Complete Google Workspace (G Suite), Beginner - Advanced

Get to know Google Gmail - loaded with help tips for using Gmail Gmail is a free email service developed by Google. Users can access Gmail on the web and using third-party programs that synchronize email content through POP or IMAP protocols

Create your Google account or log into your existing Google account.

https://myaccount.google.com

Next Go to Email https://mail.google.com

Click Setting Cog wheel in top right corner, opening setting options.

Opens Email Settings options.

• Desktop notifications

• Signature

• Vacation responder

Join a video meeting from Gmail

1. Open Gmail.

2. In the sidebar, click Join a meeting. Tip: If you don't see this option, contact your G Suite administrator.

3. Enter a meeting code or nickname. G Suite users can share a nickname with people in their organization as a fast way to join a meeting.

4. Click Join.

Configure user settings

From the Admin console Home page, go to Appsand thenG Suiteand thenGmailand thenUser settings.

In the Organizations section, highlight the parent organization or the child organizational unit where you want to change the settings.

Scroll down the User Settings page to the setting you want to change. You can also use the Search settings text box to enter a search term to quickly find the Gmail setting that you need.

To finish updating the settings, click Save Changes.

User settings

Themes—Let users choose their own themes for their Gmail background.

Email Read Receipts—Let users request or return email read receipts for their messages.

Mail Delegation—Let users delegate access to their mailbox to other users in the domain. When this setting is on, users can grant access to their Gmail account by adding a delegate. Read detailed steps for setting up mail delegation for your users.

Name format—Set the name format for users. You can also let users customize their name format.

Gmail web offline: Let users make their Gmail available when they're offline. Read more about offline Gmail.

Confidential mode: Let users turn off the option to forward, copy, print, or download messages. Users can also set a message expiration date, revoke message access, and require an SMS code to open messages. Learn more about confidential mode.

Smart Compose Personalization—Turn on personalized suggestions for Smart Compose when users type emails. When this setting is on, users can turn personalized suggestions on or off. Learn about Smart Compose and personalized suggestions.

Important: After you change this setting in the Admin console, users must close and then reopen their Gmail account to get the change.

Dynamic email -- Let users view and interact with Accelerated Mobile Page (AMP) emails. AMP email messages contain dynamic and interactive content. Read more about dynamic email and how to turn it on or off for your users.

S/MIME—Turn on S/MIME encryption for sending and receiving emails and allow users to upload their own certificates.

Select the Compose button in the top left corner. Popup window will open for creating a new email.

You can change the size of the window.

Add email recipients and subject to email.

Add message in the body of the email, add attachments

Click Send.

Need more time or Undo? Note the Undo option in the bottom.

When you send an email you have by default 5 seconds to cancel it.

• Click Settings

• On the General tab, scroll to the Undo Send feature.

• Update cancellation period

Just want to see the new content without all the previous conversation content? turn off conversation view.

• Get to Settings

• In General tab select Conversation View.

• Turn off and save

Reply to emails

Click the reply button

You can also forward the email to a new person(s)

Follow up Nudges

Best to upload to gDrive

• Create email from gmail account

• Click icon to insert file from Google drive

• If the file is on your computer select upload or share existing path to the file.

Select file sharing options.

Shared files can be downloaded or viewed via the link in the email.

On send file options will show.

Use Gmail offline to read, respond to, and search your Gmail messages when you aren't connected to the internet. Only in Chrome!

To flag an important email click Star next to an email.

To see all your starred email, in the left sidebar, click Starred.

Postpone email Under Snooze until - choose a time.

The email automatically moves out of your inbox. You will get a reminder about the snoozed email after the specified time.

Archived email move out of your inbox but stay under All mail, so that you can find them later. Deleted email move to the Trash and get permanently deleted after 30 days.

Several default labels already in account by default - you can add more.

Labels are used to group email messages.

Create new labels and manage labels.

You can apply several emails to one email.

Find your message easier later by clicking the labels

You can nest labels within labels

Search for emails with a label.

You can apply colors to labels

Left panel, point to label click More.

