Google Workspace Unlocks Deeper Data Insights with Daily Drive Exports.

Google has rolled out a major update for Google Workspace administrators, introducing the public beta of a new feature that allows for daily exports of Google Drive inventory reports directly to BigQuery. This enhancement significantly upgrades the existing weekly export option, providing organizations with a more frequent and granular look at their data assets.

The new functionality is designed to give administrators a powerful tool for improving data governance, enhancing security, and ensuring compliance. By exporting Drive data to BigQuery, organizations can leverage Google's robust data warehouse to analyze critical metrics in-depth, gaining a richer understanding of how data is classified, accessed, and used across their domain.

Why Daily Exports Are a Game-Changer.

While the previous weekly export provided a useful snapshot, the new daily cadence offers several key advantages for administrators:

• Proactive Security: The frequent data flow to BigQuery enables administrators to spot unusual access patterns, unauthorized file sharing, or potential data exfiltration attempts in a much more timely manner. This shift from a reactive to a proactive security posture can be critical in mitigating risks before they escalate.
• Enhanced Compliance: Many industries are subject to strict data retention and access regulations. With daily inventory reports, organizations can more easily audit their data and prove compliance by having a current record of how sensitive information is being handled.
• Deeper Analytics: The ability to export daily data allows for more sophisticated analysis and trend identification. Administrators can build custom dashboards in BigQuery that track data growth, sharing habits, and usage trends over time, providing valuable insights for resource planning and policy enforcement.

How to Enable the Feature.

The daily export feature is not automatically enabled. Google has confirmed that administrators must manually turn it on at the domain level. For organizations already using the weekly export, the transition is simple; they can switch to the daily schedule within the new "Export Schedule" section in their Drive inventory exports settings.

It is important to note that while the feature itself is a part of the supported Google Workspace editions, there are associated costs for storing and querying the exported data within your Google Cloud project's BigQuery instance. Google advises administrators to review the BigQuery pricing details and use the Google Cloud Pricing Calculator to estimate potential costs.

This feature is available to customers on the following Google Workspace editions:

• Enterprise Standard.
• Enterprise Plus.
• Frontline Plus.
• Education Standard.
• Education Plus.
• Enterprise Essentials Plus.
• Cloud Identity Premium.

This update solidifies Google's commitment to providing comprehensive and flexible data management tools for businesses of all sizes, empowering administrators with the data and insights necessary to maintain a secure and compliant digital environment.

Also Read: How To Audit File Sharing of Personal Google Drive.

Master Google Drive Search: 5 Pro Tips to Find Files Faster

Do you ever feel like your Google Drive has become a digital black hole, swallowing important documents and leaving you in a frantic search loop? You're not alone. A cluttered cloud storage can quickly become a productivity drain, with precious minutes (or even hours!) lost simply trying to search for that one crucial file. That frustration of endless scrolling and failed keyword attempts is a common pain point for countless users.

Google Drive is packed with powerful, yet often underutilized, search features designed to transform your experience. This comprehensive guide will equip you with powerful strategies to quickly locate any file in Google Drive, boosting your productivity and significantly reducing digital stress. Get ready to reclaim your valuable time and conquer your Drive!

Why Efficient Google Drive Search is Crucial for Productivity.

In today's fast-paced digital world, finding files faster in Google Drive is more than just convenient—it's essential for peak productivity. Think of the valuable time lost endlessly searching for documents. Mastering Google Drive search tips transforms this wasted effort into focused work, directly boosting your output.

Efficient file discovery also dramatically reduces frustration, fostering a calmer digital workspace. For teams, quick search capabilities enhance collaboration, ensuring everyone can instantly access shared project files. Ultimately, an optimized Google Drive file finder ensures critical information is always at your fingertips, making your work smarter and more efficient.

Tip 1: The Fundamentals – Mastering the Google Drive Search Bar.

Your journey to efficiently find files faster in Google Drive begins with its most basic, yet incredibly powerful, tool: the search bar. This intuitive field, prominently located at the very top of your Google Drive interface, is your primary gateway to quickly locating documents, spreadsheets, and presentations.

How To Use It:

1. Type Your Keywords: Simply click in the search bar and type what you're looking for (e.g., "marketing plan," "client invoice").
2. Press Enter: Google Drive instantly scans your files.

