Learn how to use Google Workspace apps in the best way and for a better productivity
How do I maximize the usage of Google Workspace?
When we’re using Google Workspace for business, a simple shortcut can go a long way to save time and increase your productivity. This is why we have collated some of our favourite tips for using G Suite and its apps like Gmail, Google Calendar, Google Drive and the rest of the G Suite productivity apps and not to forget a Google intranet software. But before we give you our Google apps tricks and tips let’s talk about what Google G Suite is, what’s included in Google Suite and why you need G Suite for your business.
G Suite (now Google Workspace) is a collection of cloud-based business, productivity and collaboration tools developed by Google. G Suite was formerly known as Google Apps, until it was rebranded in 2016. G Suite is especially popular with companies that are looking for email hosting. But G Suite offers many other apps and used on a daily basis the G Suite apps can help your organization to improve productivity and collaboration. Next to the G Suite platform there is G Suite Marketplace. With Marketplace you can install third-party cloud applications to use as part of your collection of G Suite tools.
What is included in Google Suite?
There are a variety of apps included in G Suite, from apps like Google Slides that help you create presentations to Google Calendar that help you scheduling a meeting with your colleagues. Here a summary of the most important G Suite apps:
Google Suite apps to connect with your colleagues: Gmail, Google Calendar, Currents, Google Chat, Google Meet
Google Suite apps to store and access your files: Google Drive, Google Cloud search
Google Suite apps to create projects: Google Docs, Google Sheets, Google Forms, Google Slides, Google Sites, Jamboard
Google Suite apps to control and manage users: Admin, Vault, Endpoint, Work Insights
There are 3 versions available of G Suite. Depending on the size of your organisations and the amount of users as well as the additional features you may want to choose between: Basic, Business and Enterprise, with Business as the most popular edition. Each edition lets you use G Suite as your organization's core email, calendaring, and office collaboration solution. The biggest differences between these 3 editions are: storage, search, and compliance capabilities.
Why do businesses need G Suite?
G Suite offers some of the best apps for collaboration, communication, productivity and security. Using G Suite for business has several advantages and there are many cool things to do with Google apps which we would like to introduce to you now.
1. Get a professional Gmail for your business Among all the tools G Suite offers the most popular is probably Gmail. Give your emails a more professional look and change from @gmail.com to your own domain like @example.com. A professional looking email address will help you to reach out to clients and partners and to get more email responses.
2. Get unlimited storage space with G Suite tools Compared to the free version of G Suite the business version comes with unlimited storage space which allows you to store as many files, photos and emails as you want.
3. Improve your team's collaboration & productivity There are a few G Suite tools that allow your team to improve collaboration and work simultaneously on the same file and boost productivity. All documents are saved in the cloud and edits are shown in real time. According to a study from Forrester Research, real-time editing and collaboration on documents, spreadsheets, and slide decks was the top efficiency benefit for organizations when working with G Suite (52% of total benefits).
4. Enhanced your organizations data security G Suite and the G Suite tools use the same security infrastructure as Google does. All your data is protected and your files are secured in data-centers and backed-up in the cloud. This lets you access your data anytime and from anywhere. You also don't need to worry about saving files on your computer or losing them.
5. Save costs G Suite is without a doubt one of the best and cheapest platforms for organizations to communicate and collaborate on. One big advantage is that what you pay depends on the edition you choose and how many users you have with prices starting at just 6 $ per user/month. Get G Suite now and save money!
How to use G Suite?
There are no doubts that G Suite is a valuable tool for organizations. It supports businesses to be more organised and productive and is very easy to set up and to use. Navigating through the basic functionalities of G Suite and adapting them to your individual workflow is done without any problems. According to a study from Forrester Research the adoption rate for G Suite is 85% in year 1, climbing even up to 100% in year 2. But are you sure that you really know how to make the best out of G Suite and its apps? There are some features that are only little known but which will make your work life easier and more productive. Read our 20 tips and tricks for making the most out of your Google Suite apps.
20 G Suite tips for increasing your productivity at work
G Suite tip 1: Send emails with max 10 GB attachment files
You probably already saw on Gmail that you can only share files with a max of 25 MBs. That’s what you thought until now. We have a way around it: upload your files to Google Drive and insert the file into your email by clicking the button Insert files using drive button, which is at the bottom of your email. This will allow you to send messages with a maximum of 10 GB attachments.
G Suite tip 2: Use the confidential mode in Gmail & protect your data
You probably have been wondering how to securely send sensitive information via Gmail. To do that: Before you send off your email with Gmail, click the button in the bottom of your email Turn confidential mode on/off. This will protect your email and data by restricting recipients from forwarding, copying, downloading or printing your message and the attached files. You can even set an expiration date and the requirement for an SMS verification code that a recipient needs to access your email.
G Suite tip 3: Use the research pane to minimize tabs
When you are working in Google Docs and you are doing research you may encounter the problem that you have many windows open and switching between Google Search a lot. Do you feel overwhelmed by all these windows and switching around? We have the solution. Go to Google Docs and open the Explore function in the tab Tools in the top menu. Now a pane opens up on the right side and you are able to access Google Search directly from Google Docs, which makes searching way easier. And it gets even easier: add a link or embed an image directly from the pane by drag and drop.