Point to Label color and choose a color.

Move from inbox to label - select move to.

Manage your incoming email automatically with Gmail’s filters.

Go to search drop down.

Select filter options

Apply label and choose label

Can be applied to specific people or subject line. You can apply to existing emails.

Email template - same info to emails.

You can create canned response or insert previously saved canned responses.

Create a canned response or use existing canned response.

Click the search box in the top of the screen

Customize search options to find emails using various parameters.

• Limit email to specific times of day

• Forward all emails into one main email address so you have a main one to check regularly.

• Use filters to route emails.

• Use labels to organize your messages

• Use of aliases in emails and then apply filter. Inserting (.) or (+) creates endless variations that are directed to your inbox

• Use tasks add to tasks - select email then top menu bar three dots add to tasks or create event

• Right hand three dots of email provide additional spam filter options and message specific options.

• Unsubscribed to newsletters using unsubscribe option.

• Delete large attachments to save space.

Used to quickly identify and place attention on specific messages and senders. Apply different star colors have them rotate. Click until you get color you want.

You can grant access to your Gmail account by adding a delegate. This person can read, send, and delete messages for you.

Send or reply to emails that were sent to you. When they send a message, their email address will show. For example, the sender will show as "sent by johnsmith@gmail.com."

Read messages sent to you

Delete messages sent to you

https://support.google.com/mail/answer/6594?hl=en&authuser=1

Press ? key to view shortcuts

• Respond within 24 hours to an email

• Close your email tab only have it open certain times during the day when you are ready to address them

• Turn off email notifications.

• Minimize your inbox to only emails that have a clear action - otherwise archive and delete.

• Create filters to skip unwanted emails and less important emails to reduce clutter

This lesson, we look at very simple addition that allows you to forward a lot of emails at the same time and also how to drag an email into a message you are composing.

• We add edit and delete events

• We add an "Out of Office" Event to decline appointments

• We look at the various view options, Day, Week, Month etc

• Shortcut Keys for views A - Agenda D - Day W - Week M - Month Y - Year

• Adding new Calendars

• Changing Colours of Calendar

• Adding and removing Google Meet

• Adding Locations via GPS

• Adding Notifications

• Mobile Calendar settings and views

• Public Holidays

  
  

• Searching in your Calendar

• Importing and Exporting your Calendars

• Adding Calendars of Interest

• Hiding and revealing your Calendar

We look at how to share your calendar with others and external users. We also look into the admin section to see how to enable the sharing of calendars with external parties and what the settings could be.

We look at tasks and reminders and how to use them on your computer and mobile device.

We set goals using our mobile device. Fitness and calling your mother goals.

• Adding events from an Email

• Adding Events in our timezones

• Displaying secondary Timezones

• Adding Emojis to your Calendar

• Integrating with Google Keep

How do you organise your meetings? This might help you be more efficient.

• Setting the display density of your calendar

• Setting additional timezone on the world clock

• Event settings and Notifications

• View Settings

• Individual Calendar settings

• Daily Agenda emails

We look at a very simple way of organising meeting with your clients and suppliers.

Why you should use this?

1. Efficiency: Instead of manually copying and pasting information from your spreadsheet to your calendar, this code automates the process. With a single click from the custom menu, the event is created in your Google Calendar, saving you time and effort.

2. Accuracy: The code retrieves the information directly from specific cells in your spreadsheet, reducing the chances of errors or typos when transferring data to the calendar. This helps ensure the accuracy of the event details.

3. Consistency: By using the code, you can maintain consistency in how you format and organize the calendar events. The event title can include the supplier name, and the event description can include additional information such as the amount and PO number, providing a standardized structure for your calendar entries.

4. Convenience: The custom menu adds a user-friendly interface within Google Sheets, making it easy to trigger the event creation process without navigating through complex menus or settings. It provides a convenient and accessible way to manage your calendar events directly from your spreadsheet.

5. Streamlined Workflow: If you frequently create calendar events based on information in your spreadsheet, this code streamlines your workflow by eliminating repetitive manual tasks. It allows you to focus on other important aspects of your work while the code handles the calendar integration.