More than just names:

What many users don't realize is the true intelligence behind this basic search field. It goes beyond just file names.

Your Google Drive search doesn't just look at file titles. It intelligently searches inside your files too, including:

• Google Docs, Sheets, and Slides
• PDFs and Word documents
• Excel spreadsheets and PowerPoint presentations
• Even text embedded within images can be found, making it a robust Google Drive file finder.

Get Precise Search with Quotes:

For instances where you need highly specific results, you'll want to employ precision searching by using quotes for exact phrases. By enclosing your keywords within double quotation marks – for example, "Q3 sales strategy 2025" – you instruct Google Drive to return only results that contain that exact sequence of words, in that precise order.

This simple trick dramatically narrows down your search, cutting through noise to deliver the most relevant matches directly to you.

Tip 2: Refine Results with Google Drive's Smart Search Chips (Filters).

Once you've performed a basic search in Google Drive, don't just scroll endlessly! Below the search bar, you'll notice a row of clever little buttons called "search chips" (or filters). These are your secret weapons for quickly narrowing down your results and making your Google Drive search incredibly precise.

Understanding and Using Key Search Chips:

Google Drive offers a variety of these chips, each designed to filter your results in a specific way. Here's a breakdown of the most useful ones:

1. Filter by File Type: Type.

This is often the first chip you'll want to use. Instead of sifting through all file types, you can instantly tell Google Drive to show only what you need.

• Options Include: Documents (Google Docs, Word files), Spreadsheets (Google Sheets, Excel), Presentations (Google Slides, PowerPoint), PDFs, Images, Videos, Audio, Forms, Drawings, and Folders.
• How to Use: Click the Type chip and select the relevant file category.
• Example: Searching "budget" and then clicking Type: Spreadsheets will show only your budget-related Google Sheets or Excel files.

2. Filter by People: People

In a collaborative environment, knowing who created or shared a file is key. This chip lets you filter by ownership or sharing status.

• Options Include: Owned by me (files you created), Not owned by me, or Specific person (where you can type in an email address or name).
• How to Use: Click the People chip and choose an option or enter a collaborator's name.
• Example: If you're looking for a file John Doe shared with you, search for your keyword, then click People and type "John Doe."

3. Filter by Date: Modified

When you remember when you last worked on something, this chip becomes invaluable. It helps you quickly find recent documents.

• Options Include: Any time, Last 7 days, Last 30 days, This year, or Custom range (allowing you to pick specific start and end dates).
• How to Use: Click Last Modified and select a time frame.
• Example: Searching "project update" and selecting Last 7 days will show only updates from the past week.

Combining Search Chips for Laser-Focused Results:

The true power of Google Drive's search chips comes when you use them together. Each chip you select acts as an additional filter, progressively refining your results to pinpoint exactly what you need.

Example: Imagine you're looking for a presentation about "product launch" that was shared by your colleague Sarah sometime last month.

1. Start by searching: product launch
2. Click the Type chip and select Presentations.
3. Click the People chip and select Sarah (or type her email).
4. Click the Modified chip and select Last 30 days or define a Custom range.

By strategically combining these Google Drive search filters, you transform a broad search into a highly targeted operation, making it incredibly fast to find documents in Google Drive that truly matter to your current task.

Tip 3: Dive Deeper with the Advanced Search Panel

While Google Drive's search chips offer fantastic, quick filtering, sometimes you need even more power and precision for your Google Drive search. That's where the Advanced Search Panel comes in. This comprehensive tool allows you to combine multiple search criteria before you even hit enter, giving you unparalleled control to find specific files with surgical accuracy.

How to Access the Advanced Search Panel:

1. Click into the main Google Drive search bar at the top of your screen.
2. Look to the far right of the search bar. You'll see an "Advanced Search" icon.
3. Click the icon, and a detailed panel will expand below the search bar, revealing all the advanced filtering options.

Comprehensive Control: Exploring Each Advanced Filter:

The Advanced Search Panel offers a robust set of fields that you can fill in to narrow down your results. Here’s a breakdown of the most useful ones:

1. Owner: Crucial for collaborative environments, this helps you identify who owns the file.

• Options: Owned by me, Not owned by me, or Specific person (where you enter an email address).
• Use Case: Finding a document "owned by Sarah Smith" that talks about "marketing strategy."

