This guide highlights the top features of Google Workspace. The cloud-based suite of apps offers a variety of features suitable for both in-office and remote working environments.
Google Workspace, formerly known as G Suite, is constantly expanding its feature set to benefit both customers and organisations by streamlining processes, boosting security, and enhancing efficiency.
Let’s explore some unique features of Google Workspace that every employee and admin should use.
- Find and organise important emails quickly
Working on several projects with several teams? Use stars to indicate essential emails, or let Gmail’s Priority Inbox filter and prioritize your messages for you. Then, for individual projects, create filters and labels to make it simpler to discover and respond to email.
- Smart Compose
Google’s AI-powered Smart Compose feature can reduce content creation time in Google Docs by suggesting words. The feature uses machine learning to quickly detect patterns in your writing style, producing personalised suggestions consistent with your unique tone of voice.
- Use Shared Drives instead of My Drive
Shared drives can be used to store, search for, and access files with a team. Shared drive files are owned by the team rather than an individual. Even if employees leave the company, the files remain in place, allowing your team to continue sharing information. This is a very powerful feature of Google Drive, but slightly complex for most users. We always recommend a quick Google Workspace Training session for anyone who wants to learn how to make use of Shared Drives.
- Use Groups to simplify communication
Create a Groups email list to communicate information with your project team. After adding your team to the group, you can use a single email address to communicate updates and information to everyone at once. You could, for example, create a group with the email address sales-team@your domain.com and invite multiple people to it. You may then share a document with everyone in the group by using the group’s email address.
- Offline mode
With Google Workspace you can view and create documents from anywhere without needing to connect to the internet. Offline mode allows you to access the most recent version of your files, preventing document duplication. When you reconnect to the internet, any material you have created or updated will immediately sync to your Google Drive.
- Confidential mode in Gmail
If you’re sending an email with sensitive information, you should enable Gmail’s Confidential Mode. As a result of this feature, recipients will be unable to forward, copy, download, or print the message or its attachments. You may even choose an expiration date and require recipients to provide an SMS verification code before they can view the email you sent them.
New Gmail and Google Workspace features are released regularly. Check out these Google Workspace Training classes to discover how to use them in your everyday work.
- Appointment schedules in Google Calendar
This is one of the newest features of Google Workspace. With Google Calendar, you can create a web page where people can book appointments with you. This option is useful for those who wish to be available for appointments with clients or persons from outside their organization. For example, you might set up a website where people can schedule 30-minute sessions with you.
- Enable 2-Step Verification (Admins only)
2-Step Verification provides an extra degree of protection to your domain’s accounts. Users must need an extra authentication method to login into their Google Workspace accounts once activated. You have the authority to implement 2-Step Verification inside your organisation once you have explained the procedure to your users and enrolled everyone. 2-Step Verification settings for your domain can be found in the Admin console.
- Review the apps installed on your domain (Admins only)
As a Google Workspace administrator, you can keep track of your company’s data exposure to third-party applications or services. The first step in tightening security is to remove apps that are no longer used within your organisation.
Your data is vulnerable to any attacks that applications may encounter, so only install reputable services and respond fast if you see any odd behaviour. At least once every several months, go over all of the active apps in your domain. You can do so via the Admin console’s Apps section.
- Set up an internal site
You can create an intranet using your organization’s Drive files and the Google Workspace site builder Overdrive. This will keep everyone up to date with key information. You don’t need to recreate any documents or resources; if they are already in Google Drive, they will be automatically updated to the website as you make changes. Watch a quick tutorial here on how to create an internal website for your employees.
There are many Google Workspace features that your staff may be unaware of. We always recommend our clients to schedule Google Workspace Training sessions for their employees – it’s the best way to ensure employees are taking full advantage of Google’s collaboration apps and you’re making the most of your investment. You can find more Google Workspace tips and tricks on your Workspace Tips website.