting!

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