2. Location: This is incredibly powerful for scoping your search to a particular area of your Drive or even Shared drives.

• Options: You can select Anywhere in Drive, My Drive, Shared with me, Starred, Trash, Shared drives, or, critically, Browse to pick a specific folder.
• Use Case: Searching for a "meeting agenda" only within your "Team Projects" folder, or finding files within a specific Shared Drive.

3. Date Modified: If you remember roughly when a file was last edited, this filter is your best friend.

• Options: Any time, Today, Last 7 days, Last 30 days, Last 90 days, This year, Last year, or Custom range (where you select exact start and end dates from a calendar).
• Use Case: Locating an "invoice" that was "modified in July 2024."

4. Has the words: This field is specifically for searching for words or phrases within the content of files, regardless of their title.

• Use Case: Finding any document that mentions "client feedback" somewhere in its text, even if it's buried deep inside.

5. Item name: Use this field when you are certain the keyword you're looking for is part of the file's title.

• Use Case: Finding files with "Project X" directly in their title.

6. Shared with: This filter is unique and incredibly helpful for finding files that you know were shared with a particular person. This is different from Owner or From.

• Use Case: You shared a file with your manager last week and now need to find it again. Enter your manager's email here.

7. Follow-ups: Specifically targets files that have suggested actions or comments needing your attention.

• Options: Suggestions or Action items.
• Use Case: Quickly pull up all documents where you have unaddressed comments or tasks.

Building Complex Queries with Multiple Criteria:

The true power of the Advanced Search Panel lies in its ability to combine multiple criteria seamlessly. By filling in several fields, you create a highly specific search query that would be difficult, if not impossible, to construct with basic keywords alone.

Scenario Example: Imagine you need to find a PDF document about "customer success" that was created by you in the "Client Resources" folder sometime after January 1, 2024.

1. Open the Advanced Search Panel.
2. Set Type to PDFs.
3. Set Owner to Owned by me.
4. Set Location to Browse and select your "Project Files" folder.
5. Set Date Modified (or Date Created if available in your version) to a Custom range starting 2025-07-01.
6. Type "customer success" into the Has the words field.
7. Click Search.

Mastering the Google Drive Advanced Search Panel transforms your file-finding capabilities from a broad net into a precise, targeted harpoon, ensuring you spend less time looking and more time doing.

Tip 4: Power Up with Google Drive Search Operators (The "Secret Codes").

For those who want to level up their file-finding skills, Google Drive search operators are the ultimate tool. Think of them as "secret codes" or powerful text shortcuts you type directly into the search bar to create a highly specific search query without ever opening a menu. Mastering these operators can dramatically speed up your workflow and turn you into a Google Drive power user.

Example: The type: Operator

One of the most useful and straightforward operators is type:. This command allows you to instantly filter your search results by a specific file type.

How it works:

Simply type type: followed by the file type you want to find. For instance, if you're looking for a PDF document but can't remember its name, you can search for type:pdf. This instantly tells Google Drive to ignore all other file types and only show you your PDFs. You can combine it with keywords for an even more targeted search, like type:pdf "quarterly report".

List of  Google Drive Search Operators.

Operator	Function	Example
type:	Filters results by file type.	type:spreadsheet
owner:	Finds files owned by a specific person.	owner:jane.doe@example.com
from:	Finds files that were shared by a specific person.	from:manager@example.com
to:	Finds files that were shared with a specific person.	to:team@example.com
sharedwith:	Finds files shared with a specific person or group.	sharedwith:client@example.com
before:	Finds files last modified before a specific date.	report before:2024-06-30
after:	Finds files last modified after a specific date.	proposal after:2025-01-01
createdbefore:	Finds files created before a specific date.	notes createdbefore:2024-12-31
createdafter:	Finds files created after a specific date.	memo createdafter:2025-01-01
title:	Searches for a keyword only in the file's title.	title:project plan
"exact phrase"	Searches for a phrase with exact wording.	"meeting minutes"
-word	Excludes files containing a specific word.	design -draft
OR	Searches for either of two terms.	invoice OR receipt
is:starred	Finds only files that you have starred.	is:starred
is:trashed	Finds files that are in the trash bin.	is:trashed
fullText:	Searches for a specific phrase within file content.	fullText:"client feedback"
app:	Filters results by a specific app type.	app:"Google Forms"
in:folder	Searches for files within a specific folder.	in:folder "Q3 Reports"

Tip 5: Strategic Organization Habits That Aid Search

While Google Drive's search tools are incredibly powerful, they work best when combined with smart organizational habits. Think of it this way: a clean, well-organized digital space makes your search tools even more efficient, helping you find files faster without even trying. Here are some key habits to dramatically improve your file search experience.

