15 Google Workspace Tips and tricks that you must know

Here are essential Google Workspace tips that can boost productivity, improve collaboration, and help you make the most out of Google’s suite of tools:

1. Use Keyboard Shortcuts for Faster Navigation

• Save time by learning keyboard shortcuts across Google Workspace apps. For example, in Google Docs, use Ctrl + Alt + M (or Cmd + Option + M on Mac) to add a comment, or in Gmail, press C to compose a new email.

2. Leverage Google Drive’s Shared Drives for Team Collaboration

• Shared Drives (formerly Team Drives) are ideal for group work, as all files belong to the team rather than individuals. This ensures that files remain accessible even if team members leave, enhancing continuity.

3. Master Google Meet’s Advanced Features

• Use features like Breakout Rooms, Polls, and Q&A (available on certain plans) to make meetings more interactive and structured. You can also record meetings or live-stream to up to 100,000 viewers with enterprise plans.

4. Set Up Google Calendar Appointment Slots

• Create appointment slots in Google Calendar to let others schedule time with you directly, perfect for client meetings or office hours. This eliminates the back-and-forth of scheduling emails.

5. Turn Emails into Tasks or Calendar Events Directly from Gmail

• To stay organized, use the “Add to Tasks” button in Gmail to turn emails into tasks that appear in Google Tasks. For time-sensitive emails, use “Add to Calendar” to create events linked directly to your Gmail messages.

6. Create and Use Templates in Google Docs, Sheets, and Slides

• Save time on repetitive work by creating templates for documents, spreadsheets, and presentations. Use custom templates in Google Docs for reports, project trackers in Google Sheets, and pitch decks in Google Slides.

7. Use Google Keep for Quick Notes and Task Management

• Google Keep is a simple note-taking tool integrated with Google Workspace. You can add reminders, checklists, or even draw ideas. It’s great for quick thoughts and integrates with Google Docs for seamless collaboration.

8. Enable Offline Mode for Work without Internet

• If you’re working in a location with unreliable internet, enable offline mode in Google Docs, Sheets, and Slides. This allows you to view, edit, and create files offline, and they’ll sync once you reconnect.

9. Automate Workflows with Google Apps Script

• Google Apps Script is a powerful tool for automating tasks in Google Workspace. Use it to create custom add-ons, automate repetitive tasks in Google Sheets, or set up email alerts. There are many templates and scripts available to get you started.

10. Use Data Validation and Conditional Formatting in Google Sheets

• Data validation helps you maintain data accuracy by restricting inputs in Google Sheets. Combine it with conditional formatting to automatically highlight cells based on values, which is great for tracking budgets, deadlines, and other metrics.

11. Explore Google Chat and Spaces for Team Communication

• Use Google Chat and Spaces (formerly Rooms) to streamline communication and collaboration within teams. Organize projects, track tasks, and share files in Spaces to create a mini-workspace for each team or project.

12. Use Version History in Google Docs, Sheets, and Slides

• Access Version History in Google Docs, Sheets, and Slides to see changes over time, restore previous versions, or track contributions from collaborators. This is invaluable for editing and maintaining data integrity.

13. Set Up Email Delegation in Gmail

• Gmail’s email delegation feature allows you to assign another user to manage your inbox. This is particularly useful for executives who need assistance managing high volumes of email or for customer service team members.

14. Secure Sensitive Information with Data Loss Prevention (DLP)

• Use Data Loss Prevention settings (available in higher-tier plans) to protect sensitive information. Set up rules to monitor and control the sharing of sensitive data like credit card numbers or personal information, ensuring compliance with regulations.

15. Customize Google Workspace Admin Reports and Analytics

• Admins can use reports and analytics in the Admin Console to monitor usage, security, and activity within Google Workspace. Review these reports to gain insights into how your team uses Workspace tools, identify trends, and ensure data security.

These tips and tricks can help you streamline workflows, stay organized, and make the most out of Google Workspace’s powerful features, whether you’re an individual user or a Workspace admin.