Get up to speed after time off

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""1  Turn Google Workspace notifications back on

1.1 Turn Google Workspace notifications back on

If you turned off notifications for your Google Workspace services when you were out of the office, turn them back on.

Turn on Google Calendar event notifications:

  1. In Calendar, click Settings Settingsand thenSettings.
  2. On the left under General, click Event settings.
  3. Click Notifications and select an option:
    • Off
    • Desktop notifications
    • Alerts
  4. (Optional) To set up a sound for your incoming notifications, check the Play notification sounds box.
  5. (Optional) To manage your notifications, on the left, click your calendarand thenGeneral notifications.
  6. Next to each option, click the Down arrow Down arrow and select None or Email.

Manage event notifications

Turn Google Chat notifications on or off:

For messages in Chat:

  1. Open Gmail.
  2. At the top right, click Settings ""and thenSee all settings.
  3. At the top, click Chat and Meetand thenManage chat settings.
  4. Under Desktop, click the Down arrow "" and choose an option:
    • All Messages—Get a notification for all direct messages and all messages in rooms.
    • New threads, threads I’m following and direct messages—Get a notification for all direct messages, the first message of every new thread, and all threads you’re following.
    • Threads I’m following and direct messages—Get a notification for all direct messages and threads you’re following.
    • Only @mentions and direct messages—Get a notification for direct messages and @mentions in Rooms.
    • Off—Turn off all notifications.
  5. (Optional) To hear a sound for incoming chat notifications, check the Play notification sounds box.
  6. (Optional) To receive incoming messages as pop-up windows in Gmail, check the Open chat pop-ups for new messages box.
  7. (Optional) To turn email notifications for unread messages on or off, under Email, select Only @mentions & direct messages or Off.

    Email reminders apply to messages that you haven't read after 12 hours. They are not sent for @mentions.

For Chat messages in Gmail:

  1. Open Gmail.
  2. At the top right, click Settings ""and thenSee all settings.
  3. At the top, click Chat and Meetand thenManage chat settings.
  4. Under Desktop, click the Down arrow "" and choose an option:
    • All Messages—Get a notification for all direct messages and all messages in rooms.
    • New threads, threads I’m following and direct messages—Get a notification for all direct messages, the first message of every new thread, and all threads you’re following.
    • Threads I’m following and direct messages—Get a notification for all direct messages and threads you’re following.
    • Only @mentions and direct messages—Get a notification for direct messages and @mentions in Rooms.
    • Off—Turn off all notifications.
  5. (Optional) To hear a sound for incoming chat notifications, check the Play notification sounds box.
  6. (Optional) To receive incoming messages as pop-up windows in Gmail, check the Open chat pop-ups for new messages box.
  7. (Optional) To turn email notifications for unread messages on or off, under Email, select Only @mentions & direct messages or Off.

    Email reminders apply to messages that you haven't read after 12 hours. They are not sent for @mentions.

1.2 Turn off your vacation responder
  1. Open Gmail .
  2. At the top right, click Settings ""and thenSee all settings.
  3. Scroll down to Vacation responder and select Vacation responder on or Vacation responder off.
  4. If you turned on the vacation responder, enter the dates you're away and add a message. Then, select who should get a response.
  5. At the bottom, click Save Changes.
Set a vacation responder

""2  See what you missed

2.1 Check email for important messages
  1. Open Gmail.
  2. At the top right, click Settings "".
  3. Under Inbox Type, click Default and choose an option:
    • Important first
    • Unread first
    • Starred first
      Note: You'll see the Important, Unread, and Starred sections appear at the top of your inbox. You can see the rest of your email under Everything else.
  4. (Optional) To hide email in a section, next to the section heading, click the Up arrow "".
  5. To show email again, click the Down arrow "".
2.2 Reply to new meeting invitations

When you get an invitation to an event, it appears on your calendar. You also get invitations by email if you subscribe to email notifications. If you're using Gmail, you can respond to the invitation in the email invite.

Reply to an invitation:

  1. In the calendar grid, click the event.
  2. At the bottom next to Going?, click Yes, No, or Maybe.

Tip: To respond to the event from Gmail, open the email and next to Going?, click Yes, No, or Maybe

All guests can propose a new time, except for events with more than 200 guests or all-day events.

Respond to a calendar event
2.3 Create a checklist of post-vacation tasks

Create a task from an email:

  1. Open Gmail and drag an email into the Tasks window. The task is the email subject.
  2. In the task, a link appears so you can easily reopen the message.
Move a conversation to create a task
2.4 Check for important to-do items

Make sure you haven’t missed any important changes to Google Drive files or to-do items in other Google Workspace services, such as Tasks in Calendar or Gmail.

You can keep track of changes to items created in or uploaded to Drive. You can also see specific information about your files and folders. To view the activity for a specific file or folder, select the file or folder and click Information "".

See Drive activity on the Activity tab:

You can see changes to items in Drive, such as:

  • Who uploaded, copied, moved, or removed the item.
  • Who shared or unshared the item.
  • Who commented in, edited, or renamed the item.
  • People affected by the change.


See Drive activity on the Details tab:

  1. In Drive at the top of the Activity pane, click Details to see information and changes, such as:
    • File type and owner.
    • Folder size and number of items.
    • Person who last modified, created, or opened the item.
  2. Click Edit "" to add a description of the item.

See a file


View Tasks on a web browser in Gmail or Calendar:

Open GmailCalendar, DriveDocs, Sheets, or Slides and on the right, click Tasks Tasks.