Consistent Naming Conventions.

A file name is one of your most powerful keywords. By adopting a standard format for your documents, you make them instantly searchable. Instead of "meeting notes," try something more descriptive like 2025-08-24_ProjectAlpha_TeamSyncNotes. This structure gives you clear keywords for the date, project, and content, making it easy to find later.

Logical Folder Structure.

Avoid the temptation to dump everything into your main "My Drive" folder. A well-thought-out folder system—organized by project, client, or year—helps you use the Location filter effectively. When you know a file lives within a specific folder, you've already narrowed your search scope down from thousands of files to a select few. 

To keep your Folders organized, you can mark them with different colors, which will help you recognize the folder more easily. To change the Google Drive folder color, right-click on the folder and select Organize > You will see all colors to choose from.

Regular Cleanup.

The fewer files you have, the more relevant and faster your search results will be. Make it a habit to regularly delete or archive old, irrelevant, or duplicated files. You can use the Google Drive Shortcut feature to handle storing the same file multiple times without duplication. A leaner Google Drive means less clutter for the search algorithm to sift through, leading to quicker and more accurate results.

Conclusion.

You've now unlocked the most powerful secrets to a more productive Google Drive. By mastering the search bar, leveraging smart filters, diving into the advanced panel, using powerful search operators, and adopting smart organizational habits, you've gone from a digital scavenger to a precision file finder. And with the final step of learning how to audit your file sharing in Google Drive, you can ensure not only efficiency but also complete control and security over your digital assets.

Google Drive Introduces New 'Vids' Shortcut for Seamless Video Editing.

Google is enhancing its Drive and Workspace suite with a new, highly requested feature that will streamline user video editing. A new "Open" button is being rolled out to the video preview screen in Google Drive, providing a direct shortcut to edit videos using the Google Vids app.

This update eliminates the tedious process of downloading a video from Drive, editing it in a separate application, and then re-uploading the new file. A simple click launches the video directly into the Google Vids editor, making quick trims, text additions, and other edits faster and more efficient.

The new feature is currently rolling out to Google Workspace users, including those on Business Starter, Standard, and Plus plans, as well as Enterprise, Essentials, and Nonprofits. It is also available to users with the Gemini Education and Gemini Education Premium add-ons, and those with Google AI Pro and Ultra subscriptions.

How to Use the New Video Editing Shortcut

Using the new Vids shortcut button is straightforward. Here are the steps to get started:

1. Navigate to Your Video: Open Google Drive on your computer and locate the video file you wish to edit.
2. Open the Preview: Click on the video file to open its preview window.
3. Find the Shortcut: In the top right corner of the video preview screen, look for a new "Open" button.
4. Launch Google Vids: Click the "Open" button. Your video will automatically be imported into Google Vids in a new browser tab.
5. Edit Your Video: Once in Google Vids, you can use the available tools to trim clips, add text overlays, insert music, and make other adjustments.

Important Note: When a video file is opened in Vids, a new Vids file is created. After you finish editing, you will need to save or export the video as a new file (e.g., as an MP4) to your Drive. Additionally, there are some limitations: individual clips can be up to 35 minutes long and have a maximum file size of 4GB.

This new feature represents Google's continued effort to improve video capabilities across its platform, following other recent updates like the enhanced video player and the Gemini AI video summary tool. In another related update, Google is also adding video thumbnail previews to the progress bar in Drive's video player, making it easier to scrub through your footage.

Google Docs Adds Gemini-Powered Audio Playback Feature.

Google is rolling out a new feature for Google Docs, powered by its Gemini AI, that allows users to generate and listen to audio versions of their documents. This update transforms how users interact with their content, offering a new dimension for accessibility, comprehension, and error checking.

This feature enables users to consume documents audibly, which is beneficial for busy individuals, students, and anyone who prefers to listen to information.