Overall, this code simplifies the process of adding relevant information from your spreadsheet to your Google Calendar, improving efficiency, accuracy, and convenience. It can save you time, reduce errors, and provide a more streamlined workflow for managing your calendar events.

How it works?

1. The `onOpen()` function creates a custom menu in the Google Sheets document. This menu contains a single option: "Add to Calendar". It will be displayed in the menu bar when the spreadsheet is opened.

2. The `addToCalendar()` function is triggered when the "Add to Calendar" option is selected from the custom menu.

3. The function retrieves the values from specific cells in the active sheet:

   - The supplier name is obtained from cell B1.

   - The ship date is obtained from cell B2.

   - The amount is obtained from cell B3.

   - The PO number is obtained from cell B4.

4. It checks whether the ship date is a valid date. If it is, the code proceeds to the next steps. Otherwise, it displays an alert indicating an invalid ship date.

5. If the ship date is valid, it creates a Google Calendar event using the `createEvent()` method from the Calendar service.

   - The event title is set as "Order Shipment - " followed by the supplier name.

   - The event start time is set to 8am by modifying the hours of the ship date.

   - The event end time is set to 9am (1 hour after the start time) by adding 60 minutes to the ship date.

   - The event description includes the amount and PO number obtained from the respective cells.

6. The newly created event is added to the default Google Calendar using the `createEvent()` method with the specified event details.

7. Finally, it displays an alert indicating that the event has been added to the calendar.

This code allows you to manually trigger the process through a custom menu in Google Sheets. When you select the "Add to Calendar" option, it creates a calendar event with the specified details, including the ship date, supplier name in the event title, and additional information in the event description.

• Adding Numbers to Folders to make it in the order you want

• Colour Coding the Folders

• Starring the Folders

• Adding Shortcuts to Drives

Add and remove files to your Workspace

1. On your computer, go to drive.google.com.

2. On the left, click Priority.

3. Below the Workspace you want to add files to, click View Workspace Add files.

4. At the right, select the file or files you want to add.

5. Click Insert.

6. 
   

Note: You can also right-click any file in your Drive to add it to a Workspace.

To remove a file, right-click a file in your Workspace and click Remove from Workspace.

Delete a Workspace

When you delete a Workspace, the Workspace is permanently deleted, but the files remain in their original location.

1. On your computer, go to drive.google.com.

2. At the left, click Priority.

3. Next to the name of the Workspace you want to delete, click the Down arrow.

4. Click Remove Workspace.

• We upload Files and Folders

• Shortcuts to Folders

• We upload by dragging from the desktop and from our downloads

  
  

Because Google doesn't have a client for Linux, companies have created Software to fill that gap. One of the easiest pieces of software that gets the job done is Insync.

• Sharing Files and Folders with others in your organisation and outside your organisation.

• Adding Groups to your Google Contacts and sharing to those groups.

• Changing Owners of a File or Folder.

What are shared drives?

This feature is available with G Suite Enterprise, Enterprise for Education, G Suite Essentials, Business, Education, and Nonprofits edition.

You can use shared drives in Google Drive to store, search, and access files with a team. Shared drive files belong to the team instead of an individual. Even if members leave, the files stay in place so your team can keep sharing information and work anywhere, from any device.

Note: If your organization signed up for or upgraded a G Suite or G Suite Essentials account before July 2017, you might need to turn on shared drives for your users.

Create new items

Document Shift + t

Presentation Shift + p

Spreadsheet Shift + s

Drawing Shift + d

Folder Shift + f

Form Shift + o

Open menus

Sort menu r

Settings menu t

Take action on selected items

Move selected items to new folder z

Star or unstar selected items s

Google Docs is a word processor included as part of a free, web-based software office suite offered by Google within its Google Drive service. This service also includes Google Sheets and Google Slides, a spreadsheet and presentation program respectively. Google Docs is available as a web application, mobile app for Android, iOS, Windows, BlackBerry, and as a desktop application on Google's ChromeOS. The app is compatible with Microsoft Office file formats.[1] The application allows users to create and edit files online while collaborating with other users in real-time. Edits are tracked by user with a revision history presenting changes. An editor's position is highlighted with an editor-specific color and cursor. A permissions system regulates what users can do. Updates have introduced features using machine learning, including "Explore", offering search results based on the contents of a document, and "Action items", allowing users to assign tasks to other users.

