Google App Images Docs Sheets Drive 255Using Google’s new Docs, Sheets and Drive mobile apps is relatively simple for basic features.  However, there are several options that are not obvious particularly if you would like to edit you files when you don’t have a Internet access.  Below you will find helpful Google Docs, Google Sheets and Google Drive mobile app tips & tricks to help you get you up and running faster and with a lot less frustration!

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NOTE:  This post is supplemental information to the post on Google’s mobile app product release.  If you missed that ABC news segment you may want to read and/or watch that post first.  It covers the new mobile apps released by Google and their features.

Tips for making files available offline:

#1)  Set offline access option to “On” for each file on each device.

If you want to be able to edit a file on your smartphone and/or tablet when you don’t have Internet access you need to set the option “Keep on Device” to “On” on the phone and on the tablet.  Set this option on the file from within Google Docs or Google Sheets app on the phone and on tablet to be able to edit on each device.  If you set this option only on your tablet, the file will not be available for editing on your smartphone.  If you set the feature to “On” from within Google Drive mobile app, the files can be viewed but not edited offline.  You need to set the option on each device in which you want to be able to edit offline.

Any edits you make while offline will be automatically updated to Google Drive the next time you connect to the Internet.

To see step by step instructions watch this video:

Tip!  How to make Google Docs, Google Sheets available for offline editing.


#2) You must be connected to the Internet to make a file available offline!

If you are going to be on a plane, train or riding in a car and want to have access to your  files located on Google Drive while you are not connected to the Internet, be sure and set the “Keep on Device” option prior to disconnecting from the Internet.  See tip #1 for specifics about setting this option.


#3)  All offline files can be easily found in the “On Device” section of Docs, Sheets and Drive mobile apps.

If you are not sure if you have marked a file for use offline, a quick way to check it is to tap the option “On device” from the Nav menu.  Also, docs that have been marked for offline editing will have the push pin icon next to the file name.

To see step by step instructions watch this video:

Tip:  How to easily find all files marked for offline editing in Google Docs and Google Sheets.

#4)  You can only edit Google Docs and Google Sheets files offline.  

In addition to Google Docs and Sheets, you can view these additional file types offline using Google Drive however, they cannot be edited:  Google Slides, images, .pdf, .doc, .xls,and  .ppt files.

#5)  Important:  Setting a file to “Keep on Device” from within Google Drive mobile App (and not in Docs & Sheets app) does not make it available for offline editing!

If you make a doc offline while on the web based Google Drive or the Google Drive mobile app, rather than directly from within Docs and Sheets mobile apps, it will only be available for viewing in Drive, Docs and Sheets apps.    You must set  “Keep on Device” from within Docs or Sheets app to make  it available for editing without Internet access.

#6)  iOS 7 or higher is required For iPad and iPhone users.

Google Docs and Google Sheets is supported on iPad, iPhone and iPod Touch users be running  of iOS 7 or higher.  To determine what version of iOS you are using or to upgrade to the latest version go to Settings App > General > Software Update > Download and Install.

Google Drive App

#7) Upgrade or install the latest version of Google Drive mobile App.

Google Drive mobile app has been around for sometime, however, it has been significantly enhanced to support the functionality of Google Docs and Google Sheets mobile apps and offline editing.  From the updated Google Drive mobile app you can view files on your Google Drive account , create and edit Docs and Sheets, create and edit folds, rename files and folder, delete docs and folders.


#8) Set the Passcode feature for extra file security.

You can set the Passcode in any of the 3 mobile apps (Drive, Docs, Sheets) and the passcode will apply to all three apps.  After enabling the Passcode feature you will be required to enter the passcode before files can be viewed or edited.

Tip: How to set a passcode in Google Drive, Google Docs or Google Sheets. 


Google Drive Folder Tips:

#9)  Google Drive folders do not display in Google Docs and Google Sheets mobile apps.

You can only see folders from within the Google Drive mobile app, not from within Google App or Sheets mobile apps.  If you are in Google Docs and Sheets you won’t see your folder structure but you will see files contained within folders.  Switch to Google Drive mobile app to see folders and the files within them.

#10) You can add files to a folder using the Google Drive mobile app but not Google Docs or Google Sheets.

To move a file to a folder, you must be in Google Drive (not Google Sheets or Docs).  From within Google Drive mobile app tap the (i) next to the file name, then tap “move”.  Tap the desired folder in which to place the file.  The file will be available in Drive or Docs but you won’t see the folder.

Tip:  Where are my Google Drive folders??

#11)  To create folders you must be in the Google Drive App.

You cannot create folders from within Google Docs or Sheets mobile apps.  To create a folder, go to Google Drive > tap My Drive > Tap + > Tap New Folder.  Enter a folder name then tap Create.


Switching back and forth between Google Apps quickly & easily

#12) Switching between Google Drive, Docs and Apps without leaving the apps.

From within Google Docs or Google Sheets, access the Nav Screen by tapping on the Nav icon (3 horizontal bars) in the upper left hand corner of the file listing.  Tap Google Drive (last option).  This switches you to Google Drive app.

To move from Google Drive to Sheets or Docs app, simply tap a Sheet or Doc file.

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