How to Use the New Audio Feature in Google Docs:

Google has made the process straightforward, with options for both individual listening and embedding audio for collaboration.

For Listening to the Current Document:

1. Open your Google Doc: Ensure your document contains content.
2. Access the Audio Feature: At the top of your screen, click Tools > Audio > Listen to this tab. An alternative is finding a "Listen to this tab" icon directly in your toolbar.
3. Control Playback: A pill-shaped audio player will appear. This floating window can be moved anywhere on your screen. The player includes controls for:
• Play/Pause: Start or stop the audio.
• Scrubber: Navigate to different parts of the document.
• Playback Speed: Adjust the reading speed (e.g., 0.5x, 1x, 1.5x, 2x).
• Change Voice: Select from various natural-sounding voices, such as Narrator, Educator, Teacher, Persuader, Explainer, Coach, and Motivator.

Credit: Google

For Adding an Audio Button to Your Document:

To allow others to easily listen to your document, you can embed an audio button directly:

1. Open your Google Doc.
2. Insert Audio Button: Go to Insert > Audio buttons > Listen to tab.
3. Customize the Button: The inserted button can be customized in terms of label, color, and size to integrate with your document's design.
4. Quick Insert with @: Typing @Listen to tab directly into your document lets you insert an audio clip quickly in a selected section.

Credit: Google

This significant development follows Google's ongoing commitment to integrate AI into its Workspace suite, expanding how users create and consume content. Complementing this, Google also rolled out an image generation feature in Docs for paid users, further leveraging AI to enhance document creation directly within the platform.

Add the Same File to Multiple Folders in Google Drive (Without Duplicating!)

We've all been there. You're deep into a project, a client presentation, or even just planning a family trip. You create a crucial document – let's say, your "Project Alpha Budget.xlsx." It's meticulously crafted, filled with vital numbers, and the result of hours of work.

Now, where does it belong? It's clearly a "Project Alpha" file, so it should be in your Project Alpha folder. But wait, it's also a key financial document, so it needs to be accessible from your Finance > Budgets folder. And what about the Client X > Deliverables folder, since this budget is also a key deliverable for them?

The common, almost instinctive, reaction for many Google Drive users is to copy the file. You duplicate "Project Alpha Budget.xlsx" into all three folders. Problem solved, right?

But what if there was a better way? Google Drive has a powerful feature that solves this exact problem: shortcuts. Think of it as creating a digital "alias" or "pointer" to your original file. When you interact with a shortcut, you're always working on the single, most up-to-date version of the document, no matter which folder you access it from.

In this guide, we'll dive deep into how to add the same file to multiple folders in Google Drive using these smart shortcuts, ensuring your digital workspace remains organized, efficient, and free from the chaos of duplicates.

Google Drive Shortcuts vs. Copies (Crucial Distinction).

Before we dive into the "how-to," let's clarify the fundamental difference between a shortcut and a copy in Google Drive. This understanding is key to truly organized file management.

What Exactly is a Google Drive Shortcut?

Imagine you have a single, physical book. A shortcut in Google Drive is like placing a sticky note in multiple sections of a library, each note saying, "This book is related to this topic – find it on Shelf B, Row 3." The notes themselves aren't copies of the book; they just point to its one true location.

Google Drive shortcut is a tiny pointer file that links directly to the original source file. It looks just like the original file in any folder you put it in, but it doesn't contain any of the file's data. Its sole purpose is to direct you to the one central version of that document.

Benefits of Shortcuts:

• Zero Additional Storage: Shortcuts consume negligible space.
• Always the Latest Version: Update the original file, and those changes reflect instantly across all shortcuts. You always work on the most current version.
• Seamless Collaboration: Everyone works on the same underlying document, preventing confusion and lost work.

The Problem with Creating a "True" Copy.

Conversely, when you copy a file in Google Drive, you're creating an entirely new, independent version of that file. It's like taking your physical book to a copy shop and making an exact duplicate.

Drawbacks of Copies:

• Wasted Storage: Each copy takes up full storage space.
• Version Control Nightmare: Update one copy, and the others remain outdated. Tracking the "master" version becomes a chaotic mess.
• Collaboration Headaches: Multiple independent copies make effective team collaboration nearly impossible.

How to Add the Same File to Multiple Folders in Google Drive.

