Nov 06, 2017 Using Google Drive File Stream, how do I see only files and folders available offline? Showing 1-3 of 3 messages. Using Google Drive File Stream, how do I see only files and folders available offline? We can only provide general guidance and support here at the G Suite Help Forum. Drive File Stream is the only application that can give you access to Google Team Drives on your local computer. Using Both Drive File Stream and Backup and Sync You can use both Drive File Stream and Backup and Sync together on the same computer.
Google Drive is a massive cloud storage service that offers 15 GB of free space across Google Drive, Gmail, and Google Photos. It also includes Google Docs, Sheets and Slides, where you can edit spreadsheets, forms, presentations, documents, etc. and save them in the cloud.
Google also has apps for these services across all major platforms. You can browse through and perform all file related operations on Google Drive files when you are connected to the internet. Most of the time you don’t even need desktop apps to work on your Google Drive files, there are many apps which you can connect to your Drive.
However, you can also view your Google Drive files offline. Hence, you can access your necessary data when you are in a zone with no connectivity. Here, we have outlined the steps you need to follow to make your files available for offline viewing and editing.
How To View Google Drive Files Offline On a Computer?
To view Google Docs, Google Sheets, and Google Slides & Drawings offline, you need to make them available for offline viewing first, which will require an internet connection initially. Also, you will need to use Google Chrome to access this feature. Follow these simple steps on your PC:
- Sign in to Chrome using your Google account.
- Install the Google Docs Offline extension for Chrome.
- Go to drive.google.com/drive/settings.
- Check the box in the row marked Offline.
- Now you can access the files by simply typing their link on the address bar of Chrome or keep them bookmarked for easy access.
To sync all your files from Google Drive with your computer, you need to install Backup & Sync for Mac or Windows from this link. After you’ve installed it:
- Sign in to the application using your Google account.
- Choose the files you want to backup in Drive. Uncheck all the folders if you don’t want to sync any files from PC to your Drive.
- Choose the folders from MyDrive you want for offline viewing.
By default, your files will be available in C:/Users/Admin/Google Drive, but you can change the location of files before backup.
To know more about backing up your hard drive using Google’s Backup And Sync tool, you can read our detailed post.
How To View Google Drive Files Offline On Android?
If you aren’t connected to the internet, you can still view and edit your docs, sheets, and slides. However, you have to open them from their respective Android apps: Google Docs, Google Sheets, and Google Slides.
To access files from Google Drive offline, you will have to be connected to the internet initially. Open your Google Drive app and navigate to the folder you want to access offline.
- Tap the three-dot menu next to the desired file.
- Tap on the slider next to Available Offline.
To view the offline files on your Android, go the respective Google app and tap Menu> Offline.
How To View Google Drive Files Offline On iOS Devices?
You can view and edit Google Docs, Sheets, and Slides offline from their respective iOS apps: Google Docs, Google Sheets, Google Slides. However, to access Google Drive Files offline, you need to be connected to the internet to set up your files for offline access. Open the Google Drive app and go to the file you want to access offline.
- Tap on the 3-dot menu next to the file.
- Tap on the slider marked Available Offline.
To view the files offline, go to Google Drive, Sheets, Slides or Docs app, and tap on Menu> Offline.
Did you find this article on how to access Google drive files offline on your PC, Android or iOS device to be helpful? Share your views in the comments.
Also Read: How To Free Up Disk Space In Windows 10 Using OneDrive Files On-Demand?
Two organizations I work with still store files to an on-site server, mostly out of habit. People work with files stored in shared folders on-site. They save a copy of a file when they need to work with it off-site. And if they don't know which folder a file sits inside, search is slow. Both organizations have used G Suite for more than two years.
More about Storage
Both organizations now plan to move their files from an on-site server to Google Drive, thanks to two features Google launched in 2017: Team Drives and Google Drive File Stream.
Team Drives, which launched in March 2017, simplifies document ownership and access. A Team Drive 'owns' the files, instead of an individual. As group membership changes, access to the files also changes. Before Team Drives, every Google Drive file or folder was owned by an individual account — and that's still true for files and folders stored on an individual's 'My Drive.' And now every member of a Team Drive can work with every file stored on that Team Drive.
