Disclosure: MyeLearningWorld is reader-supported. We may receive a commission if you purchase through our links.

How To

13 Google Workspace Tips for Your Business

Last Updated:

Photo of author

By My eLearning World

google workspace tips

If you’re looking for Google Workspace tips that can help your organization become more efficient and more productive, you’ve come to the right place. 

In today’s fast-paced digital landscape, having efficient and streamlined workflows is crucial for businesses of all sizes.

One tool that has revolutionized collaboration, communication, and productivity for businesses is Google Workspace. Formerly known as G Suite, Google Workspace offers a comprehensive suite of cloud-based applications that enable seamless collaboration, secure file sharing, and efficient project management.

Whether you’re a small startup, a growing mid-sized company, or a large enterprise, harnessing the power of Google Workspace can significantly enhance your team’s productivity and simplify your day-to-day operations.

Each of the apps that Google Workspace includes helps increase your organizational effectiveness, making working on projects more simple than ever. Many businesses use Google Workspace since it enables efficient communication and collaboration.

To help you unlock the full potential of this powerful suite of tools, we compiled a list of 13 invaluable Google Workspace tips and tricks that will transform the way you work and boost your business’s efficiency.

Disclosure: Some of the links in this article are affiliate links, meaning at no additional cost for you, we might get a commission if you click the link and purchase.


Google Workspace Tips to Help Your Business Thrive

google workspace

1. Use Keyboard Shortcuts to Save Time

Save time and navigate Google Workspace applications faster by learning and utilizing keyboard shortcuts. From composing emails in Gmail to formatting text in Google Docs, keyboard shortcuts can significantly boost your productivity.

You’ll want to go into the Settings menu for whichever app you’re using and make sure you have Keyboard Shortcuts turned on before you can use them.

Some of our favorite Google Workspace keyboard shortcuts include:

  • ‘C’ to compose an email in Gmail
  • Ctrl + Enter to send an email
  • ‘P’ to see a previous message in an open email thread
  • Ctrl + T to open a new tab in Chrome
  • Ctrl + K to search the web in Chrome
  • ‘T” to move to the current day in Google Calendar
  • Ctrl + R to refresh your Google Calendar
  • Shift + T to open a new Document in Google Drive

You can see a full list of Google Workspace shortcuts here.


2. Set Up Email Filters

Stay organized by creating filters in Gmail to automatically sort and label incoming messages. You can prioritize emails from specific senders, route emails to specific folders, or apply labels for easy identification.


3. Hide Your Activity

With any Google Workspace subscription, you will have built-in security and privacy. Google Workspace keeps customers’ data encrypted and stored safely, including backups. The privacy and security features that come with every Google Workspace subscription are essential as they keep all of your professional business emails securely protected, your Google Drive files safe, and chats, meetings, and or other data you may have protected as well.

One cool privacy feature not a lot of users know about is the ability to hide your activity and view history in Google Workspace Docs, Sheets, and Slides. You can access privacy settings under the Tools dropdown, allowing you to turn off your view history and/or activity, making it harder for others to track your editing history. This helps keep personal or sensitive information private if you are collaborating with a group of people who don’t need to know everything about the project.


4. Use Real-Time Collaboration

You can collaborate on projects in real-time in Google Docs, Sheets, and Slides. This means that multiple people can be editing the same file at once from their own devices no matter where they are located, with each person’s changes being updated in real time. This is great for groups who need to work on a project together but can’t all be in the same place or have access to the same device at once.

Additionally, you can see who is working on what and chat with them right from within the document. This makes it easy to ask questions, provide feedback, and work together seamlessly.


5. Keep Track of Changes

Google Docs, Sheets, and Slides have a feature that allows you to keep track of all changes made by collaborators on a file. You can see which person made which change and when it was made. This is incredibly helpful for knowing who to ask if anything is unclear or if mistakes were made. It also makes it easier to track progress over time and make sure everyone is on the same page.


6. Organize Your Thoughts with Jamboard

For those who prefer to be well-organized and have everything in its individual place, Google Workspace comes with an app called Jamboard. Jamboard is a digital whiteboard where you can write to-do lists or notes whenever you need. Google Workspace includes apps such as Jamboard to encourage creativity and professionalism in an organized way. If you need to share some quick notes with a colleague on Google Workspace, you can use Jamboard to jot them down and share with them.


7. Enable Offline Access

A lot of people don’t realize that Google Workspace allows you to access documents and other files offline. This means that even if you don’t have an internet connection, you can still view or edit your work from any device.

To activate this feature, make sure you’re using the latest version of your browser then simply go to the “Settings” tab in Google Workspace and click on the option for “Offline Access”. You’ll need to be online to enable this setting at first.

It’s a great feature to use when you don’t have access to the internet but still need to get work done! Any changes made will sync automatically when you’re back online.


8. Use Forms to Create Surveys & Quizzes

An app that is included with any Google Workspace subscription that’s great for businesses dealing with content creation or curriculum development is Forms. The Google Workspace app Forms allows its users to create surveys, quizzes, and forms however they like.

These surveys or quizzes can be used for a variety of purposes, from lead generation to customer feedback. Forms can also be used to measure student progress, evaluate the success of a training program, or conduct market research.

This feature is particularly beneficial for businesses and educational institutions that need to collect data quickly and easily from any size group.


