How to Find Duplicate Files in Google Drive

# How to Find Duplicate Files in Google Drive These are my notes from a conference I went to that discussed some best practices when dealing with duplicate files in Google Drive. ## How are these duplicates created? 1. Google Drive for Desktop - this is the #1 reason and is often caused by an inproper setup. 2. Other Devices (laptop, computer, mobile device) syncing to the same location 3. Multiple users copying files 4. Templates that are not kept in one location 5. Two computers that have the same files both backup to Google Drive but in different locations. 6. Users downloading files from Google Drive to work offline and then uploading them to a different location. ## What is the issue in having duplicate files? 1. Wasted storage space & increased storage costs 2. Increased difficulty in finding the correct version of a file. 3. Harder to collaborate on a file since there are multiple identical files to choose from. ## How to find the duplicate files in Google Drive 1. Sort by file name an visually scan for duplicate files 2. Use Google Drive search to look for duplicates with the same name 3. Use [Filerev to find duplicates](https://filerev.com/duplicate-photos-google-drive/). This is the best solution as the others are too time intensive. The bulk delete tool for removing duplicates can get an account cleaned up very quickly. ## Before removing duplicates :::danger Always backup your files before starting any major clean up in Google Drive. [Google Takeout](https://takeout.google.com) is a tool that Google provides to help backup your files. ::: - Confirm with stake holders if all duplicates can be removed - Decide the pattern when removing duplicates. Can you remove all duplicates based on their creation date or the folder they live. ## Prevent Creating Duplicates in the Future 1. Use consistent naming conventions 2. Communicate best practices to the team on the folder structure to use 3. Consider a centralized location for commonly used templates or documents to prevent them from being copied to many different locations ## Regular Maintenance and Monitoring Run regular audits on your Google Drive files. This way you can keep the files organized instead of waiting until it is too messy to deal with. It was recommended to use [Filerev to run the file audit](https://filerev.com) since you can run it as often as you would like. Then if you start to see duplicate files increasing in your Google Drive account, you can speak to the appropriate people who are cluttering things up and develop better policies. --- ## Scenarios where duplicates can be created After I got home from the conference I wanted more examples of how the duplicate files are being created as it seems so prevelent in the accounts I manage. So, I asked ChatGPT to provide examples and it listed the following: ### **Scenario 1**: Syncing Across Multiple Devices John has Google Drive synced across his laptop, desktop, and smartphone. He often works on documents from different devices at different times. One day, he edits a presentation on his laptop, not realizing it had already been uploaded from his desktop with the same changes. The result is two versions of the same file in his Google Drive, creating confusion over which one is the latest version. ### **Scenario 2**: Collaborative Projects with Multiple Users A team is collaborating on a marketing project, and each member has access to a shared Google Drive folder. Sarah, a team member, downloads a project file to work offline during her commute. When she gets back online, she uploads the file again instead of updating the original file in the shared folder. This action creates a duplicate, leading to confusion among team members about which file is the most current. ### **Scenario 3**: Manual Backup Mistakes Alex prefers to manually back up files to Google Drive by dragging and dropping folders from his computer. Sometimes, he forgets what he's already backed up and ends up transferring the same folder more than once. Without realizing it, Alex creates multiple duplicates of the same files and folders, cluttering his Google Drive and using unnecessary storage space. ### **Scenario 4**: Using Multiple File Creation Methods Emma uses Google Drive for her personal and freelance work. She creates documents directly in Drive for personal projects and uploads documents created offline for her freelance work. Occasionally, she creates a new document in Drive for a project she's already started on her desktop, leading to two versions of the document: the one she started offline and the one she created in Drive. ### **Scenario 5**: Template Mismanagement A small business uses several templates for invoices, reports, and letters in Google Drive. Each employee accesses these templates but sometimes saves a new copy in a different location instead of using the original or making a copy in the designated templates folder. This practice leads to multiple copies of the same templates scattered across the Drive, making it hard to identify the most current or correct version to use. --- ## Additional Resources for Managing Files in Google Drive - [Google Drive Help Center](https://support.google.com/drive/community): A wealth of information covering all aspects of using Google Drive, from basic setup to advanced features. - [Google Drive Learning Center](https://gsuite.google.com/learning-center/products/drive/) – Google Drive: Offers detailed guides and tips for using Google Drive and integrating it with other Google Workspace tools. - [Google Drive Community Forum](https://support.google.com/drive/community) - A place to ask questions, share experiences, and get advice from other Google Drive users. - [Reddit – Google Drive](https://www.reddit.com/r/googleDrive/) - A subreddit dedicated to discussing Google Drive, sharing tips, and getting help from the community. - [FileRev](https://filerev.com): Offers advanced features for managing and organizing your Google Drive, including finding and removing duplicate files.