SEE 'How to set up Google Team Drives' (TechRepublic)
Google Drive File Stream, which launched in September 2017, gives your local filesystem access to Google Drive. You can view, open, save, and work with files on Google Drive within File Explorer (on Windows) or the Finder (on macOS). For example, in Windows, you can access Google Drive as a mapped drive, then right-click a file (or folder) to select items to work with offline.
SEE 'Google Killing Drive for Mac and PC, replacing with Drive File Stream' (TechRepublic)
The launch of Team Drives and Google Drive File Stream lets people continue to work with shared files in a familiar manner. If you're ready to make the move, here's how to move files from a local server to Google Drive. For the following to work, make sure that both Team Drives and Google Drive File Stream are enabled in the G Suite Admin console.
1. Move shared files and folders
I recommend a G Suite administrator handle the initial configuration and file move, since a G Suite administrator can create any folders and manage permissions, as needed.
As much as possible, I suggest that you attempt to replicate the existing folder and file structure of your existing on-site server on Google Drive. Upload files and folders that everyone can access and edit to a similarly named folder — that everyone can access and edit — on a Team Drive. Upload files that only specific team members can access to a similarly named folder — that only those specific team members can access — on a different Team Drive. Remember, the upload speed of your internet connection will limit how quickly your data can transfer.
2. Move private files and folders
Work with each user to move any private files — files currently stored in a 'private' folder on the server or on an individual's computer — to a similar folder on the user's 'My Drive' on Google Drive. By default, files on 'My Drive' are private, unless shared by the user.
3. Deploy apps
Make sure every person has both Chrome and the Google Drive File Stream app installed. In the case of the two organizations I work with, everyone already uses Chrome, so we just need to deploy the Google Drive File Stream app. Install these apps with your standard app deployment methods. (If you don't use a tool to manage apps deployments, just install these apps on each system.)
Each person will also need to login to the Google Drive File Stream app with a G Suite account. This connects their filesystem to Google Drive and allows access to all items on Google Drive that they have permission to access.
4. Review app links
Next, verify that files open in the appropriate app. For example, open the Google Drive File Stream mapped drive, then double-click on a Google Docs file. Chrome should open to allow you to edit the file. Similarly, if you have Microsoft Word installed, when you double-click on a Word file in the Google Drive File Stream mapped drive, Word should open to allow you to edit the file.
You can change the default app associated with files. For example, if you change the default file association from Word to Google Drive File Stream for .doc files, Word documents will open within Google Docs in Chrome, instead of the installed Microsoft Word app. (Here's how to change the default program file associations on Windows or on macOS.)
5. Optional: set offline access
You can also choose specific files and folders for offline access. Select the folder, then right-click (Windows) or control-click (macOS), and choose 'Available offline.' This works well if you edit documents with installed software, such as Microsoft Office documents. To work with Google Docs, Sheets, or Slides while offline, enable offline access in Chrome.
The move from an on-site server to Google Drive — with Team Drives and Google Drive File Stream — lets people continue to work with files much like they have in the past. But now, files are easier to find and people can work with files anywhere.
What's your experience?
Did the launch of Team Drives and/or the Google Drive File Stream app prompt you to switch from an on-site server to Google Drive? What has your experience been with these two apps? Has this eliminated your need for an on-site file server entirely? Let me know in the comments or on Twitter (@awolber).
Google Weekly Newsletter
See how to get the most out of Google Docs, Google Apps, Chrome, Chrome OS, Google Cloud Platform, and all the other Google products used in business environments. Delivered Fridays
Sign up today Sign up today Also see
- Google Drive grows more powerful, feature by feature (TechRepublic)
- How to transport your files to Google Drive (TechRepublic)
- Google Drive Backup and sync feature offers full backup alternative to Apple Time Machine (TechRepublic)
- Google Drive adds plug-in for Microsoft Office files (ZDNet)
- How to edit Microsoft Office documents stored on Google Drive (TechRepublic)