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Tips for administrative assistants

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Manage your boss

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Stay in touch using Google Chat

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

Learn how: Get started with Google Chat

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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.

Delegate email access to contacts

Learn how

Manage their contacts

Have your manager delegate their contacts to you. You can then access and manage your manager's contacts. You can add and update their contacts with information such as names, phone numbers, and addresses.

Learn how at the Contacts Help Center 

Manage their Gmail Inbox

Have your manager follow these steps to delegate their inbox to you:

  1. At the top right, click Settings ""and thenSee all settings.
  2. Click Accounts and Import.
  3. In the Grant access to your account section, click Add another account.
    Note: Your organization may restrict email delegation. If you don’t see this setting, contact your administrator.
  4. Enter the email address of the person you want to add and click Next Step.
  5. Click Send email to grant access.

After your manager completes these steps, you'll get an email asking you to confirm. You can then read, send, and delete their email messages. When you send a message on their behalf, your email address appears as well as your manager's.

Note: It may take up to 24 hours for you to become available as a delegate after you confirm.

Learn more at the Gmail Help Center

Manage their calendar

Have your manager delegate their calendar to you. You can then respond to invitations on their behalf, create and edit their events, and get emails about changes to their calendar.

Learn how at the Calendar Help Center

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Send a daily agenda to your manager's inbox

Help your boss stay organized by showing them how to receive a daily agenda to review first thing in the morning. While looking at their morning emails, they can easily keep track of upcoming meetings and events.

Learn how
Show your boss how to perform these steps for their calendar:
  1. In Calendar, go to Settings ""and thenSettings.
  2. On the left under Settings for my calendars, click your name and go to Other notifications.
  3. In the Daily agenda field, click the Down arrow "" next to None and select Email.

Manage your team

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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.

Learn how

1. Create your form

  1. Go to forms.google.com.
  2. Click Blank Plus .
  3. A new form will open.

2. Create a group email address

  1. Sign in to Google Groups.
  2. At the top, click Create group.
  3. Enter information and choose settings for the group. Here are some suggested settings:
    • Who can view conversations: Only members of the team (if you want to keep project communications private.
    • Group members: Email address of each person on the project team
    • Group managers: Email address of any team member who might need to add others to the team later.
    • Directly add members: Turn this option On so you can control who joins the group.
  4. Click Create group.
Wait a few minutes for your new group to become active before sending a message to it. Otherwise, you might get a notification that your message couldn't be delivered.

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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

Attach a file to a Calendar event

  1. On your computer, open Google Calendar.
  2. Create an event, or open an existing event.
  3. If you create a new event, click More options.
  4. At the bottom, in the description box, click Add attachment Attach.
  5. Choose a file that's already in your Google Drive. To add a file from your computer, click Upload.
  6. When you finish, click Select or Upload.

Learn more at the Calendar Help center

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Keep track of facility requests

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 embed the form in a Sites website so employees have a go-to place for facility requests that they can access from any location or device. When someone submits a form, 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

1. Create your form

  1. Go to forms.google.com.
  2. Click Blank Plus .
  3. A new form will open.

Learn more at the Docs editor Help Center

2. Embed the form in Sites

  1. Open a form in Google Forms.
  2. In the top right, click Send.
  3. At the top of the window, click Embed Embed.
  4. To copy the HTML that appears, click Copy or press Ctrl + c (Windows) or ⌘ + c (Mac) on your keyboard.
  5. Paste the HTML into your website or blog.

3. Set up email notifications

  1. Open a form in Google Forms.
  2. At the top of the form, click Responses.
  3. Click More More.
  4. Click Get email notifications for new responses.

Learn more at the Docs editor Help Center

4. See responses in a spreadsheet

Easily see all responses in a spreadsheet.

  1. Open a form in Google Forms.
  2. At the top of the form, click Responses.
  3. At the top right, click Create Spreadsheet Export to Google Sheets.
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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

1. Create a team calendar

  1. Open Calendar, and on the left next to Other calendars, click Add other calendars ""and thenCreate new calendar.
  2. Name the calendar and add a description.
  3. Click Time zone and select your time zone.
  4. Click Create calendar. Your new calendar appears under My calendars.
  5. (Optional) To update any calendar preferences, point to it and click More Moreand thenSettings.

2. Share it with your team

  1. Open Calendar and under My calendars, point to the calendar you want to share, and click More Moreand then Settings and sharing.

  2. Choose an option:
    • To share with individuals—Under Share with specific people, click Add people and add the person or the email address of the person you want to share with. Click Send.
    • To change wider sharing settings—Under Access permissions, select Make available to public or Make available for organization name.
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Print your Google calendar

Keep track of your schedule the old fashioned way by printing your Google calendar. Choose any date range, set fonts, print event details, and more. You can even print in full color to track different event types.

