Google Workspace

Productivity and collaboration suite including Gmail, Drive, Docs, Calendar, and Meet.

Overview

Google Workspace (formerly G Suite) is our comprehensive productivity and collaboration platform. It provides email, file storage, document editing, video conferencing, and calendar management.

What Google Workspace Provides

• Gmail - Professional email
• Google Drive - Cloud file storage and sharing
• Google Docs, Sheets, Slides - Document creation and collaboration
• Google Calendar - Scheduling and time management
• Google Meet - Video conferencing
• Google Chat - Team messaging
• Google Forms - Surveys and data collection

Getting Started

Account Access

Your Google Workspace account is typically set up automatically when you join. Your email address will be yourname@company.com.

1. Check your personal email for the welcome message
2. Follow the setup instructions
3. Create your password
4. Set up 2-Step Verification (if not using Okta SSO)

Sign In

1. Go to mail.google.com or workspace.google.com
2. Enter your company email address
3. Sign in with your password or Okta SSO
4. Complete 2FA if prompted

First-Time Setup

1. Configure Gmail:

   • Set up email signature
   • Configure inbox layout (tabs, priority, etc.)
   • Enable desktop notifications
   • Install Gmail app on mobile

2. Set up Google Drive:

   • Install Google Drive desktop app
   • Configure sync folders
   • Organize your Drive structure

3. Configure Calendar:

   • Set your working hours
   • Configure time zone
   • Add secondary calendars if needed
   • Enable meeting notifications

4. Install mobile apps:

   • Gmail, Drive, Calendar, Meet
   • Available on iOS and Android

Gmail

Basic Email Management

Compose Email:

1. Click Compose button
2. Enter recipient email
3. Add subject and message
4. Click Send or schedule for later

Organize with Labels:

1. Create label: Settings → Labels → Create new label
2. Apply to emails by dragging or right-clicking
3. Use filters to auto-apply labels

Search Email:

• Use search bar at top
• Advanced search: from:someone@example.com subject:report
• Filter by date, attachment, label, etc.

Gmail Best Practices

• Use labels instead of folders
• Set up filters to auto-organize
• Enable conversation view for threaded emails
• Use keyboard shortcuts (enable in settings)
• Unsubscribe from unnecessary emails
• Archive instead of delete

Google Drive

File Management

Upload Files:

1. Click New → File upload
2. Select files from your computer
3. Files upload to current folder

Create Documents:

1. Click New
2. Choose: Docs, Sheets, Slides, Forms, etc.
3. Document auto-saves to Drive

Share Files:

1. Right-click file/folder
2. Click Share
3. Add people or get link
4. Set permissions (Viewer, Commenter, Editor)

Drive Organization

• Create folder structure early
• Use descriptive names
• Share folders for team collaboration
• Use starred items for quick access
• Enable offline access for important files

Google Calendar

Managing Your Schedule

Create Event:

1. Click date/time on calendar
2. Add event title and details
3. Add location (physical or Meet link)
4. Invite attendees
5. Click Save

Schedule Meeting:

1. Create event
2. Click Add Google Meet video conferencing
3. Invite participants
4. Send invitation

View Others' Calendars:

1. Click + next to "Other calendars"
2. Subscribe to coworker's calendar
3. View availability when scheduling

Google Meet

Joining Meetings

From Calendar:

1. Open calendar event
2. Click Join with Google Meet

From Link:

1. Click the Meet link
2. Allow camera/microphone access
3. Click Join now

Meeting Features

• Turn camera/microphone on/off
• Share your screen
• Use chat for messages
• Raise hand to speak
• Enable captions
• Record meeting (if permitted)

Google Docs, Sheets, Slides

Collaboration Features

Real-time Collaboration:

• Multiple people edit simultaneously
• See others' cursors and edits live
• Comment and suggest edits
• @mention people in comments

Version History:

1. File → Version history
2. See all changes over time
3. Name versions for important milestones
4. Restore previous versions if needed

Sharing & Permissions:

• Viewer: Can only view
• Commenter: Can view and comment
• Editor: Can edit content

Common Issues

Can't Access Document

Problem: "You need permission" error.

Solution:

1. Request access through the prompt
2. Contact document owner
3. Check if shared with your work email
4. Verify you're signed into correct account

Files Not Syncing

Problem: Drive files not syncing to desktop.

Solution:

1. Check internet connection
2. Restart Google Drive app
3. Check storage quota (Settings → Storage)
4. Verify sync settings
5. Reinstall Drive desktop app if needed

Gmail Not Receiving Emails

Problem: Expected emails not arriving.

Solution:

1. Check Spam folder
2. Check filters (Settings → Filters)
3. Verify sender isn't blocked
4. Check storage quota
5. Contact TechOps if persistent

Meet Video/Audio Issues

Problem: Camera or microphone not working in Meet.

Solution:

1. Check browser permissions for camera/mic
2. Close other apps using camera/mic
3. Try different browser
4. Check device settings
5. Test at meet.google.com/test

Best Practices

Email Etiquette

• Use clear subject lines
• Keep messages concise
• Reply in reasonable timeframe
• Use BCC for large groups
• Enable "Undo Send" feature

File Organization

• Use consistent naming conventions
• Create shared drives for teams
• Don't store sensitive data in personal Drive
• Regularly clean up old files
• Use Google Workspace Marketplace for add-ons

Calendar Management

• Keep calendar up to date
• Block focus time
• Set working hours
• Use event colors for categorization
• Decline meetings you can't attend

Security

• Enable 2-Step Verification
• Use Okta SSO when available
• Don't share passwords
• Review account activity regularly
• Log out on shared devices

Quick Reference

Gmail Keyboard Shortcuts

Enable in Settings → General → Keyboard shortcuts

Action	Shortcut
Compose	c
Reply	r
Reply all	a
Forward	f
Send	Cmd/Ctrl + Enter
Search	/
Archive	e
Delete	#

Google Drive Shortcuts

Action	Shortcut
New folder	Shift + F
Upload files	Cmd/Ctrl + O
Search	/
Show details	Cmd/Ctrl + I
Share	Cmd/Ctrl + Shift + S

Official Resources

• Help Center: support.google.com/workspace
• Learning Center: workspace.google.com/learning-center
• Admin Help: support.google.com/a
• Status Dashboard: workspace.google.com/status
• Community: support.google.com/workspace/community

Support

TechOps Team:

• Slack: #techops-support
• For account issues, permissions, or workspace settings

Google Workspace Support:

• Visit support.google.com/workspace
• Check workspace.google.com/status for service status
• Contact through workspace admin (TechOps)

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For detailed documentation and tutorials, visit support.google.com/workspace