Google Docs is available as a web application supported on Google Chrome, Mozilla Firefox, Internet Explorer, Microsoft Edge, and Apple Safari web browsers. Users can access all Docs, as well as other files, collectively through the Google Drive website. In June 2014, Google rolled out a dedicated website homepage for Docs, that contains only files created with the service.In 2014/ Google launched a dedicated mobile app for Docs on the Android and iOS mobile operating systems. In 2015, the mobile website for Docs was updated with a "simpler, more uniform" interface, and while users can read files through the mobile websites, users trying to edit will be redirected towards the dedicated mobile app, thus preventing editing on the mobile web.

Google Docs and the other apps in the Google Drive suite serve as a collaborative tool for cooperative editing of documents in real-time. Documents can be shared, opened, and edited by multiple users simultaneously and users are able to see character-by-character changes as other collaborators make edits. Changes are automatically saved to Google's servers, and a revision history is automatically kept so past edits may be viewed and reverted to.[19] An editor's current position is represented with an editor-specific color/cursor, so if another editor happens to be viewing that part of the document they can see edits as they occur. A sidebar chat functionality allows collaborators to discuss edits. The revision history allows users to see the additions made to a document, with each author distinguished by color. Only adjacent revisions can be compared, and users cannot control how frequently revisions are saved. Files can be exported to a user's local computer in a variety of formats (ODF, HTML, PDF, RTF, Text, Office Open XML). Files can be tagged and archived for organizational purposes

Supported file formats

Files in the following formats can be viewed and converted to the Docs format:

For documents: .doc (if newer than Microsoft Office 95), .docx, .docm .dot, .dotx, .dotm, .html, plain text (.txt), .rtf, .odt

G Suite

Google Docs and the Drive suite are free of charge for use by individuals, but are also available as part of Google's business-centered G Suite, enabling additional business-focused functionality on payment of a monthly subscription

A simple find and replace tool is available. The Drive suite includes a web clipboard tool that allows users to copy and paste content between Google Docs, Google Sheets, Google Slides and Drawings. The web clipboard can also be used for copying and pasting content between different computers. Copied items are stored on Google's servers for up to 30 days. For most copying and pasting, Google Docs also supports keyboard shortcuts.[38] Google offers an extension for the Google Chrome web browser called Office editing for Docs, Sheets and Slides that enables users to view and edit Microsoft Word documents on Google Chrome, via the Docs app. The extension can be used for opening Office files stored on the computer using Chrome, as well as for opening Office files encountered on the web (in the form of email attachments, web search results, etc.) without having to download them. The extension is installed on Chrome OS by default.[39] Google Cloud Connect was a plug-in for Microsoft Office 2003, 2007 and 2010 that could automatically store and synchronize any Word document to Google Docs (before the introduction of Drive) in Google Docs or Microsoft Office formats. The online copy was automatically updated each time the Microsoft Word document was saved. Microsoft Word documents could be edited offline and synchronized later when online. Google Cloud Connect maintained previous Microsoft Word document versions and allowed multiple users to collaborate by working on the same document at the same time. Google Cloud Connect was discontinued in April 2013 as, according to Google, Google Drive achieves all of the above tasks, "with better results"

Get started with Google Docs

Open and Create a new doc

Docs home screen at https://docs.google.com/

Can go to landing page https://docs.google.com/document/u/0/?tgif=d will show all the docs you have worked on

Better way is to open in Drive then you can specify where you create it on your drive folder.

Can create using template as well

Open as Microsoft word doc or Google Doc.