Learn how

Print your calendar

  1. On your computer, open Google Calendar.
  2. To select a date range, at the top right, click:
    • Day
    • Week
    • Month
    • Year
    • Schedule
    • 4 days
  3. At the top right, click Settings Settingsand then Print.
  4. On the "Print preview" page, change details such as font size or color.
    • To select size options, click Print.
  5. Click Print.

Tip: When space is available, the location or room(s) of events are also displayed.

 

Learn more at the Calendar Help Center

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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

Display a secondary time zone

  1. On your computer, open Google Calendar.
  2. In the top right, click Settings Settings and then Settings.
  3. In the "Time Zone" section, click Display secondary time zone.
  4. Click Secondary time zone Down arrow and then choose your time zone.

Learn more at the Calendar Help Center

Gmail tips for admin assistants

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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

Create a filter

You can manage your incoming mail using Gmail’s filters to send email to a label, or archive, delete, star, or automatically forward your mail.

  1. Open Gmail.
  2. In the search box at the top, click Show search options photos tune .
  3. Enter your search criteria. If you want to check that your search worked correctly, see what emails show up by clicking Search. 
  4. At the bottom of the search window, click Create filter.
  5. Choose what you’d like the filter to do.
  6. Click Create filter.

Note: When you create a filter to forward messages, only new messages will be affected. ​Additionally, when someone replies to a message you've filtered, the reply will only be filtered if it meets the same search criteria. 

Tip: Try these Gmail filters for work or school

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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

Recall an email with Undo Send

Right after you send a message, you can retract it:

  1. In the bottom left, you'll see "Message sent" and the option to "Undo" or "View message".
  2. Click Undo.

Choose an amount of time to recall a message

  1. On your computer, go to Gmail.
  2. In the top right, click Settings Settingsand then See all settings.
  3. Next to "Undo Send," select a Send cancellation period of 5, 10, 20, or 30 seconds.
  4. At the bottom, click Save changes.

Learn more at the Gmail Help Center

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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 templates to save a reply—now, when you send email to new clients on your manager’s behalf, you can use the same template so you don’t have to type the same information every time.

Learn how

Enable templates

  1. Open Gmail.
  2. At the top right, click Settings ""and thenSee all settings.
  3. At the top, click Advanced.
  4. In the Templates section, select Enable.
  5. At the bottom, click Save Changes.

Create or change a template

  1. Open Gmail and click Compose.
  2. In the Compose window, enter your template text.
  3. Click More ""and thenTemplates.
  4. Choose an option:
    • To create a new template, click Save draft as templateand thenSave as new template.
    • To change a previously saved template, click Save draft as template and under Overwrite Template, choose a template and click Save to overwrite it.
  5. (Optional) To send an email, compose your message and click Send.

Insert a template

  1. Open Gmail and click Compose.
  2. Click More ""and thenTemplates.
  3. To insert a template, under Insert template, choose a saved template to insert in your email.
  4. Compose the rest of your message and click Send.
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Easily manage multiple signatures

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

Learn how

Create each signature

  1. Open Gmail.
  2. At the top right, click Settings ""and thenSee all settings.
  3. In the General tab, scroll to Signature and click Create new.
  4. Name your signature, then click Create.
    This name is not your actual signature, but is a name for the signature template.
  5. In the text box at the right, add your signature text.
  6. Use the format bar to add text colors, links, and images.
  7. At the bottom, click Save Changes.

Choose a signature for a message

Tip: If you want to change your signature while you write an email, at the bottom of the window, click Insert signature pen.

Sign and save

Learn more at the Gmail Help Center

Shortcuts for working faster

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Use keyboard shortcuts

Want to save time and work faster? Check out keyboard shortcuts in Gmail, Calendar, and other Google services. Get more done with fewer clicks.

Learn how: Use keyboard shortcuts

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Add tasks from your Inbox & Calendar

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

Create a task from an email

  1. Go to Gmail.
  2. On the right, click Tasks Tasks.
  3. Find the email you want to save as a task.
  4. Drag and drop the email to the side panel.
  5. To add a date and time, click Date/time​.

Create a task from your Calendar

  1. Open Google Calendar.
  2. On the left, under “My calendars,” select Tasks.
  3. Choose an option:
    • In your calendar, click an empty slot on your calendar.
    • In the top left, click Create.
  4. Click Task.
  5. Enter a title and description.
  6. To add the new task to a specific list, choose one from the drop down.
  7. Click Save.
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Get detailed search results for your contacts

Need detailed information for a person on your team? With Cloud Search, you can search all your Google Workspace 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 at the Cloud Search Help Center

 Tips collaborating on documents

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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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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

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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 DocsSheetsSlidesForms, and Drawings.

Learn how

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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

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