View Tasks on Android devices:

  1. Tap Play Store Google Play to open Google Play.
  2. Install the Tasks app.


View Tasks on iOS devices:

Install the Tasks app for Apple iPhone or iPad.

Click on the pencil to add a task

2.5 Review changes to your files

See changes at a glance:

  1. In Google Drive, open your file.
  2. If there are new changes to a document, you can do one of the following options:
    • Next to the menu bar, click See new changes.
    • Click Fileand thenSee new changes.
  3. At the top, use the arrows to scroll through the list of changes. Added text is highlighted, and deleted text has a strikethrough.
  4. (Optional) To see your document’s entire revision history, in the top corner, click See revision history.
  5. (Optional) To go back to the original view, click the back arrow at the top.


See or revert to an earlier version:

  1. In Google Drive, open your file.
  2. From Docs, Sheets, or Slides, select Fileand thenVersion historyand thenSee version history.

    Note: You need Owner or Editor access to the file.

  3. Click a timestamp to see a previous version of the file. Below the timestamp, you’ll see:
    • Names of people who edited the document.
    • A color next to each person’s name. The edits they made appear in that color.
  4. (Optional) To revert, name, or copy a previous version, click:
    • Restore this version to make it the active version.
    • More""and thenName this version to name a previous version. 
    • More""and thenMake a copy to create a copy of a previous version.

See version history by clicking "File," with the option to select "See new changes," highlighted at the top right

""3  Start work

3.1 Get up to date on important and upcoming work

To find out about current priorities or upcoming plans, send an email to your team or send a message to your co-workers in Chat.

1 Open Gmail.
2 On the left, click Plus Compose.
3 (Optional) To change your window size, in the upper corner, click Maximize "" or Exit full screen Exit full-screen.
4 Add recipients and a subject.
5 Enter your message. Email you start writing but don't send are automatically saved in Drafts on the left.
6 (Optional) Add attachments, such as Drive files Insert file using Drive or photos Insert image.
7 Click Send.

Tip: To cancel sending an email, at the bottom of the window, click Undo. This option appears briefly, but you can change how long it lasts. See Undo sending your mail.

Map of where in inbox and email to click to do numbered steps 1 through 7, above


Send a direct message to someone:

  1. Sign in to Chat or Gmail.
  2. Under Chat, click a name, enter a message, and click Send "".
  3. If the name isn’t under Chat, click Find people, rooms, bots or click Start a chat "".
  4. Enter a name or email address. Suggestions appear as you enter text.
    To send a direct message to someone outside of your organization, enter their full email address.
  5. Select the person that you want to message.
  6. Enter a message and click Send "".
    Suggestions include everyone in your organization, even if they don't have Chat.


Start a group conversation:

  1. Sign in to Chat or Gmail.
  2. Under Chat, click a group name, enter a message, and click Send "".
  3. If the group name isn’t under Chat:
    • In Chat, click Find people, rooms, botsand thenStart group conversation.
    • In Gmail, under Chat, click Start a chat""and thenStart group conversation.
  4. Enter a name or email address. Suggestions appear as you enter text. 
  5. Click Message or Done "".
  6. Enter a message and click Send "".
    Suggestions include everyone in your organization, even if they don't have Chat.

Message a group

3.2 Review your transition doc

If you created a transition doc for your co-workers while you were out of the office, check to see if there are any updates or changes to it.

  1. In Google Drive, open your file.
  2. If there are new changes to a document, you can do one of the following options:
    • Next to the menu bar, click See new changes.
    • Click Fileand thenSee new changes.
  3. At the top, use the arrows to scroll through the list of changes. Added text is highlighted, and deleted text has a strikethrough.
  4. (Optional) To see your document’s entire revision history, in the top corner, click See revision history.
  5. (Optional) To go back to the original view, click the back arrow at the top.

See version history by clicking "File," with the option to select "See new changes," highlighted at the top right

3.3 Check project plan for updates

Want to see tasks assigned to you or due on a specific day? Create a filter view in Sheets.

1 At the top, click Dataand thenFilter viewsand thenCreate new filter view.
2 In the top left corner, click next to Name and enter a name for the filter view.
3 Click the arrows in the column headers and select options to sort and filter the data.
4 (Optional) To email a link to the filter view, copy the URL and paste it in an email.
5  At the top right, click Close "" to close your filter view. Your filter view is automatically saved.

Map of instructions 1 through 5

 

3.4 Track tasks

Keep track of tasks and important deadlines using Tasks. Open Gmail or Calendar, and on the right, click Tasks " ".

In Tasks, each task goes into a list. There's a default list that you can add tasks to, or you can create your own lists.

Create a list:

  1. At the top of the Tasks window, click the Down arrow Drop down arrowand thenCreate new list.
  2. Name the list and click Done.


Add a task to a list:

  1. At the top of the Tasks window, click the Down arrow Drop down arrow and select the list you want to add the task to.
  2. Click Add a task.
  3. Enter a task. As you enter text, the task automatically saves.


Create a task from an email:

  1. Open Gmail and drag an email into the Tasks window. The task is the email subject.
  2. In the task, a link appears so you can easily reopen the message.


Create a subtask—Organize related tasks under a main task.

Choose an option:

  • Right-click a task and select Add a subtask.
  • Under the main task, add a new task and press Ctrl + ] (Windows) or Command + ] (Mac).
  • Next to the main task, click Edit Edit and in the Add subtasks field, enter a task.

To un-indent a subtask, right-click the subtask and click Unindent. You can also click on the subtask and press Ctrl + [ (Windows) or Command + [ (Mac).

Create new list from the Tasks menu



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