Top 20 ways to use G Suite for administrative assistants

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Assortment of office gear

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1

Handle your manager’s contacts, email, and calendar" "

Whether you're someone's assistant or you're just stepping in for your manager for a week, you can access and manage their contacts, compose and respond to Gmail messages, or schedule and coordinate Calendar events on their behalf.

Learn how

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2

Organize team events, travel plans, and more" "

Need to organize travel or event plans for your colleagues? Create and send a Forms survey to gather information on flights and hotels, or to get an event date that suits everyone. Then, create a Groups mailing list to share important updates with people who are traveling to or attending an event together.

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3

Auto-organize your inbox with filters" "

Create filters to automatically delete, star, or forward your mail, and to apply labels to relevant incoming messages. For example, your manager’s inbox might be full of irrelevant messages such as event acceptances and declines. Set up a filter to have Gmail automatically archive them so your boss has a clean inbox and can focus on the most important messages.

Learn how

Gmail

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4

Easily undo sent messages" "

Make a typo in your email? Forget to add a recipient? Change your mind about sending a message? Take back a message you just sent up to 30 seconds later by enabling Gmail’s Undo Send feature.

Learn how

Gmail

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5

Keep track of multiple time zones" "

If you work with people all over the globe, you need to know when they’re available in their time zone. You also need to make sure your bosses and co-workers don’t miss important meetings or events because of time differences when traveling. Quickly see the time in other countries by adding world clocks to your Calendar.

Learn how

Calendar

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6

Save time using prewritten replies" "

Do you frequently type the same message over and over? Want to find an easy way to replicate important information like directions to the office or how to install and access a video meeting, and more? Use Gmail’s canned responses to save a reply––now, when you send email to new clients on your manager’s behalf, you can use the same canned response so you don’t have to type the same information every time.

Learn how

 Gmail

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7

Easily manage multiple signatures" "

Need to use different signatures for email within your company or externally? With Gmail, you can use canned responses to create different signatures to easily manage multiple signatures. The next time you compose an email, just choose the canned response with the signature you’d like to use.

Learn how

Gmail

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8

 Keep track of important tasks on your to-do list" "

Stay organized and prioritize your assignments with tasks in Gmail or Calendar. You can easily convert email into tasks and create due dates that automatically appear on your calendar.

Learn how

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9

Stay in touch using Hangouts Chat" "

Is your boss out of the office and you urgently need to get in touch? Use Hangouts Chat to instantly chat from any device, anywhere.

Learn how

Hangouts Chat

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10

Get detailed search results for your contacts" "

Need detailed information for a person on your team? With Cloud Search, you can search all your G Suite products for work information related to a particular person. See a profile card with their contact and work details, email address, and any shared drive files and Calendar events.

Learn how

Cloud Search

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11

Prepare everyone for meetings with event attachments" "

Prepare your boss and team members by giving them a chance to preview relevant files before meetings. When you send a Calendar invitation, you can attach documents, spreadsheets, presentations, agendas, and more—so everyone on the team is ready to contribute ideas. Keep your boss and team up to date before a meeting by attaching an agenda, notes, or presentation slides. Now, everyone can have a chance to look through relevant files before the meeting so they can come prepared.

Learn how

Calendar

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13

Keep track of facility requests using Sites" "

Looking for an efficient way to coordinate facility requests? Use Forms so that team members can fill out requests for services, such as catering or maintenance. Then, set up a Sites website and embed the form so employees have a go-to place for facility requests that they can access from any location or device. When someone submits a form, you can capture the responses in Sheets. You can even set up email notifications for new responses so the facilities team can carry out the request as quickly as possible.

Learn how 

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14

Send a daily agenda to your manager's inbox" "

Help your boss stay organized by sending a daily agenda that they can review first thing in the morning. Provide your manager with a daily schedule so they can keep track of important upcoming events and meetings.

Learn how

Calendar

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15

Access your files on any device, any time" "

Need to access an important file for your boss when you're away from your office and don't have email? After you store a file in Drive or a shared drive, you can access, share, and edit it on any device, any time.

Learn how

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16

Keep track of file and folder updates in Drive" "

Want to view changes and updates to your documents? Save work files and folders in Drive or shared drives and instantly share them with your boss and co-workers. When someone incorporates feedback and approvals, Drive shows you what files have changed, so everyone stays in sync.

Learn how

Drive, shared drives

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17

Easily collaborate on documents with your co-workers" "

Need feedback from your manager or team on an important document? Want to chat instantly with people reviewing a file instead of emailing back and forth? Create and share a document with everyone and communicate in real time using Docs, Sheets, Slides, Forms, and Drawings.

Learn how

Docs

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18

Coordinate schedules and availability with team calendars" "

With large teams, it’s challenging to schedule dates that suit everyone. With Calendar, you can layer your team members’ calendars to see when everyone is available. You can even create multiple team calendars to keep track of meetings, trainings, vacations, and more. Now that you know when people are free, it’s easy to schedule team meetings or events.

Learn how

 Calendar

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19

Create keyboard shortcuts" "

Want to save time and work faster? Check out Gmail’s keyboard shortcuts and get more done with fewer clicks.

Learn how

Gmail

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20

Find changes in documents faster" "

If you’re collaborating on a document with your boss and colleagues, it can be difficult to pinpoint who made certain changes and when. Use the revision history in Docs to review all the updates to your document. If you prefer an earlier version, you can revert to any previous versions at any time.

Learn how

Docs

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