As the hub for (almost) all files stored in your Google Account, Drive is a critical tool for Workspace users to save, organize, and share documents, spreadsheets, and media. To keep your Drive organized and make the most of its collaboration features, use these 10 hidden hacks.

Add shortcuts instead of duplicating files to save storage space

If you’re organizing Drive and need a single file to be accessible from multiple folders—such as across several projects—you don’t need to move it or create multiple copies, which takes up storage space and prevents collaborators across separate teams from working in the same live version. Instead, leave the original where it is and create shortcuts in other locations. Right-click on any Drive file to bring up the options menu, then go to Organize > Add shortcut and select the destination folder.

Use URL shortcuts to quickly create account-specific new files

URL shortcuts are huge timesavers for launching new Drive files—Docs, Sheets, and Slides specifically—especially if you’re logged into multiple Google Accounts, such as work and personal, at the same time. When you type doc.new, sheet.net, or slide.new into your address bar, a new file will automatically be created under your primary account. Add /1, /2, /3 etc. to specify which account you want to use. This prevents multiple clicks just to get a new file started.

Use modified shareable URLs to automatically create copies

Another URL shortcut allows you to force shared file recipients to create a copy rather than gaining view or edit access to the original. This is handy for sharing templates, checklists, and other materials that users will need to edit while preserving the master version. Simply replace /edit or /view at the end of the sharing link with /copy, and recipients will be prompted to “Make a Copy” upon opening.

Upload new versions to overwrite existing docs without changing the sharing link

Native Google files update in real time when edited, allowing all collaborators to see changes, but new versions of PDFs, images, and videos have to be reshared—unless you overwrite the original. Right-click on any non-Google file and go to Manage versions > Upload new version to keep the same sharing link for the update.

Lock files in read-only mode to prevent further edits

If you want to share the final version of a Drive file but prevent recipients from making edits—either accidentally or on purpose—you can lock it in read-only mode. This is quicker than turning it into a PDF or managing permissions for different users. Right-click on the file to pull up the options menu, then go to File information > Lock. (Note that you will also be unable to make edits until you unlock the file.)

Enable upload conversions to make .docx files into compatible Google files

Another feature that saves a few clicks is auto-conversion of external files into Google formats. This is especially useful if you frequently receive documents from Microsoft users in .docx, .xlsx, or .pptx formats. Instead of manually converting each time, go to Settings > General, scroll down to Uploads, and toggle on Convert uploads to Google Docs editor format.

Add comment boxes to images in PDFs for direct feedback

Editable Drive files allow you to easily highlight and leave comments on text, but you can do the same for other files while in preview mode, which is useful for providing feedback on visuals, layouts and design without downloading and opening in a separate program. Double-click to open any image or PDF preview and tap the Comment icon at the top. Select the area you want to leave feedback on and add your comment.

Use advanced search operators to quickly find buried files

My personal Drive is a bit of a mess, making it hard to find older files I’ve forgotten the names of without scrolling back through a very long list of unorganized items. Advanced search operators are part of the solution because they allow you to narrow down by file type, owner, and date. Enter terms like type:, owner:, and before: or after: into the search bar followed by your parameters.

Create a custom project hub for easy access to related files

Drive’s organizational structure is very basic—it’ll show you suggested files and folders on your Home tab, but the My Drive tab is alphabetical by default with options for sorting by date modified. You can obviously create folders and move files around (including with the shortcuts hack described above), but it may also be useful to create a dynamic “hub” for quick access to files that are related, such as for a work project or a specific vacation. Paid Workspace users have a Priority tab, which collates to 25 files from anywhere in Drive without moving them from their original locations. Free users can star items or create a master Docs file and embed file tiles using the “@” menu.

Use the Drive scanner to quickly digitize receipts and printed documents

You don’t actually need yet another app for document scanning: Google Drive has that feature built in, so both iPhone and Android users can quickly digitize printed material to Drive simply by using their device’s camera. Open the Drive app and select the Scan icon or the (+), then hit Scan document. Google will make minor enhancements, then you can select the name and destination and hit Upload. From there, your scanned receipts, contracts, and other files are searchable just like anything else in your Drive.