Word doc has extension docx

Google Doc

Now opens as Microsoft Office editing mode in Google Docs by default for docx

Preserved in MS format

MS Google interface is missing MS power user functions about 95% of what word has but not everything

Benefit of Google Docs is that there is nothing to install and cloud based. Perfect for collaboration.

Google Docs doesn’t always look the way you expect from docx

If saved as Google Docs it will create a new file in the drive

Different ID

Should stay with one version for collaboration

Rename docx

Move to different folder

Delete the original

Export easily to will download to your computer - need to upload back to drive if you want the version in your drive.

Google Doc to Word typically has no issue in the conversion, MS to Google Doc may have conversion issues if complex features are used.

Different versions and copies of your document.

Click a time stamp to see a previous version of the file.

Make a copy: Create a duplicate of your document.

Download as: Download your document in other formats, such as Microsoft® Word® or Adobe® PDF.

Email as attachment: Send a copy of the document to people. You can change the format.

Version history: See all the changes you and others have made to the document or revert to earlier versions.

Publish to the web: Publish a copy of your document as a webpage, or embed your document in a website.

Select from templates

If your organization allows you can also submit a template

Collaboration

Under "People," enter the email address you want to share with.

If an email address isn't a Google Account, they’ll only be able to view the file.

Notify or not  Advanced and uncheck the Notify people box.

Share permissions

View: People can view, but can’t change or share the file with others.

Comment: People can make comments and suggestions, but can’t change or share the file with others.

Edit: People can make changes, accept or reject suggestions, and share the file with others.

Up to 100 people can edit and comment at the same time.

Tag user in comment with @ or + symbol

Get a shareable link. - you can share as web links with permissions - or to all On - Public on the web.

After resolve comment history

Work across devices, with or without Internet

Create, edit and share docs from your iPhone, iPad or Android devices. Use Chrome for Mac or PC to work in Docs even when you’re offline.

Easy-to-manage sharing controls

You decide who gets access to your documents and folders. Grant individuals or groups the right to edit, view or just add comments.

Commenting, chat and real-time editing

Work in a single document with teammates or people outside your company. See edits as others type, communicate through built-in chat and ask questions through including comments.

Can restore back to version history

Create named version - good when you have a final or milestone

Can click title of version in the version window to update the name

Automatically simplifies the versions

To make a previous version the active version, at the top, click Restore this version.

To name a previous version, click More Name this version.

To make a copy of a previous version, click More Make a copy.

Work with different versions and copies of your document.

" "

Make a copy: Create a duplicate of your document.

Download as: Download your document in other formats, such as Microsoft® Word® or Adobe® PDF.

Email as attachment: Send a copy of the document to people. You can change the format.

Version history: See all the changes you and others have made to the document or revert to earlier versions.

Publish to the web: Publish a copy of your document as a webpage, or embed your document in a website.

Print and page setup

File >  Page setup.

Enhance your document by adding features.

Editing

Undo or Redo .

Paste and paste without formatting

Will insert where cursor is, select text to apply formatting to.

Image: Insert an image from your computer, the web, Drive, and more.

Table: Select the number of columns and rows to create a table.

Drawing: Create pictures, flowcharts, diagrams, and more.

Link: Add a link to a webpage or a header or bookmark in your document.

Chart: Add different types of charts, or add a chart from Sheets.

Bookmark: Add shortcuts to specific places within your document.

Table of contents: Create an autogenerated table of contents that links to each heading (where you’ve applied heading styles).

Customize your document

" "

Depending on what you want to change, choose an option:

To customize margins, page color, and orientation, click Fileand thenPage setup.

To customize text, images, tables, and more, use the toolbar options.

Note: Some options only appear for certain types of content, such as tables or images.

  Undo or redo your last changes or print your document.

Copy formatting Copy formatting from any text and apply it to another selection of text.

Normal text  | Arial  | 10 Change the style, font, or font size.

    Make text bold, in italics, or underlined or change the text color.

Highlight Add or change the text highlight color.

Add comment Insert a link, comment, or image.

Text alignment Change the text alignment.

Adjust line spacing Change the line spacing or add numbers or bullets.

Indent Change the text indentation.

Remove text formatting Remove text formatting.

