Google Workspace is the ultimate productivity suite that offers enhanced versions of G Suite’s tools like Gmail, Google Drive, and Google Calendar.
The curated plans come with custom email for businesses, and with the rise of remote work, collaboration is made seamless with tools like Google Meet, Chat, and Docs.
Join the millions who rely on Google Workspace for teamwork and productivity in the cloud.
Let’s look at each of the Google collaboration tools:
Google Calendar
Google Calendar is a powerful tool that comes with Google Workspace, and it can greatly enhance teamwork and collaboration in any organization.
With Google Calendar, users can easily organize their day-to-day routine by setting reminders for various tasks and meetings.
This can help individuals and teams stay on track and ensure that deadlines are met.
One of the most useful features of Google Calendar is its support for sharing.
Users can share their calendars with others, making it easy to schedule meetings and organize events.
This is particularly useful for teams that need to coordinate their schedules and work together on projects.
In addition to sharing, Google Calendar also integrates seamlessly with other Google Workspace tools, such as Gmail and Google Meet.
This allows users to easily schedule meetings, send invitations, and join video calls directly from their calendar.
Overall, Google Calendar is an essential tool for any organization that wants to improve teamwork and collaboration.
By helping individuals and teams stay organized and on schedule, it can greatly enhance productivity and efficiency.
How to Share a Calendar?
- Click the ‘Options’ button (three dots) to the right of the relevant calendar in the main list. Select ‘Settings and Sharing’.
- On the next page, scroll down to ‘Share with specific people’
- Click ‘Add people’ and then enter the person’s email address.
- Choose ‘Permissions’ dropdown box and pick the privilege you want to allow. One can also change this later in the same section of the settings.
- Click ‘Send’
- One can share their calendar using a link. On the same calendar ‘Settings’ page, scroll down to ‘Integrate calendar’.
A public URL and secret URL is created and this generated URL is sent to colleagues or friends.
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Google Meet
Google Meet is a video conferencing tool that is part of Google Workspace.
It allows teams to hold virtual meetings and collaborate in real-time up to 250 participants per call, no matter where they are located.
Google Meet makes it easy to join and host virtual meetings with just a few clicks.
It offers various features such as screen sharing, live captions, recording, and a chat function that can be used to share links, notes, or files.
This tool is particularly useful for remote teams or those who work in different locations, as it allows for face-to-face interaction and effective communication without the need for physical presence.
By using Google Meet, team members can stay connected, share their work, and collaborate more effectively.
Overall, Google Meet is a powerful tool for better teamwork, enabling teams to stay connected and collaborate in real-time, regardless of their location.
Google Meet is very easy to use. To start or join a meeting, one needs to just go to the website, click ‘Start a meeting’ or ‘Enter meeting code’ to join.
Google Hangouts or Google Chat
Google Hangouts, now known as Google Chat, is a messaging platform included in the Google Workspace suite of tools.
It is designed to help teams communicate and collaborate more effectively.
With Google Chat, users can send direct messages to individuals or groups, create chat rooms for team discussions, and even make audio or video calls.
Google Chat supports a wide range of features that are helpful for team communication.
For example, users can easily attach files and documents to messages, search for specific messages within a chat, and set reminders for themselves or other team members.
Additionally, Google Chat integrates with other Google Workspace tools, making it easy to switch between different apps and share information across platforms.
One of the key advantages of Google Chat is its ability to improve productivity and teamwork.
By enabling teams to communicate quickly and easily, Google Chat helps ensure that everyone is on the same page and can work together effectively.
This can lead to faster decision-making, better collaboration, and ultimately more successful outcomes for your projects or initiatives.
Google Sheets
Google Sheets is a powerful collaboration tool offered by Google Workspace (formerly known as G Suite) that allows team members to work on spreadsheets simultaneously.
With Google Sheets, team members can view and edit the same sheet in real-time, making it easier to track changes and collaborate effectively.
One of the most significant advantages of Google Sheets is that it eliminates the need for sending spreadsheets back and forth via email.
This helps avoid confusion and ensures that everyone is working on the same version of the document.
Team members can also leave comments and discuss changes in real-time, making communication much easier and more efficient.
Another benefit of Google Sheets is that it offers numerous templates to help with different types of tasks, such as project management, budgeting, and data analysis.
These templates can save time and provide a good starting point for teams looking to organize their data and track their progress.
Furthermore, Google Sheets can be integrated with other Google Workspace tools such as Google Forms, which can be used to collect data, and Google Data Studio, which can be used to create visualizations and reports based on the data collected.
Overall, Google Sheets is an excellent collaboration tool for teams that need to work on spreadsheets together.
Its real-time collaboration features and templates make it easier for teams to manage and organize their data, while its integration with other Google Workspace tools adds even more functionality to help teams be more productive.
