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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How to Organize Your Google Drive Classroom Files in Dokkio (Video Tutorial Included)

Find our video tutorial here on Tiktok! But for those who don’t enjoy videos, here is the full tutorial in steps!

1. First, we’re going to upload our local (desktop) files into Google Drive so it can sync with Dokkio (file organizing app, it’s free to use).
2. Select all the files that you want to include (or more, it doesn’t matter – Dokkio can sort it all regardless of how many files there are).
3. Refresh Dokkio’s website page to make sure all your new files are synced in your “all files” category. Here are all the files I just uploaded to Drive – I refreshed the Dokkio page and they’re all here now.

4. Create a Category Tag. If you already have one, you can skip this. But for this tutorial, if I were a teacher, I would create one category for all of my classes. So click where the arrow shows you here.

5. Name your Category – include the plural form of your name (ex: classes instead of class) to better help Dokkio’s AI find every single file you may need in said category. You may add a description to the Category, here Dokkio autofilled it for me. Then, select every single possible file type you may have in this category or just your most used ones; Dokkio will be able to cover you even if you don’t select every single file type you may have in this category anyway. Here, I’ve selected “Images”, “Videos”, “PDFs”, “Spreadsheets”, “Documents”, “Presentations”, and “Other Files”.

6. Now, we’re going to make sure Dokkio can flag the proper files for your “Class” category.
7. You can either find your files by name or browse for them – I searched “class” because all my class files have the word class in them – you can use whatever works for you here. Simply tag a couple files (I tagged two out of the 10 or 12 I had).
8. Now that I’ve tagged a couple files, Dokkio knows what I want – and has suggested 16 files for me to place into my “Class” category.
9. Naturally, since Dokkio has a brilliant AI, it got them all right – so I have selected all and click “Accept 14”. (Do not be like me and forget to click select all on the second page of files Dokkio will have for you.)
10. Now that our “Classes” Category is done, we’re going to create 4 separate tags for each of our 4 classes. Click “New Tag” here to create one.
11. You can create multiple tags at once – just click “add 3 lines” and voila. I’ve filled in my separate tags in their separate lines. When you’re done, click “Add” in the bottom corner (green button).
12. All my tags are nicely loaded. Dokkio tells me it’s automatically tagged some files into each of these categories – let’s go ahead and make sure it got them right.
13. Clicked on my “Class 1” tag – and all my class 1 files are here and none of the other classes! All done! And after the 5 minutes it took me to do this, I literally never have to do this again since Dokkio can now categorize anything further files in my Google Drive automatically into these tags and into my category. Yay!

Any questions or comments? Let us know and we’ll help you out 🙂

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Free Project Management Tools for 2022 + Software

People have many ideas – specifically business ideas – but the difference between a business idea and a business plan that can come to fruition can lie within your project management tools, or the lack thereof.

Even if you’re operating a business single-handedly – for example, an Etsy business or a business that you’re operating from home, it’s a good idea to use PM to get yourself get organized for yourself, and to practice for the employees that you might have one day! (Manifestation is the first step!)

So, I’ve compiled a list of useful Project Management software for you and your team.