Now that we understand the power and benefits of Google Drive shortcuts, it's time to put that knowledge into action. Forget the old ways of copying files; we're about to explore the smart, efficient methods that will keep your Drive organized and your files up-to-date everywhere they need to be.

Before we begin, ensure you have:

• A Google Account: You'll need an active Google account to access and use Google Drive.
• Access to Google Drive: Make sure you're logged in and can navigate your Drive (drive.google.com).
• The Original File: You'll need the file you intend to add to multiple folders readily available in your Drive. Remember, you're creating shortcuts to this original file, not duplicating it.

Let's dive into the methods!

Method 1: The "Add Shortcut to Drive" Option (The Most Common Way)

This is the most straightforward and officially recommended method by Google for adding a file to multiple folders without creating duplicates. It's accessible via the right-click context menu and offers a clear path to organizing your files.

Step-by-Step Guide:

1. Go to drive.google.com and find the original file you want to add to other folders. Right-click on this file to open the context menu.
2. From the menu, move to "Organize," then click "Add shortcut". A dialog box will appear. Browse through your Drive's folders and select one or more destination folders where you want the shortcut to appear.

3. After selecting your folder(s), click the "Add" button in the dialog box.

4. Navigate to the folder(s) where you added the shortcut. You'll see the file there, marked with a small arrow icon on its thumbnail, confirming it's a shortcut to the original.

Note: Deleting the file shortcut won't delete the file from the original source.

Method 2: The "Shift + Z" Keyboard Shortcut.

For those who prefer keeping their hands on the keyboard, the Shift + Z shortcut offers a remarkably fast way to create shortcuts. Simply select the original file, then press Shift + Z (on Windows/Chrome OS) or Shift + Cmd + Z (on Mac). 

A small dialog will pop up, allowing you to quickly browse and select the folder(s) where you want to add the shortcut, mimicking the functionality of the right-click menu but with less mouse movement. This method is a favorite among productivity enthusiasts for its speed and efficiency.

Deleting a Google Drive Shortcut

To delete a shortcut without affecting the original file:

1. Locate the Shortcut: Find the shortcut in any folder where you've placed it (it will have a small arrow icon on its thumbnail).
2. Right-Click and Remove: Right-click on the shortcut and select "Move to Trash" (or drag it to the Trash).

3. Confirmation: The shortcut will be moved to your Trash. The original file remains safely in its original location, and any other folders where other shortcuts to it exist. You can then empty your Trash to permanently delete the shortcut.

⚠️ Warning

If you delete the original file from its source location, all shortcuts pointing to that file will break. The shortcuts will no longer be able to open the file. When you try to click them, you'll receive an error message indicating that the original file cannot be found or has been deleted.

You cannot restore the original file by interacting with a broken shortcut. If it hasn't been permanently deleted, you must go to the owner's Trash to restore it.

How To Audit File Sharing of Personal Google Drive.

We all use Google Drive’s file-sharing feature so frequently that it's easy to lose track of who has access to what. Over time, we may forget which files or folders we’ve shared and what level of access others have, especially with old clients, colleagues, or friends we’re no longer in touch with. 

Imagine if one of those shared files contains sensitive or confidential information, and it’s still accessible to someone who no longer needs it. That was exactly the situation I found myself in recently. So, I decided to create an audit log to track everything. It was a tedious and time-consuming process, but I can't do this every time I share some files with someone, so I decided to automate this task. Let's learn how?

Audit Google Drive File Sharing in Google Sheets.

There is no direct method for storing Google Drive file-sharing logs, so we are going to use Google App Script to write our own custom code to store all the required details directly inside a Google Sheet.

In this process, we will automatically scan your drive for all the files to get the required details like file name, file type, file path, file owner, link, type of access, user IDs, shared date, and last modified date. 

After collecting all these details, we will store them inside a clean new Google Sheet. At the end, we will set a trigger so our code will perform this activity every week to update your Google Sheet with new records.

Note: If you are using a custom domain with the premium version of Google Workspace that you can use this feature for free by using the Add-on available in Google Marketplace.

Here is a step-by-step process for automating auditing Google Drive Files.

Step 1: Create a Google Sheet for Audit Logs.