How to Share the Spreadsheet?
- Click ‘Share button’ on the upper right in GWS Google Spreadsheet.
- Add email addresses of the people you want to access the spreadsheet.
- Click the ‘Pencil’ icon and specify who can view the sheet, edit or comment on it.
- One can use ’Get a shareable link’ option and send the link manually. Choose viewing and editing permissions and massage or email the link to the team.
- Click ‘Done’ once finished.
With Google Sheets, work from home is no longer a challenge as you can easily connect with your colleagues real-time and work together on a document.
Want to send a notification to a collaborator in the sheet? Just right-click the cell in your sheet and pick ’Comment’.
Type a plus sign followed by the collaborator to send a notification to their email address.
Google Docs
Google Docs is a web-based word processor that is included in Google Workspace.
It allows multiple users to edit and collaborate on documents in real-time, which makes it an essential tool for effective teamwork.
With Google Docs, team members can create and edit documents simultaneously, and changes made by one person are instantly visible to everyone else working on the document.
This not only improves collaboration and communication but also saves time and increases productivity.
Google Docs also provides easy access to version history, allowing team members to view and restore previous versions of a document.
Additionally, comments and suggestions can be added, making it easy for team members to provide feedback and collaborate on improvements.
Overall, Google Docs is a powerful tool that can streamline team workflows and enhance productivity.
One can use the shareable link in the corner of the sharing box, or follow certain advanced settings step as below.
- Click ‘Share’ button on the top right.
- Click ‘Advanced’ in the pop up window to see the link to share with those who have an access and invite those who have access or invite more people.
- Under ‘Owner settings’ one can check boxes for those additional options and prevent editors from changing access or adding others. There is also a disable option for commenters and viewers to download, print, or copy it.
Pay attention to the colorful, flag-like icons with people’s names while looking at the document to learn who’s making the changes.
Google Slides
Google Slides is a web-based presentation software offered by Google Workspace that is designed to create and share presentations collaboratively.
It is a powerful tool for remote teams that need to work together to create high-quality and visually appealing presentations.
With Google Slides, teams can collaborate in real-time, share ideas, and make changes to a presentation simultaneously.
One of the significant advantages of Google Slides is its cloud-based storage, which allows team members to access the presentation from anywhere, at any time, as long as they have an internet connection.
This feature is especially helpful for remote teams, as it eliminates the need to send files back and forth via email or other file-sharing services.
Google Slides also offers a range of templates, themes, and fonts that can be customized to create presentations that are both professional and visually appealing.
Additionally, the software allows team members to add comments, suggest changes, and respond to comments in real-time, which makes collaboration more efficient.
Furthermore, Google Slides is integrated with other Google Workspace applications, such as Google Docs and Google Sheets, making it easy to import and export data and content between different apps.
In summary, Google Slides is an essential tool for effective teamwork as it enables team members to create, edit, and share presentations seamlessly, irrespective of their location, and collaborate effectively in real-time.
Gmail
Gmail is one of the most commonly used collaboration tools for email that comes with 15 GB of storage space per account.
Within Google Workspace, Gmail is one of the most popular collaboration tools as it enables delegation as an option.
When an individual is nominated as a delegate, they can read and send email on behalf of the email owner while accessing the account.
This feature of GWS makes it very useful
How to Set Up Gmail?
- Click the ‘Settings button (gear icon)’ in Google Workspace. Click ‘Choose’
- Select ‘Accounts and Import’ tab at the top.
- Scroll down to ‘Grant access to your account’.
- Make the selections for ‘Mark as read’ and ‘Sender information’
- Click ‘Add another account’, enter Gmail address of the person you are delegating to, and click ‘Next Step’.
- Confirm the email address and click ‘Send email to grant access.’
Google Keep
Google Keep is a note-taking app that comes with Google Workspace, and it can be an effective tool for teamwork.
It allows team members to create and share notes, checklists, and reminders.
The app is available on mobile devices and can be accessed from any web browser.
With Google Keep, team members can collaborate on notes in real-time, add comments and labels, and set reminders for important tasks.
This can help keep the team organized and ensure that everyone is on the same page.
In addition, Google Keep integrates with other Google Workspace apps like Google Docs and Google Sheets, making it easy to access notes and ideas while working on collaborative documents.
Overall, Google Keep can be a useful tool for effective teamwork by providing a central place for note-taking and task management, promoting collaboration and communication, and integrating with other Google Workspace apps.
- Click the ‘Collaborator icon’ at the bottom of the note.
- Enter the person’s name or type in email address.
- Click Save.
Google Workspace Online Collaboration Tools
Exabytes Malaysia consults and offers Google Workspace (GWS) as a product along with essential services and support.
Connect with our team to learn more about the collaboration tools.
Visit the Google Workspace official site here.
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