  1. Dokkio – of course, I have to recommend Dokkio first! Though it’s touted mainly as a file organization software, Dokkio also allows you the ability to collaborate with your teammates through the use of Google Drive and Microsoft Teams (accessible through the Dokkio app itself, without even needing to open another tab). The best part is it’s FREE! The best way to kick off the New Year is by implementing good organization habits with you and your team. So not only do you get the PM software, but you’re also able to collaborate in real time thanks to the Google Drive integration AND have said Google Drive files automatically sorted for you. Get your free account here and sign up!
  2. Asana – if you’re needing to assign tasks to your teammates or even your boss, Asana can be a powerhouse tool for managing your team’s work, projects, and online tasks. Once a task is done, you can mark it complete and you’ll get an adorable confetti/unicorn mixture fly across your screen. It’s interactive and gamifies the entire work experience. Asana is free for teams of up to 15 people, but after that it’s $10.99 per user per month with some other caveats. Find their website here.
  3. Buffer – is there anyone that enjoys waking up at 5am to post to their Instagram story because that’s when their audience is online the most? I don’t think so. Buffer allows you to schedule your social media posts for free (up to 10 a week per social media outlet) so that you don’t have to miss out on your well deserved rest! After that, you can pay to schedule more posts through Buffer. Find their website here.
  4. Google Drive – Google Drive project management is free to a certain point; after a certain amount of data and storage, you’ll have to pay. See further pricing here in our Google Drive vs One Drive comparison post! Still, this makes it to our list because almost everyone is familiar with Google and it works on virtually any platform – teachers and students use it for almost everything, as well as many workplaces. You can use Google Drive in conjunction with Dokkio to organize all your team’s files and make sure nothing gets lost!
  5. Microsoft 365– Not necessarily free if you don’t have 365, but if you do, it comes with a multitude of project management tools to help you and your teams collaborate. Again, make sure to check our Google Drive vs One Drive comparison! OneDrive allows up to 5GB of storage for all you and your team’s files – so all of your projects that go into the OneDrive might add up. Dokkio is integrated with OneDrive as well, so all your files that you keep in there will be organized and ready to go for you as well. See about Microsoft’s PM software here.

Is there a software you use that you absolutely recommend that we missed? Is there a PM software that’s worth the price? Let us know in the comments!

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How to Organize Photos On Mac/Windows

While Dokkio may not have a phone app to help you organize on your handheld device quite yet, it is absolutely a powerhouse to use on your PC computer, even with photos.

Since Dokkio works on any platform and software on your PC, let’s go ahead with the tutorial.

When you first sign up with Dokkio (it’s free!), it will ask you to sync your files so it can begin to sort – you can do this with Google Drive, OneDrive, Gmail, Dropbox, Box, Slack, Notion, and Microsoft Teams. If you’d like us to add another file sync option, please let us know here. The more people will know want a specific file syncing option, the more likely we are to add it! We take all support requests to heart and our team is always dedicated to providing the best experience for you.

After syncing your files, Dokkio will begin to sort automatically – but there are things you can do to help it along.

  1. If you have a specific way of organizing, you can edit synonyms for categories by clicking “edit” here:

After this, scroll down to the “advanced” section, and enter synonyms for your category tag, which in this case is pictures. Here you can also select “images” and deselect all other file types for what will show up in the tag – this will help the AI sort things further on what you want and don’t want in your category.

Once you’ve clicked on “show advanced”, you may find it useful to enter “jpg”, “png”, “jpeg”, “gif”, “img”, “screenshot” synonyms in here. You can also toggle how confident you want the AI to be when auto-tagging your files (aka sorting automatically without you having to do anything). I’m very lazy and I trust the AI so I selected a lower confidence level. You can change this anytime.

After you’ve entered your synonyms, you’re done! Dokkio will know be able to sort and tag any files that are pictures and place them all into one neat category without your having to rifle through all your files and do it yourself.

As you can see here, you may get a message asking you if the AI is correct in wanting to place certain items as pictures, like so; you can do a quick glance and see which files, if not all, are appropriate for your category. Naturally, the AI got them all correct so I went ahead and okayed all 112 suggestions.

If you’d like to take it further and are more organized than I am, if you had your files originally placed in folders (none of mine were, because I enjoy living chaotically), Dokkio will automatically detect that and transfer those folders into your picture category for you. This functions for other categories as well. You can also tag folders with specific “tags” that tell Dokkio these files all share a similar quality – for example, “pool” – and then later on, if you add a picture and tag it with “pool”, Dokkio will automatically place that in that same folder for you so you don’t have to do it yourself!

Again, all of this works on Windows AND Mac – so no need to worry about leaving a file at home on your computer and not having it on your work computer. As long as Dokkio is downloaded on both computers, you’ll be able to pull your files anywhere, anytime. Happy organizing!

You can download Dokkio FREE here.

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GDPR Compliant Software

As we’ve said before, as more and more companies and browsers try to use your personal information to their advantage and to sell you more products, privacy is of the utmost importance these days.

