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Google Workspace productivity guide

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Create and manage digital assets

Want an easy way to securely store and access your digital assets? Save work files and folders in Google Drive or shared drives and share them instantly with external ad agencies and vendors. When someone incorporates feedback and approvals, Drive shows you what files have changed. Even better, you and your clients can securely access the latest files remotely on any device.

Customer story

BMJ

Learn how

Add files to Drive

If you're using the latest Chrome Browser or Firefox, you can drag files or folders from your computer into a Drive folder. Or, you can click New and thenFile upload or Folder upload and choose the file or folder you want to upload.

Add files to a shared drive

Requires at least Contributor access

  1. On your computer, go to drive.google.com.
  2. At the left, click Shared drives and double-click one of your shared drives.
  3. At the top left, click New.
  4. Click the type of file or folder you want to create or upload from your computer. 

Any files you add are owned by the team. If you leave the shared drive, your files remain.

 

 

Get feedback on new products

Looking for an innovative way to capture customer feedback about new product promotions? Start a poll in Google Forms so customers can vote for their favorite products. Share your findings in a Google Slides presentation.

Learn how

Create a form

  1. Go to forms.google.com.
  2. Click Blank form Plus.
  3. Name your untitled form.

Share a presentation

Important: If you use a Google Account through work or school, you might not be able to share files outside of your organization.
  1. On your computer, go to Google Drive.
  2. Select the file you want to share and then Share Add approver .
  3. Enter the email address you want to share with. If you use a work or school account, you can share with suggested recipients.
    • Tip: To turn off suggested recipients, go to your Drive Settings Settings. Uncheck "Show suggested recipients in the sharing dialog."
  4. Decide how people can use your file. Select one:
    • Viewer
    • Commenter
    • Editor
  5. If you use an eligible work or school account, click Add expiration to add an expiration date.
  6. When you share your file, each email address gets an email.
    • Optional: Add a message to your notification email.
    • If you don't want to notify people, uncheck the box.
  7. Click Send or Share.

 

 

Create branded websites

Need to deliver timely information to clients and partners? Target specific clients with branded files, documents, and schedules that are securely stored and shared in Drive or shared drives. Then, embed that information in a Google Sites website and share it with your clients.

Customer story

Learn how

Add files to Drive

On your computer, you can upload from drive.google.com or your desktop. You can upload files into private or shared folders.

  1. On your computer, go to drive.google.com.
  2. At the top left, click New and then File Upload or Folder Upload.
  3. Choose the file or folder you want to upload.

Add files to a shared drive

Requires at least Contributor access

  1. On your computer, go to drive.google.com.
  2. At the left, click Shared drives and double-click one of your shared drives.
  3. At the top left, click New.
  4. Click the type of file or folder you want to create or upload from your computer. 

Any files you add are owned by the team. If you leave the shared drive, your files remain.

Embed a file on your site

  1. On a computer, open a site in new Google Sites.
  2. At the right, click Insert.
  3. At the bottom of the menu, select the type of file you want to add, e.g. Docs, Slides, Sheets, Forms, or Charts.
  4. Choose a file and then Insert.
  5. To publish your changes, at the top right, click Publish.

Learn more at the Google Drive Help Center

 

 

Manage media operations

Streamline your media business processes by transferring your production operations and administration tasks online. With Forms, you can create simple and appealing electronic forms to manage launches, marketing events, time-off requests, acknowledgements of company policies, and more. Then, access and update these forms easily from any device.

Customer story

Journal Communications

Learn how

Create a form

  1. Go to forms.google.com.
  2. Click Blank form Plus.
  3. Name your untitled form.

Learn more at the Google Docs Editors Help Center

 

 

Track schedules and tasks

Tracking tasks and schedules across multiple locations and hundreds of employees is time-consuming. Use Google Sheets and Google Calendar to create a dynamic schedule—plan and distribute tasks, track their completion, manage exceptions, and more. Need feedback on a task or schedule? Employees can instantly add comments and update their schedule in Sheets.

Customer story

Fairfax NZ

Learn how

Create a project plan in Sheets

  1. In Google Drive, click Newand thenGoogle Sheetsand thenBlank spreadsheet.
  2. Click Untitled spreadsheet and enter a title for your project plan.
  3. Add columns. For example, you might add columns for tasks, task owners, due dates, status, and comments.
  4. Add content to track the tasks in your project.

Learn more at the Google Workspace Learning Center

 

 

Improve supplier collaboration

Need better tools to develop and launch your products? Use Drive or shared drives to collaborate and securely share product designs, quality guidelines, key performance indicators, and mock-ups. Manage activities with a shared task list in Sheets, or a shared team Calendar. Hold live video meetings with your suppliers in Google Meet to improve communications and reduce cycle time. Let Gemini in Meet take notes for you so you can focus on the meeting.

Customer story

Learn how

Share a file from Drive

  1. On your computer, go to Google Drive, Docs, Sheets, Slides, or Vids.
  2. Double-click or right-click the file you want to share.
  3. Click Share Share.
  4. Enter a recipient.
  5. Click Send Send.

Share a file from shared drives

Files in a shared drive are automatically shared with members of the shared drive. If sharing isn’t restricted, members of the shared drive can share a file or folder with people who aren’t members. 

If you're sharing a folder or a link, learn about permissions on files and folders:

The process to share a file or folder from a shared drive works the same as sharing from Drive.

Use a task list in Sheets

  1. In Google Drive, click Newand thenGoogle Sheetsand thenBlank spreadsheet.
  2. Click Untitled spreadsheet and enter a title for your project plan.
  3. Add columns. For example, you might add columns for tasks, task owners, due dates, status, and comments.
  4. Add content to track the tasks in your project.

