Google Drive organisation tips

Tips to organise your files and folders in Google Drive

Google Drive is our (opens in a new window)supported solution at UCD for file sharing and storage: staff and students can access it via (opens in a new window)UCD Connect. 

• Note: We recommend using (opens in a new window)Shared Drives to store team/unit information.
  
  

These are our top tips from UCD IT Services for a clean and organised Google Drive:

1. Use clear and consistent naming conventions 

• Use easy-to-understand names for your files and folders. This makes them easier to find and identify later. 
• Suggested format: School/Unit_Project_Year e.g. 'School of IT Services_Sustainability Project_2425'. 
• For files, include dates (like 'YYYY-MM_DD_Project_notes'), project names ('Sustainability 2425_Digital') or keywords (e.g. 'SchoolofITServices_team meeting_Oct 24')

2. Use folders and subfolders 

• Start with a simple structure and adjust it as needed. 
• Create main folders e.g. 'School of IT Services_Project_1_2425', 'School of IT Services_Project_2_2425'), with subfolders inside for different topics e.g. 'Finance', 'Staffing' etc.

3. Colour-code your folders 

• Right-click any folder and select Organise to change the folder colour. 
• Use consistent colours for similar projects (e.g. using green for sustainability-related projects)

4. Star your favourites 

• (opens in a new window)Mark files you need to access quickly with a star.
• Find all your starred files in the Starred section on the left pane.

5. Create a 'To delete' folder 

• Move redundant files here and empty it regularly (e.g. monthly).
• This helps maintain a clean Drive and reduces your digital carbon footprint.

By following these recommendations, you’ll contribute to a more organised and productive work environment for your unit or School. A simple, clean Google Drive structure helps everyone to find what they need quickly and efficiently.

Read more about using Google Drive for file storage and sharing at UCD.