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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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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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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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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How To Manage Files in Google Drive Storage

Here at Dokkio, you can use our AI sorting system with many different platforms: Notion, Google Drive, Box, Slack, Gmail, and Dropbox.  

Let’s talk about how to manage your Google Drive files in storage.  

With Dokkio’s sorting system, you can easily sort through files that you’ve tagged as “unimportant” or in a category that you haven’t used in forever – neatly stored in one easily deletable “click”.  

Even if your files are all in an “uncategorized” category, you can still easily manage your Google Drive files in storage!  

In Dokkio, you can view your files in many different ways, suited to your needs. Let’s go through this together:  

  1. Simply click on “date edited” where the arrow shows here.  
  1. You will see a dropdown list. Click on the choice that best suits you and your files’ needs. For example, I tend to save files and forget about them, even though I haven’t touched them in decades. So for me, I’m going to sort by “oldest”, which means the older edited files which show first, and the newer edited files are last. 
  1. Since all my old files are now at the top, I can easily see the files I most likely no longer need and bulk delete them. Here I have selected the top files by clicking the box to the left of one of the files, holding “Shift” key and clicking the box to the left of the last file I’d like to delete. Note: this will highlight every file between the first file you clicked and the last, so if you do NOT want to delete all of the files in between, uncheck the ones you would like to keep. 
  1. Click “delete” and there you go! Your files are gone and that pesky Google Drive “not enough storage” warning notification will go away if you’ve deleted enough files. Deleting files on Dokkio will also delete the files from their content source, so make sure you do want to delete them!  

For managing and organizing your Google Drives further, make sure to use both the “tag” and “category tags” sections of Dokkio so our super powerful AI can properly sort and tag your items for you! Happy sorting. Was this helpful to you? Any questions or comments? Let us know in the comments below!  

How To Organize Your Work Files (for free!)

While keeping your personal files organized is important, keeping your work files
organized is arguably even more so. Whether you work at the office, at home, or
run your own business, keeping those files properly sorted is essential.
Knowing this, we created Dokkio, which is a computer software that sorts and
organizes through your files for you, currently for free, and can save you countless
hours of time.
The best part about Dokkio is it is at its most powerful the more files you sync to it –
it allows our state-of-the-art AI to filter through and sort your files even more
efficiently.
Here’s how it works:

  1. Sign up for Dokkio (it’s free!)
  2. Sync all your files from any of these platforms – Google Drive, Box, Notion, Dropbox, Gmail, OneDrive
  3. That’s it! Allow our algorithm to sort and filter through all your files – you can also help tweak it by adding tags, categories, and synonyms to help our AI organize your files even more efficiently.

What used to take you hours of work and sorting through heaps and heaps of files doesn’t have to take up your precious time anymore – the automated file sorting software is HERE!

For more information on particular file sorting, visit any of our other articles customizing global navigation, improving file “kinds” support, and detecting and tagging companies, people and places.

For even more info, visit our website at dokkio.com with video tutorials, pictures and more!
Have you tried Dokkio yet? Comment and tell us about it!