What is Google Workspace?
Google Workspace, formerly called G Suite, is a collection of cloud computing, productivity and collaboration tools, software and products developed and marketed by Google. This service has a lot of features to support your business, such as a customized business email, shared drive, shared calendar, office software, and video conferencing tool. Your work quality and time management will be highly improved when you utilize these features from Google Workspace. Here is the introduction of the most popular apps from Google Workspace and some tips are included!
1. Custom Email Address with your company domain
You don’t want to use your business email address ending with ‘gmail.com’. With a Google Workspace subscription, you get to customize your company email address like [email protected] You and your employees will use this customized email address, which looks more professional.
2. Integrated Firewall on Gmail
Today, there are lots of phishing attacks from hackers in the world. Most common method to attack users is sending phishing emails to the users. Gmail has its own security tool to filter incoming emails and automatically blocks a suspicious sender. Is it safe? Yes, Google is the largest web platform in the world. They protect emails with their machine learning software. If you received anything suspicious, you will see the message below. You get to choose whether to receive it or not before going into your inbox.
3. Assistive Writing Suggestions
Gmail has a writing assistant tool that works like Grammarly. It includes an autocorrect and smart compose feature. The Autocorrect feature automatically corrects misspelled words as you continue to type. The Smart Compose is a feature that uses artificial intelligence to help you create content faster by suggesting relevant phrases. It also reduces the chance of spelling and grammatical errors. If a suggestion is correct, you can just press the tab key and it will complete the sentence.
4. Automatic Email Filtering/Categorization
It could be annoying if you had to sort and categorize incoming emails manually. Gmail supports automatic email filtering and categorization. All you need to do is set filters and the location where the email will be stored.
- On the top right corner from Gmail, click on ‘See all settings’
- Go to ‘Filters and Blocked Addresses’ ribbon
- Go to ‘Create a new filter’ tab placed in the middle of the page
- Set the email filter as you want and click on ‘Create filter’
- Click on ‘Apply the label’ box and go to ‘choose label’
- Create a new label for email
Now your Gmail will filter your incoming emails and move them to the correct label.
1. Shared Drive
If you use the Basic plan, Google Workspace offers 30GB of storage space per user and it can be shared with others. You can also set permission for people before you share out your documents. Depend on your Google Workspace subscription, you can get more storage space. Click here for pricing.
2. Image-Text Converting
Sometimes you need to get text from paper documents, photos, screenshots. If you manually type it on your computer, it will be a time-consuming task. You can utilize the Google drive image-text converting feature to get your work done in no time. Here is how you do the image-text converting.
- Upload picture or scanned document on the Google Drive
- Right-click on the uploaded file and go to ‘Open with’ -> ‘Google Docs’
Wait for a while to convert and you will see a text-converted document.
3. Drive File Stream
Google Drive is located on the cloud, so most of the users access their drive through a web portal. There is an application called ‘Drive File Stream’ on both Windows and Mac OS. Simply install this app and link your account. You can free up disk space and network bandwidth. Since Drive files are stored in the cloud, any changes you or your collaborators make are automatically updated everywhere. You’ll always have the latest version. You can also make Drive files available for offline access. These cached files sync back to the cloud when you’re online, so the latest version is available on all your devices.
Click here for the drive file stream
4. Office tools
Google Drive has its own office tools just like Microsoft Office 365. The tools include Google Docs, Google Sheets, and Google Slides. You can view and convert Word, Excel, or PowerPoint files from Google Drive. This can be also shared with anyone and multiple users can modify documents at the same time, which is great for the group tasks.
1. Live Captioning during Meetings
You can turn on the live captioning during meetings. This can be useful for people who have a disability for hard of hearing.
- On your computer, go to Google Meet.
- Join a video call.
- At the bottom, click Turn on captions or Turn off captions .
Change the language
- At the bottom of the video call screen, click Menu Captions .
- Choose a language Apply.
2. Screen Sharing
While you do meetings, sometimes it is efficient to share your screen with your team and explain or check tasks. Google Meet provides the screen sharing feature, so all you need to do is clicking ‘Share my screen’ on your PC or cell phone.
With Google Forms, you can easily create a survey document and send it out to customers. It collects data and analyzes responses with automatic summaries for you. Once you create the document, you can share it through email, links, and social media. It is completely customizable and easy to use. Click here for more information.
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Colonial Pipeline was hacked by the DarkSide, Russian hacking group, through malicious software. The initial attack route is unknown.