Today, the way we work, collaborate and communicate within the work team has changed. Hybrid work is a fact and it is key to befriend digital tools that facilitate and improve productivity among business users . Having the G Suite applications (now Google Workspace) allows you to improve the efficiency of your company regardless of whether your employees work from the office or choose to telework, since you have the possibility of storing all your documents in the cloud without worrying about losing data.
With the Google Drive File Stream tool, or Drive for computers, you have the possibility to access all the files that you have in Google Drive in the cloud directly from your PC or Laptop, wherever you are. Thus, it is possible to have all the files and folders stored in a single place, in addition to keeping them safe and freeing up space on the hard drive . At the same time, to work together with everyone, it's important to keep in mind that because Drive files are stored in the cloud, any changes you and your collaborators make will be automatically updated everywhere.
Which one should I use in my company Google File stream or Google Drive?
The reality is that both tools are complementary and key to use in companies. If we talk about Google Drive, we are referring to streaming storage, without downloading documents and folders to your computer.
So Drive integrates with all your files—documents, spreadsheets, or presentations—so your team can create, share, and collaborate efficiently in real time—no need to migrate from current tools. In the case of Google Drive File Stream, there is no longer any need to download the files to the computer in order to work with them. In other words, if a user wants to work with Google Docs or Sheets, for example, they will not have to download the file to the computer, edit it and then upload it back to the cloud, since with File Stream it will be possible to open it in the cloud and edit it directly. over there.
What are the benefits of switching from Google Drive to Google File Stream?
File Stream is one of the best options for those companies that work with desktop applications and large files. At uCloudStore, Google's Premier Partner , we recommend companies that have Google Workspace services to consider the option of using File Stream, Google Drive for computers . It is an excellent option if:
- Your company is dedicated to marketing, design or architecture , so you use many desktop applications , such as Adobe Photoshop or any of the Adobe Creative Cloud suite, with very large documents that cannot be opened or edited from Drive .
- You're using a Mac or Windows computer (not a Chromebook), so uploading files to Drive is often manual. In this way, you can make your backup and synchronization of the files of the computers automatically.
- A significant portion of your work takes place outside of Google Workspace apps.
- Your team uses different devices during their regular activity (Mac and/or Windows), so they can't always access the files on their desktop. In this case File Stream is very useful, as your File Stream desktop folder will have access to all your devices.
The most important thing to consider before you start using File Stream
Google Drive File Stream is a very easy-to-use tool that allows us to use it very similar to what we would do with a normal folder on our Chromebook or Windows, but with the advantage that the information is in the cloud.
To begin, it is necessary to know that up to now, the service is only available to business users of Google and its suite of applications and functionalities for work groups or individual users who have contracted the professional service of Google Workspace . In addition, with File Stream, all users will mainly need a good Internet connection since the service performs real-time synchronization with your Drive.
Another of the main advantages of using File Stream is that it allows you to access files stored in Google Drive from your computer. Any changes you make to your files will be synced. All files stored on shared drives, USBs and other computers will be displayed on your computer without the need to download them from the cloud. You can mirror files from My Drive or view them without downloading them.
How to download and sync Google File stream on your computer step by step
With Drive for computers you can have the files you save in the cloud and those on your computer synchronized. Synchronization consists of downloading files from the cloud and uploading files from the computer's hard drive. When the synchronization process is complete, the files on your computer and the ones you store in the cloud will be identical. If you edit, delete, or move a file in one location, the changes will be applied to the other location. In this way, your files will always be up to date and you will be able to access them from any device, wherever you are.
1. Download the app and install it
To get started, you'll need to install Drive for computers. This is compatible for both Mac and Windows. I remember that in the case of Chromebooks (Chrome OS), it will not be necessary to install the application, since this synchronization is automatic.
- Windows: Download the document here and run it in silent mode.
- Mac: Download the document here and run it in silent mode.
2. Sign in
To proceed with the installation, you will need to log in with the account you want to sync. Make sure it's the correct G Suite account.
3. Transfer the documents
Once you have started the session, you will see that a folder called ?Drive File Stream? . If you don't see it, head over to your team drive . If you enter it, you will see that all the folders and documents that you already had created in your Drive account appear. Now you can start transferring your documents , either by creating a folder directly from here or from Drive, or by uploading your files to the folders you already had created.
In the case that you want to transfer the documents from a folder that you already have on your desktop, you can drag it directly to the location in Drive where you want to upload it. You can also copy the files/folder, and paste them into File Stream.
In this step, it is essential that you know exactly how much the files you want to upload take up and how much space you have available, since in the upload process you could reach the limit.
4. Check Drive file sync
After uploading the documents, you can check the update status of your files from File Stream. If you have Windows , go to the lower right section of the taskbar , open the dropdown and click on the File Stream application. In the case of Mac , follow the same process, but in the upper right bar.
Once you have clicked on this application, a window will appear with the latest files synchronized from your desktop and notifications .
5. Open and edit files from File Stream
Once the documents are already transferred to File Stream , you will be able to access and edit them. You will only have to go to the File Stream desktop folder and directly open the document . For example, if you are editing a file with an Adobe application, you can open and edit it directly. When you're done, all you have to do is save the file , and it will automatically update in File Stream .
6. Pause timings
At some point you may want to pause the synchronization process if your connection is weak or you have a heavy workload on your computer. To do so, go to the File Stream taskbar window, click Settings , and go to ? Pause Sync? . When you want it to be reactivated, you only have to repeat the process and click on ?Continue with the Synchronization? .
7. Everything updated and without copies on hard drives
As you will have seen, with this process you can save yourself the process of manually uploading files and versions to Google Drive , or storing these files on a hard drive or external drive. This greatly facilitates the day-to-day work of those professionals who work with heavy documents and editing (Marketing, design, architecture?).
Using this method, all your important files will be in your Drive folder, and if you need to edit them in a desktop app, you can do so via the local folder on your computer.
How much storage capacity do I have in Google File Stream?
Drive storage is shared between Gmail, Google Drive, and Google Photos. The free storage space for each user depends on the type of account:
|30GB per user
|2TB per user, plus pool storage
|5TB per user, plus pool storage
|As much as you need.