9. Have Your Calendar Sent to You Daily

One of the most helpful apps that Google Workspace is Google Calendar. Google Calendar makes it easy to plan out your weeks, months, or even years’ worth of work. There is a scheduling option on Google Calendar that makes it easy to professionally schedule meetings or deadlines with other people.

One of our favorite Google Calendar features is that you can have your daily calendar sent to you every morning. This means that all meetings, events, and deadlines are synced right to your inbox, allowing you to stay organized throughout the day without having to manually check your Google Calendar app.

The Google Calendar app that comes with any Google Workspace subscription is great for increasing organization and overall productivity for any business.


10. Integrate Third-Party Apps

Extend the functionality of Google Workspace by integrating third-party applications. Connect tools like project management software, CRM systems, or communication platforms to streamline workflows and improve efficiency.

Google Workspace offers native integrations with hundreds of applications, allowing for more efficient workflows and improved collaboration between teams.

With the right integrations in place, you can get any task done quickly and efficiently from one centralized platform.


11. Create Professional Email Accounts

Google Workspace subscriptions include a Gmail account that is more secure and professional than the free one you can create online. Through your Google Workspace subscription, you are given access to a Gmail account that has built-in security and anti-spam.

One cool feature is that you can create customized accounts with your domain name. For example, if your business was called ABCWidgets, your email address can be  [email protected] instead of the default Gmail account [email protected]. This is a great way to make your business look more professional and build trust with customers or clients.


12. Share Large Files Easily

When using Gmail through the Google Workspace subscription, you can send files as big as 10 GB in size, which is far bigger than the traditional 25 MB limit.

All you have to do is upload your files to Google Drive, insert the file into your email (just click the option to “Insert a file” in the Gmail interface,) and you can send files up to 10 GB as attachments.

If there are larger projects that you need to share with a colleague, using Google Workspace allows you the ability to send them effortlessly through your business-grade Gmail account.


13. Find the Info You Need without Leaving Your Google Doc

Google Workspace’s Research Pane feature lets you search for information without leaving your document. Search results appear in the Research Pane, and you can either select relevant text or insert entire documents into your Google Doc with a single click. This feature saves you time and makes it easier to find the information you need quickly.

To use this feature while in a Google Doc, you have a few different options:

  • Go to Tools and then Research from the main menu at the top of the document
  • Right click on a specific word or highlighted phrase in your document and select Research
  • Use the keyboard shortcut Ctrl+Alt+R on Windows or Cmd+Alt+R on Mac.


Sign Up for Google Workspace

We earn a commission if you make a purchase, at no additional cost to you.

We’ve only just barely scratched the surface of what you can do with Google Workspace. Whether you’re an entrepreneur, small business owner, or corporate team member, there are tons of features to explore.

Sign up for Google Workspace today and take advantage of all the ways it can help you stay productive and connected.

Google Workspace pricing starts as low as $6/month, and every plan includes access to Gmail, Drive, Meet, Calendar, Chat, Jamboard, Docs, Sheets, Slides, Keep, Sites, and Forms.

The first and cheapest of the Google Workspace subscription plans is the Business Starter plan. In the Google Workspace Business Starter plan, you get access to a custom and secure business email, 100 participant video meetings to use, 30 GB of storage, security and management controls, and legal support.

The next plan that Google Workspace offers is the Business Standard plan; in this plan, you get a custom and secure business email as well, 150 participant video meetings and recording, 2 TB of storage, security and management controls, and legal support.

The third and most expensive plan that Google Workspace offers online is the Business Plus plan. The Google Workplace Business Plus plan includes access to a custom and secure business email with eDiscovery and retention included, 500 participant video meetings, recordings, and attendance tracking, as well as standard support, and enhanced security with management tools like Vault and advanced endpoint management.

If you are a company with more than 300 employees, Google Workspace offers an Enterprise Plan that comes with benefits such as a custom and secure business email with eDiscovery, retention, S/MIME, and encryption, 500 participant video meetings with recordings, attendance tracking, noise cancellation, and in-domain streaming, as well as unlimited added storage, advanced security, management, compliance controls, Vault, DLP, Data, Regions, and Enterprise Endpoint Management, and enhanced support. The pricing for the Enterprise Google Workspace subscription is not listed publicly, and you will need to contact sales to discuss pricing.

Each of these plans comes with features for users to enjoy and use to enhance their business experience.

You can click here to try Google Workspace free for 14 days to see if it’s a good fit for your needs.


Final Thoughts

When choosing an online productivity suite to help better your business management, it is essential to select one that fits all the boxes regarding price, content, and layout. Google Workspace does an excellent job providing value as its subscriptions are well-priced for the number of tools you get. There are several competitors to Google Workspace, but not many compare to it as a quality set of business tools that are secure and easy to use..

Each app that Google Workspace includes has individual benefits that help better your overall work experience. The added storage, security, and amount of communicative apps that come included with Google Workspace are both impressive and convenient as they aid in business management and encourage the furtherment of progress.

The convenience that is the added security Google Workspace includes within their subscription plans helps your business stay both professional and safe. As a business-enhancing platform, Google Workspace is genuinely impressive and well-appreciated by its millions of users worldwide.

Click here to try Google Workspace free for 14 days.

Have any other Google Workspace tips you think should be added to our list? Let us know by commenting below.

Leave a Comment