Google Drive for desktop allows you to access your Drive files directly from your computer’s file system (Finder on Mac or File Explorer on Windows), including making files available for offline use.

Understanding Streaming vs. Mirroring Files: #

• Stream files (Default & Recommended for saving disk space): Files are primarily stored in the cloud. On your computer, you see placeholders. When you open a file, it downloads on demand. You can choose to make specific files or folders available offline.
• Mirror files: All “My Drive” content (or selected folders) is stored both in the cloud AND locally on your computer, taking up disk space. Changes sync both ways. Your administrator may have set a default for your organisation.

Making Files and Folders Available Offline (Assuming “Stream files” mode): #

1. Open Google Drive for Desktop Folder:
   • Mac: Open Finder and look for “Google Drive” in the sidebar under “Locations.”
   • Windows: Open File Explorer and look for “Google Drive” (often assigned a letter like G:).
2. Locate the File or Folder: Navigate to the file or folder you want to make available offline.
3. Right-Click: Right-click on the file or folder.
4. Choose Offline Access:
   • Look for an option like Offline access or Available offline.
   • Select Available offline.
5. Syncing: Google Drive for desktop will then download a copy of that file/folder to your computer. You’ll usually see a small green checkmark icon with a solid fill on items that are fully synced and available offline. Items that are online-only might have a cloud icon. The time it takes depends on the size of the files and your internet speed.

How Offline Access Works: #

• Once a file/folder is marked “Available offline,” you can open and edit it even without an internet connection.
• When you reconnect to the internet, Google Drive for desktop will automatically sync any changes you made while offline back to the cloud (and sync any cloud changes down to your offline copy).
• Important for Collaboration: If multiple people are working on offline files, it’s good practice to go online periodically to sync changes and avoid potential conflicts (though Google Drive is generally good at managing these).

Checking Offline Status: #

• The icons next to files/folders in your Google Drive for desktop folder usually indicate their status (e.g., cloud icon for online-only, green check for available offline). Hovering over them might give more info.

Managing Offline Files: #

• If you no longer need a large folder to be available offline (to save disk space), you can right-click it and choose Online only. The local copy will be removed (freeing up disk space), but the file will remain in the cloud and accessible when you’re online.