Guide: How To Maximise Your Cloud Storage with Your Gmail and Microsoft Accounts

Tech Tips: Hidden Features That Can Boost Your Productivity

Are you maximising your cloud storage with your Gmail and Microsoft accounts?  If your business uses Gmail or Microsoft accounts (like Outlook, Hotmail, or Office 365), you have powerful cloud storage at your fingertips with Google Drive and OneDrive.  Yet, many companies and employees only use these tools minimally.

Here’s how to fully utilise them and discover hidden features that can boost your productivity.

Accessing Your Cloud Storage

  • Google Drive (Gmail users):

    • Go to drive.google.com and sign in with your Gmail account
    • Download the Google Drive app for mobile access

  • OneDrive (Microsoft users):

    • Visit onedrive.live.com and log in with your Outlook, Hotmail, or Microsoft 365 account
    • Download the OneDrive app for mobile access

How to Check Your Storage Usage

  • Google Drive:

    • Click the gear icon and select Storage in Settings
    • Visit Google One for a storage overview across Drive, Gmail, and Photos.

  • OneDrive:

    • Click the gear icon and choose Manage Storage under Options
    • You can access OneDrive Storage directly

Tips for Smarter Access and Utilisation

  • 1

    Organise with Folders: Segment your files by project, department, or client for easier navigation.

  • 2

    Use Shared Drives (Google Workspace): Store files in shared drives, ensuring they belong to the team rather than individuals.

  • 3

    Try OneDrive’s “Files On-Demand”: Access files without the need to download them to your local device.

  • 4

    Set Permissions Carefully: Control access by using settings like “View Only” or “Comment Only.”

  • 5

    Search Smarter: Utilise filters such as file type, owner, and date modified to find files more efficiently.

Hidden Features You Could Use

  • Version History: You can restore older versions of files in both Google Drive and OneDrive.

  • Confidential Mode (Gmail): Send sensitive documents with expiration dates and restricted forwarding options.

  • Request Files (OneDrive):  Easily collect documents from clients without granting them access to your other files.

  • Google Drive and Calendar Integration: Attach Google Drive files directly to Calendar events, making it easier to prepare for meetings.

  • Third-Party Integrations: 

    • Google Drive integrates smoothly with Slack, Trello, and other applications.
    • OneDrive works seamlessly with Teams, Word, Excel, and PowerPoint.

  • Security and Compliance Tips: 

    • Enable Two-Factor Authentication
    • Regularly Audit Sharing Settings
    • Use the Admin Console (Google Workspace / Microsoft 365) to manage users and policies effectively.