Table and image options

Add background color Add background color to a table or change the border color, width, or style.

Crop an image.

Image options… Change the color, transparency, brightness, or contrast.

Replace image Replace an existing image with a new one.

Create page columns

" "

If you’re working on an academic paper or another large document, you can organize your text in columns.

Click Formatand thenColumns.

Select the number of columns you want.

(Optional) To adjust the spacing, or add lines between columns, click Formatand thenColumnsand thenMore options.

Click Apply.

Also in small menu

As long as cursor is on the element it will update you don’t need to select all or you can if its specific part of the element.

Title and subtitle

Heading 1 - heading sizes

Update of heading

Any elements that have it applied

Save as default styles which then can be used across other docs

Insert footnote

Will add number to spot where footnote was selected

get images from the internet

Insert

Table: Select the number of columns and rows to create a table.

Space table rows and columns evenly

1. Highlight the rows or columns that you want to align.

2. Click FormatTableDistribute rows or Distribute columns.

Bookmark: Add shortcuts to specific places within your document.

Image Options

Add headers and footers to your Google Doc

In the Q&A section there was a question about how to add "Page 1 of 3". This is a very simple and quick method to get that done.

Easy to create a Google Doc Document Outline

Did you know you can easily create a table of contents list google document Google Docs

Tools

Document comparison

Allows you to compare 2 versions of same doc

Linked objects

https://support.google.com/docs/answer/7009814?visit_id=637183410882551363-1333893130&p=embedded_tables&hl=en&rd=1

Translate document - will create new document - select doc and name. Select translate

ToolsTranslate document.

Voice typing

“Period” will insert

“Paragraph” will insert

Script Editor

Preferences

Choose to capitalize words

"Test" “test” - smart quotes

Show link details - shows popout box of preview

list google document Google Docs View menu options learn about google document Google Docs

list google document Google Docs Special Characters

Track changes in a document

In the top corner, make sure you’re in Suggesting mode, which may also appear as Suggest.

To suggest an edit, simply begin typing where you think the edit should be

Document’s owner will receive an email with your suggestions. When they click any suggestion, they can Accept Checkmark or Reject Close it.

Add and assign comments in a document

Select text you would like to comment on Add comment

Enter your comment in the box.

To assign the comment to a specific person, check the Assign to box.

Offline mode

Settings in drive

Only for google format documents

Saves in browser cache

Set in google drive

Make non-Google files on your desktop available offline" "

If you haven't already, install Drive File Stream.

On your desktop, click Drive File Stream Drive File Stream.

Click Open Google Drive Folder.

Go to the file or folder you want to access offline, right-click it, and select Drive File Stream and then Available offline.

Make Google files on the web available offline" "

Set up offline availability (one time only):

To see a complete list of keyboard shortcuts, open Google Docs and press ⌘ + / (Mac) or Ctrl + / (Windows, Chrome OS).

Common actions

Keyboard shortcut

Copy

⌘/Ctrl + c

Cut

⌘/Ctrl + x

Paste

⌘/Ctrl + v

Paste without formatting

⌘/Ctrl + Shift + v

Undo

⌘/Ctrl + z

Redo

⌘/Ctrl + Shift + z

Insert or edit link

⌘/Ctrl + k

Find

⌘/Ctrl + f

Format text

Keyboard shortcut

Bold

⌘/Ctrl + b

Italicize

⌘/Ctrl + i

Underline

⌘/Ctrl + u

Strikethrough

Option/Alt + Shift + 5

Superscript

⌘/Ctrl + .

Copy text formatting

⌘/Ctrl + Alt + c

Format paragraphs

Keyboard shortcut

Increase paragraph indentation

⌘/Ctrl + ]

Decrease paragraph indentation

⌘/Ctrl + [

Numbered list

⌘/Ctrl + Shift + 7

Right align

⌘/Ctrl + Shift + r

Left align

⌘/Ctrl + Shift + l

Bulleted list

⌘/Ctrl + Shift + 8

Install an add-on

Click the add-on you want to install and click Free.