With this comes GDPR compliancy. What is it? The General Data Protection Regulation is a policy set by the European Union (EU) that sets guidelines and limits the collecting of personal information from end users living in the EU. This prevents websites from collecting some of your personal information.

Even if the website is not based in or has no branches in the EU, it must comply to the EU standards for any individual living in the European Union.

GDPR forces websites to hand out data disclosures to EU visitors – websites must indicate that data is being collected and request that the end user consent to having said data be collected from them.

Other, more detailed information can be found here and here.

What this means for you is that data collected by companies that was previously a free-for-all is now being limited and you can choose to opt out (hopefully this spreads to other countries as well).

Moving on to GDPR compliant software:

  1. Dokkio: Dokkio is a file management and sorting AI software that organizes your desktop and cloud files for you – including Google Drive, Dropbox, Box, Slack, OneDrive, Notion, and Microsoft Teams. Our developers are always hard at work to ensure the best experience for you and love feedback on any type of cloud system users may want to add.
  2. Google Drive: a file storage and syncing device, Google supports GDPR compliancy efforts.
  3. Microsoft: a company related to most things computers, Microsoft states they are committed to GDPR compliance.
  4. Dropbox: a file hosting service, Dropbox states that GDPR compliance is of utmost priority and is committed to it.
  5. Slack: a business communication platform including threads, private messaging and more, Slack also states that they are GDPR compliant.
  6. Notion: a note-taking and project management software that combines your everyday work apps into one, Notion states they are committed to complying with GDPR standards.

We’re proud to say that at Dokkio, all of the platforms we use to help you organize your files are as GDPR compliant as we are – because your privacy matters.

Find us here at our website to try us out for free, and our social media here:

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Best Way to Organize Office Files/Files for Remote Work

The best way to organize office files and files for remote work is simple: by not having to do it yourself!

We’re not talking about hiring someone to organize your files – which is time consuming and costly. No, we’re talking about Dokkio: a file organization software that uses AI to automatically sort and organize your files for you.

Simply sync your files from Google Drive, Box, Dropbox, Microsoft Teams, Slack, OneDrive, or even your local desktop files and watch the magic happen: the AI will ask you a couple questions/give you some suggestions on how to sort those files and you can then choose if that’s how you want to proceed, or if you’d like to organize your files a different way.

From then on, the more you use Dokkio, the better it gets – the AI learns how you specifically like to organize your files and becomes more and more attuned to you and where you’d like your files to go, vastly reducing the amount of time it takes to organize those files yourself.

Dokkio’s got an awesome search function as well – simply search for any one of your files and you’ll find that it pops up immediately as well as files that are similar to it – something that WON’T happen when you simply try to search using Windows/any of the aforementioned platforms.

The best part? Dokkio is FREE and even our upgraded pro accounts are currently free!

Don’t waste your time on things that don’t need you to micromanage them – the wheel has been reinvented in this case. Try it out and let us know how you like it!

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Even if You’re Disorganized, Google Drive’s Update Will Force You to Organize

As seen here on TechRadar and through the original posting, Google Drive’s update will soon force you to organize your disorganized files.

Now, if you’re using Dokkio, this won’t pose much of a problem, since your files will already be organized. However, if you’re hosting the same files on multiple different platforms, Google’s update will migrate these files to “shortcuts”. What a shortcut means: only one location will be preserved for said files, and all other locations in which the same files are located will be replaced with a shortcut. Ownership and sharing permissions remain the same. A record and log of these changes can be viewed by admins in the admin audit log.

Google hopes that this will ease understanding of the structure of files, but of course, everyone organizes differently, so this may not sound like a good idea to you.

Admins will be notified several weeks before the migration in their domain, starting in early 2022. So you have some time, but not much. Admins will also be able to select when shortcuts are created in shared folders.

As for Google Workspace users, you will not be receiving the same notification – so best to get on it now!

Google Drive users will see a banner notification, but not be required to take any further action, as the migration will be automatic.

TLDR: Files and folders stored in multiple folders in Google Drive will be changed to shortcuts. This shouldn’t impact much, but if you’ve got the same files in a bunch of different locations, you might want to get Dokkio (for free!) and figure that out sooner rather than later!

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