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Bring your best ideas to life with Gemini for Google Workspace. Get tips & real-life use cases for using gen AI at work.

Use spaces in Google Chat

You can use spaces in Google Chat to get everyone in the same place to discuss a topic or team project. These spaces can be managed by an admin or the creator of the space. Members can follow conversation threads, collaborate on documents, and arrange for meetings all in the space.

 Business use cases

Use spaces if you want to:

  • Keep conversation threads in one place
  • Organize groups around shared files, tasks, and scheduling
  • Keep dedicated spaces for different conversations

Learn how to create a space.

Stay on task with inline threads

Aside from the main conversation in a space, messages can contain sub-conversations called threads. Threads are useful for when conversations go off topic or require in-depth discussion.

With inline threads, you can:

  • See all threads in a space from the thread tab
  • Reply to messages in the thread
  • Follow threads

Thread best practices:

  • Keep inline threads on topic. If there are multiple conversations, consider creating a new thread.
  • Invite other users to contribute or review information that affects them.
  • Quickly review a space’s rules and guidelines.

Organize files and tasks with spaces

Use spaces to organize and collaborate on projects that use Google Workspace tools, such as Google Docs, Calendar, and Meet. The Files and Tasks tabs are at the top of the space window.

On the Files tab, you can:

  • Add files
  • Open a file in a side window
  • Move where the file is stored in Google Drive
  • Jump to the thread where the file is attached

On the Tasks tab, you can:

  • Create a task
  • Mark a task complete
  • Assign a task
  • Assign a due date for task completion
  • Jump to the thread where the task is attached

Create and manage spaces

When you create a space you become the space’s manager. You can tell a manager from a user by the icon  next to their name. Space managers have the following privileges:

  • Space management—Space managers can edit a space’s name, description, and guidelines.
  • Assign Chat roles—Space managers can assign management privileges to other users.
  • Member management: Space managers can add or remove users from a space.
  • Message control—Space managers can delete messages.

Management best practices

Do Avoid

Update space guidelines and description when setting up a space or as needed,

  • When a space grows in users
  • When a space’s use changes
  • When a new organization rule affects chat
Making changes to guidelines without alerting users.
Remove chat messages that break your organization’s guidelines or the guidelines of the space. Removing messages without informing the user why their message was removed.
Add and invite new users to spaces that are important or helpful to their work. Include any guidelines, rules, or protocols for using spaces in your organization. Expecting users to proactively find relevant spaces and guidelines on their own.

Keep everyone on the same page with discoverable spaces

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

You can use discoverable spaces for topics that don’t need to be limited to specific individuals or teams. With discoverable spaces, information is more transparent, making it easier for topic-based discussions and collaboration.

You set the access level to a discoverable space when you create it. You can choose:

  • Restricted—Only directly added and invited users have access to the space.
  • All of your organization—All users in your organization have access to the space and can join with the space’s link.

After you create a space, only you and other space managers can change the access level. You can add new members in the View and add members window or by sending a user the space’s share link.

You can find the space’s share link:

  • In the View and add members window
  • In the space header’s drop-down menu
  • In the system message window after a discoverable space is created or updated

From the space's dropdown menu you can:

  • View and add members
  • Add people & apps
  • View space details
  • Copy link to this space
  • Manage webhooks (developer only)

 To learn how to make a space discoverable, read Create spaces with different access levels.

Best practices when creating a discoverable space

Before creating spaces, work with your administrator to:

  1. Decide on the scope of the space.
  2. Determine access level based on what the space is used for, make it closed for teams, projects, and groups, or open for topical discussions.
  3. Create a clear description of what the space is for. The space description will make it easier for users to find your space via the search bar.

    Note: Only users directly invited to a space can search for the space via the search bar.

  4. Create a set of guidelines for your space. If you have space managers, discuss guidelines with them, as they will be enforcing them. If the space is small, you might not need guidelines.

Example spaces

  • Company culture group
  • Team group space
  • Project planning space
  • Company sports team
  • Company news
  • Watercooler space
  • New hires space
  • IT help
  • Company feedback

Learn more

 

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