Open a new Google Sheet in your Google Drive and name the sheet as well as the first tab of the sheet. In my case, the sheet name is "Audit_Sheet" and the sheet's first tab name is "Audit". The sheet name can be anything based on your choice.

In the top-right corner of the sheet, click on the share button drop-down and copy the link. Keep this link handy, as we are going to use this link in our App Script Code.

Step 2: Open Google App Script Code.

In the sheet, click on Extensions > App Script. A new window will open with the Google App Script code editor. Make sure that your app script page is logged in with the same ID for which you want to audit file sharing details.

⚠️ Warning

If you're encountering a "400 Bad Request" error when running your Google Apps Script, it may be due to a mismatch between the Google account currently active in the browser and the one used to authorize the script.

Google Apps Script tends to "remember" the account that was used the last time you accessed the Script Editor. If you're now opening or running the script using a different account in the same browser session, the script can fail to authenticate properly, resulting in this error.

Step 3: Write Google App Script Code.

Copy and paste the full code into the Google Apps Script Code Editor, then click on “Untitled project” at the top left and give your project a meaningful name (e.g., “Drive Sharing Audit Tool”). In the second line of the code, replace the placeholder with the link to your Google Sheet where you want to store the audit logs. In the fourth line, enter the name of the first sheet (tab) in that Google Sheet, which you can find in the lower-left corner of the spreadsheet (e.g., “Sheet1” or “AuditLog”).

Script Code:

function scanAllDriveFilesToSheet() {
  const sheetUrl = '<Paste_Google_Sheet_Link_Here>';
  const ss = SpreadsheetApp.openByUrl(sheetUrl);
  const sheet = ss.getSheetByName("<Paste_Sheet_1_Name_Here>");
  sheet.clearContents(); // Optional: clear old logs

  // Set headers
  sheet.appendRow(["File Name", "File Type", "File Path", "Owner", "Link", "Access Type", "User IDs", "Shared Date", "Last Modified"]);

  const files = DriveApp.getFiles();
  while (files.hasNext()) {
    const file = files.next();
    const fileName = file.getName();
    const fileType = file.getMimeType();
    const filePath = file.getParents().hasNext() ? file.getParents().next().getName() : "Root";
    const owner = file.getOwner() ? file.getOwner().getEmail() : "Unknown";
    const url = file.getUrl();
    const lastModified = file.getLastUpdated();
    const sharedDate = file.getDateCreated();
    const viewers = file.getViewers().map(u => u.getEmail()).join(", ");
    const editors = file.getEditors().map(u => u.getEmail()).join(", ");
    const access = (editors ? "Edit: " + editors : "") + " | View: " + viewers;

    sheet.appendRow([fileName, fileType, filePath, owner, url, access, viewers + " " + editors, sharedDate, lastModified]);
  }
}

Step 3: Give Permission to Run the Script.

After making all the required changes to the script, click the Save icon and then click the Run ▶️ button to execute the script. If this is your first time running an Apps Script, Google will prompt you to authorize the script to access your Google account. This access is necessary for the script to read and write data in your Google Drive in order to perform the audit.

When you click "Review Permissions", a pop-up window may appear saying "Google hasn’t verified this app". This is normal for custom scripts. Click on Advanced, then select "Go to <Project_Name>" (your project name will appear there). 

Google will then ask you to review and approve access by checking the required boxes. Select both the checkbox and click on Continue. This is a one-time, safe process and ensures the script can function as intended.

Code will start executing and you can open your Google sheet to see the updated audit logs for the the files present in your Google Drive.

Step 4: Schedule the Automation.

If you don't want to run the Script every time to see the updated details, then you can schedule this script to run automatically. To schedule your Apps Script to run weekly, open the Script Editor and click on the clock icon 🕒 in the left toolbar (called Triggers). Click "+ Add Trigger", choose the function you want to run, set the event source to Time-driven, and then choose time based trigger as "Week timer" and select the desired day and time.

Once saved, the script will automatically run every week based on your selected schedule and no manual execution needed.

⚠️ Important: This script reads sensitive Drive data, so do not share your script with unknown users or publish it without a proper security review.

I hope you find this method helpful for Auditing Google Drive Files. It is specifically useful for someone using their Google Personal Account to manage everything.

Tip: If you ever make changes to your script (like updating logic or the linked Sheet), don't forget to re-save and re-authorize the script if needed. Also, it's a good practice to occasionally check the Executions log under Apps Script → Executions to ensure the script is running correctly on schedule and handling all files as expected.