Create a team calendar

You can only create new calendars from a browser and not from the Google Calendar app. Once the calendar is created, you can find it on your browser and in the app.

  1. On your computer, open Google Calendar.
  2. On the left, next to "Other calendars," click Add other calendars Plus and then Create new calendar.
  3. Add a name and description for your calendar.
  4. Click Create calendar.
  5. If you want to share your calendar, click on it in the left bar, then select Share with specific people.

Create a form

  1. Go to forms.google.com.
  2. Click Blank form Plus.
  3. Name your untitled form.

Start a video meeting

  1. ​Go to Google Meet.
  2. Click New Meeting.
  3. Select an option:
    • Create a meeting for later:
      • To share the meeting details for a future meeting, copy the meeting link and share with participants.
      • To directly start the meeting with this link, paste the link into a browser; or enter the link into the “Enter a code or link” field and then click Join.
    • Start an instant meeting: Create a new meeting and join the meeting directly. 
    • Schedule in Google Calendar: To schedule a meeting, you’re directed to Google Calendar.

Tip: Google Workspace Essentials users can't schedule a meeting in Google Calendar.

Use "take notes for me"

You can use this feature only if your organization supports it. For help, contact your administrator.

  1. On a computer, open meet.google.com.
  2. Select a meeting.
  3. At the top right of your screen, click Take notes with Gemini .
  4. Click Start taking notes.
    • Meeting notes are added to a new doc and shared with people on the calendar invite that are within your organization.
    • Manually refresh “Summary so far.”
    • Stop and restart taking notes: All meeting participants internal to the organization can stop taking notes at any time. You can ensure that any confidential or sensitive discussions aren't part of the meeting summary.
    • When host controls are enabled for the meeting, only the host and co-hosts can start and stop taking notes.

Learn more at the Google Meet Help Center

 

 

 

Recruit and onboard candidates

Want to shorten and simplify your recruiting and onboarding process? Get interested candidates to submit their applications with Forms, then use Meet to conduct virtual interviews from anywhere in the world. Create a Sites website with new employee checklists and onboarding tasks to get employees up to speed quickly.

Customer story

Learn how

Create a form

  1. Go to forms.google.com.
  2. Click Blank form Plus.
  3. Name your untitled form.

Start a video meeting

  1. ​Go to Google Meet.
  2. Click New Meeting.
  3. Select an option:
    • Create a meeting for later:
      • To share the meeting details for a future meeting, copy the meeting link and share with participants.
      • To directly start the meeting with this link, paste the link into a browser; or enter the link into the “Enter a code or link” field and then click Join.
    • Start an instant meeting: Create a new meeting and join the meeting directly. 
    • Schedule in Google Calendar: To schedule a meeting, you’re directed to Google Calendar.

Tip: Google Workspace Essentials users can't schedule a meeting in Google Calendar.

Create a sites website

  1. Choose an option:

    • From the Sites homepage, at the top, click Blank, or to choose a template, click Template gallery and select a template.
    • From Google Drive, click New and thenMoreand thenGoogle Sites.
  2. At the top left, enter a document name for your site and press Enter.

 

 

Train your employees anytime, anywhere

Need to train media professionals across many locations, shifts, and products? Create a self-service training portal and store all your videos, campaigns, promotions, policies, and safety procedures in Drive or shared drives. Then, embed these stored files in a Sites training website. Save time and travel costs by conducting a virtual training class across the globe with Meet. You can even record a video meeting to make it available later.

How to record a video meeting in Google Meet

Customer story

Learn how

Add files to Drive

If you're using the latest Chrome Browser or Firefox, you can drag files or folders from your computer into a Drive folder. Or, you can click New and thenFile upload or Folder upload and choose the file or folder you want to upload.

Add files to a shared drive

Requires at least Contributor access

  1. On your computer, go to drive.google.com.
  2. At the left, click Shared drives and double-click one of your shared drives.
  3. At the top left, click New.
  4. Click the type of file or folder you want to create or upload from your computer. 

Any files you add are owned by the team. If you leave the shared drive, your files remain.

Embed a file on your site

  1. On a computer, open a site in new Google Sites.
  2. At the right, click Insert.
  3. At the bottom of the menu, select the type of file you want to add, e.g. Docs, Slides, Sheets, Forms, or Charts.
  4. Choose a file and then Insert.
  5. To publish your changes, at the top right, click Publish.

 

 

Consolidate important corporate data

Keep all internal news, executive blog posts, project schedules, status reports, product documents, online forms, training content, and more in a Sites website and in a shared drive. Now your organization has a single store of important information, that any employee (or just a select group) can access anytime, from any device.

Customer story

Thrillist Media Group

Learn how

Embed a file on your site

  1. On a computer, open a site in new Google Sites.
  2. At the right, click Insert.
  3. At the bottom of the menu, select the type of file you want to add, e.g. Docs, Slides, Sheets, Forms, or Charts.
  4. Choose a file and then Insert.
  5. To publish your changes, at the top right, click Publish.

Add files to a shared drive

Requires at least Contributor access

  1. On your computer, go to drive.google.com.
  2. At the left, click Shared drives and double-click one of your shared drives.
  3. At the top left, click New.
  4. Click the type of file or folder you want to create or upload from your computer. 

Any files you add are owned by the team. If you leave the shared drive, your files remain.

Use generative AI at work

If your organization supports it, you can use the artificial intelligence add-on, Gemini for Google Workspace. Use Gemini directly in Google Workspace apps like Docs, Sheets, Slides, Meet, Vids, and Gmail, to help you write, visualize, organize, and connect. You can also use Gemini as a standalone experience at gemini.google.com. 

Learn how

 

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Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companies with which they are associated.

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