G Suite tip 4: Use Google Add-ons for better productivity
Attention, here comes one of our most important G Suite productivity tips. We already talked a lot about Google Apps. Beside Googles own apps there are several third-party apps available which help to improve even more the functionality of the Google Apps by simply downloading them from Google Marketplace. For example, go to Google Sheets and click on Add-ons in the top navigation. Then click Get Add-ons and choose your favorite Add-ons like the one for Google Analytics. You can do the same for all the other apps, like for Gmail there are digital signature apps or mail-merge apps available.
G Suite tip 5: Hide your view activity in Google Docs
One popular feature with Google Docs is that there is an activity dashboard available that lets users track viewers on documents shared from your organization. The good thing is that you are also able to hide your view history. How? Very easily! Go to the activity dashboard in the document shared with you. Then go to your privacy settings and turn off your view history. You can do this for the current document you’re working on, or for all Docs, Sheets and Slides.
G Suite tip 6: Personalize your Google Chrome search screen and shortcuts of your favorite sites
Did you know that you can personalize your search screen in Google Chrome by picking a background and adding shortcuts? We tell you how to do that with only a few clicks. Open a new tab and click on Customize this page, which you can find behind the pencil icon in the right bottom corner. Now you have the choice to either upload your own background image or choose an image from Chrome. If you like to add a shortcut, you just need to click Add shortcut and add the name and URL of the site.
G Suite tip 7: Get a G Suite intranet to increase collaboration & productivity even more
G Suite tip 8: Still switching to your calendar tab?
When you get an invitation in Gmail, open the side panel and click on the calendar icon to see if you have any conflicting appointments on that day. You can also use the side panel to arrange new Google Calendar events.
G Suite tip 9: Add to your presentation wherever you are
Mobile workforce and commuters this G Suite tool tip is for you! While we’re talking about the side panel, did you know you can also drag and drop from Google Keep (Google’s mobile note-taking app) into a slide, doc or sheet? Just open the side panel and click the Google Keep icon. Now you won’t forget the great idea you had on the commute.
Discover all the features of a Google intranet software
G Suite tip 10: Use Single Sign-on (SSO) to access your G Suite apps in one click
SSO lets you sign in just one time to get access to all your G Suite apps and third-party apps. This comes in especially handy when you use a G Suite intranet that also supports SSO.
G suite tip 11: “Ok Google, do my work”
Google Sheets is one of the few Google Suite applications that replaces Microsoft programs like Microsoft Excel. For simple questions in Google Sheets, instead of using a formula you can search for it — in actual human words. Click ‘Explore’ in the bottom navigation bar, then type up your question to get an immediate answer.
G Suite tip 12: Start a Q&A session with Google slides
Google slides is another star under the Google G Suite tools and here is our favorite tip. Encourage a cognitive sprint with a question and answer session. Just start a presentation, then click ‘Start a Q&A’. Google will then show a URL on top of your presentation for people to visit and submit questions.
G Suite tip 13: Get a headstart with your translations
International teams will love this tip! You can benefit from the convenience of Google Translate in Google Docs. Go to ‘Tools’ > ‘Translate document’ and select the new name for the document.
G Suite tip 14: Can’t rescue the images from a Google Doc?
Sending a Google Doc with embedded images is a quick way to make the design team think less favourably of you. To solve this, simply go to ‘File’ > ‘Download as’ > then ‘Web Page (.html Zipped)’. You’ll then download a folder with all of the images in their full quality. Crisis averted with this G Suite trick.
G Suite tip 15: Was the 10.35am version better than the one at 11.47am?
When you’re sharing a document with many other people, it can be hard to keep up with who has changed what, and why. This is where named revisions come in. In the version history panel on the right, click the menu button (three dots) then “Name this revision”.
G Suite tip 16: Are you a voice-memo type of person?
Did you already know this G Suite tip? You can use voice dictation immediately within Google Docs. Go to ‘Tools’ and then select ‘Voice typing’. Allow your browser to use your microphone and then you can just press the record button. There are also voice shortcuts you can use to add and remove punctuation to your document if you want to go completely hands-free.
G Suite tip 17: Rage-resolving comments is now recoverable
We already know that Google is an awesome collaboration tool and here comes why: You can see all comments from a doc, even the ones that have been resolved. Just click on the comments icon next to ‘Share’ on the top menu bar and see a full history. It won’t change that annoying comment from your boss, though.
G Suite tip 18: Is tab city slowing you down?
If Chrome is dragging its feet, you might want to restart it – but what of your tabs?! To avoid losing everything you’ve been staring at for the past hour, go to the address bar and type in: chrome://restart then click enter. This will relaunch your browser, without sacrificing your perfectly crafted tab list.
G Suite tip 19: Start a new doc from your address bar
This tip saves a lot of clicks, especially if you utilize your Bookmarks Bar. To start a new doc, slide, or sheet: type in doc.new, slides.new, or sheets.new in your Chrome address bar. Now you have an easier way to get going when productivity strikes (and a way to impress your colleagues.)
G suite tip 20: Use Happeo Search for better results
Our last G Suite tip is about using the Search function of a Google intranet like Happeo. Searching for something at work can take up to 20% of your time. Use Happeo Search to get more accurate results across all your G Suite apps and find what you need faster.
If you're interested in learning more about how to make your G Suite usage more efficient and collaborative as an organization, then you're in the right place! Request a personalized demo with one of our experts and watch the recommended Google intranet Happeo in action.