How To Transfer Ownership of a File in Google Drive.

Last month, I was wrapping up a freelance project I led for several months. All the project-related documents, reports, and shared resources were stored in my Google Drive. However, since the project was about to end, I decided to share all the related files with my client so she could take care of it further. 

Simply giving her an editing option wasn't enough, I need to give her full ownership of the files. That's when I discovered how to transfer ownership of files in Google Drive.

Transfer Ownership of a File in Google Drive.

Transferring Ownership ensures that the new person has full control over files just like you. Here's how you can do it step-by-step using your personal Google account.

Step 1: Open Google Drive and locate the file.

Go to drive.google.com in any browser where you're signed into your personal Google account. Navigate through your folders or use the search bar to find the specific file you want to transfer.

Step 2: Right-click the file and choose "Share."

Once you’ve found the file, right-click on it. From the context menu that appears, click on the “Share” option. This will open a sharing settings dialog where you manage access and permissions.

Step 3: Add the person you want to make the new owner

If the intended new owner isn’t already listed, type their email address in the “Add people and groups” box at the top. Set any type of access you want (Viewer, Commenter, or Editor) and give a meaningful message in the message box. Then click “Send” to share the file with them. Make sure you’re entering a valid Google account email.

Step 4: Change their role to ‘Owner’

After the person has been added (or if they were already there), locate their name under the “People with access” section. Click the drop-down arrow next to their current role (e.g., Editor) and choose “Transfer ownership.”

Step 5: Confirm the transfer

A pop-up will appear with a warning saying that "You'll be the owner until this person accepts ownership."Click on the Send Invitation button in the pop-up, and the user will get an email to accept the ownership of the file.

Note: Once the ownership is transferred to the new user, you will still hold Editor access until the new owner removes you or makes changes to your access. You won't be able to revert the ownership again.

Step 6: Email Sent to New Owner.

The new Owner will receive an email invite to accept ownership of the shared file. The user can Accept or Decline the request based on their choice. Once accepted, complete ownership will transfer to new user.

Note: In personal (free) Google accounts, you cannot directly transfer ownership of a folder. Google only allows the transfer of ownership of individual files, not folders. But there are many alternative ways to transfer ownership of an entire folder and its content that we are going to learn in the next part.

Transfer Ownership of Entire Folder in Google Drive.

If you are using a free personal Google account, then you can transfer ownership of the folder to any other user, but even after that, you will still own the subfolder and files within it. There is no direct approach to transfer the ownership of the entire folder with its content in the free version of the Google account, but you get this option in the premium version of Google Workspace.

Oh, does it mean that I need to pay a premium to use this feature? Well, not really, there are a few alternative methods that we can use to achieve our goal. Let's learn a few of them here.

Method 1: Transfer Ownership Manually.

Step 1: Transfer Ownership of the Folder.

In this method, you need to transfer ownership twice to the new user. First, you have to transfer the ownership of the Folder by following the same steps that we have performed above for a single file.

Step 2: Transfer Ownership of all SubFiles.

Once the folder ownership is transferred to the new user, you can open the folder and check that you are still the owner of the entire content present in it. Press Ctrl + A from your keyboard to select files at once and repeat the first step to transfer ownership of all the selected files in one go.

Step 3: The New Owner receives an email.

The new owner with whom you want to share all the files will receive an email with a list of files and a Respond button, which will redirect the user to Google Drive to review and accept the ownership of the files.

Step 4: Accept Ownership of all shared Files.

When the new owner opens the folder, they can still see your name as the owner of the files present inside. The user will get two options: review each file one by one and accept the ownership, or select all entire files altogether and accept the ownership of all the files. Ask the new owner to follow the steps shown below:

To accept ownership, press Ctrl+A to select the file and click on the Share+ icon. You will get a pop-up with an "Accept Ownership?" button next to your User ID.

Note: If the folder contains another subfolder with more files inside it, then you need to repeat the same steps 1 and 2 again to share the ownership of the files present in subfolders. You also need to repeat the same steps if more files get added inside that folder.

If you use Google Workspace, you can instead move files into a Shared Drive, where ownership belongs to the team. The above methods are good if you are handling everything by yourself.