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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.

Top 10 tips to work with people not on Google Workspace

 

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1

Schedule events and video meetings

In Calendar, you can schedule events and video meetings with people who don’t have Google Workspace accounts. Guests will get an email invitation and can respond. Using Google Meet, any guest can join your meeting by clicking the link in your invitation or entering the meeting code on meet.google.com.

Note: If you're entering another organization’s meeting or don't have a Google Workspace account, you can still join video meetings; however, a participant might need to approve your request to join.

Learn how

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2

Work on Microsoft Office files—even if you don’t have Office

In Google Workspace, you can still work on Office files, even if you don't have Office. You can edit Office files in a Chrome browser or Chromebook, convert files to Google formats, and more.

Learn how

Add Office files to Drive

Add your Office files to Drive, then use Google Docs, Sheets, or Slides to edit, collaborate, and share your files. Files are saved in the original Office format. 

  1. Open Drive.
  2. Click New and thenFile upload.
  3. Choose the Office file you want to upload.

Edit Office files in Docs, Sheets, or Slides

Chrome Browser only

  1. Remove the Office Editing for Docs, Sheets, & Slides extension if it's installed:
    1. Open Chrome Browser and in the top-right corner, click More and thenMore Toolsand thenExtensions.
    2. If you see the Office Editing for Docs, Sheets, & Slides extension, click Remove.

    Office files now open using Office Editing instead of the Chrome extension.

  2. In Drive, right-click an Office fileand thenOpen withand thenGoogle Docs, Google Sheets, or Google Slides.
  3. Edit and collaborate on the file. All changes are saved to the original Office file.

Comment on Office files in Docs, Sheets, or Slides

  1. Open Driveand double-click an Office file.
  2. Select the text, cell, or section you want to comment on.

  3. Click Add comment .
  4. Enter your comment. To address it to a specific person, enter + and their email in the comment text. For example: +cassy@solarmora.com
  5. Click Comment.

Work in Office and sync files to Drive (Office required)

  1. If you haven't already, install Google Drive for desktop on your computer. This adds your Google Drive folder to your computer.
  2. On your computer, add your Office file to your Google Drive folder.
  3. In Office, click Fileand thenOpen and find your Google Drive folder.
  4. Click your Office file and click Open.
  5. Edit your file.

    Any changes you make to your file in Office sync in Drive.

Share a copy of a file in an Office format

  1. In Docs, Sheets, or Slides, open the file.
  2. Click Fileand thenEmail as attachment.
  3. Under Attach as, choose Microsoft Word, Microsoft Excel, or Microsoft PowerPoint.

  4. Enter the email address, subject, and message.
  5. (Optional) Check the Send a copy to myself box.
  6. Click Send.

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3

Share Google Docs editors files in an Office format

If the person you’re working with uses Office, you can send them a copy of your Docs, Sheets, and Slides files in an Office format. For example, you can create a file in Docs and then email it to someone as a Microsoft Word file.

Learn how

Docs, Sheets, and Slides

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4

Comment on Office files from Drive

Comment on Office files, Adobe PDF files, and more right from Drive. People you work with can reply back, even if they’re not using Google Workspace. For example, if a co-worker opens a file using Word, they’ll see your comments in the file and can reply.

Learn how

Drive

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5

Share Google files for anyone to access

You can share Drive files or folders with someone whether they have a Google Account or not.* Just share the file with their email address. People who don't have a Google Account get an email invitation (with a PIN) to collaborate on the shared file or folder. After people sign in with the PIN, they can view, comment on, suggest edits to, and directly edit files and folders. 

*Visitor sharing must be on for your organization. See Share documents with visitors.

Learn how

Drive

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6

Import and convert documents, spreadsheets, and presentations to Google formats

If you’re working on non-Google documents, spreadsheets, or presentations, you can import them to Docs, Sheets, or Slides. You can then edit them in their original format, or convert them to a Google format. For example, you can convert a Word file to Docs and then edit and comment on it simultaneously with your team. If your file has comments or tracked changes, they’re converted to Docs comments and suggestions.

Learn how

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7

Share your network files from Google Drive instead

If you’re currently sharing files from a private network or in Microsoft OneDrive, you can move them to Drive where Google Workspace users can share them, too.

Learn how

Drive

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8

Share large files

Emailing large files isn’t always possible. Different email providers can have different attachment limits. Instead of emailing a large file to someone, share the file from Drive. When the person clicks the link in the email, it opens on the web, even if they’re not using Google Workspace or don’t have a Google Account.

Learn how

Drive, shared drives

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9

Keep shared files secure

The sharing features and access controls in Drive make working with external partners simple and secure. For example, when sharing sensitive files, you can prevent people from downloading, printing, or copying them. You can also set an expiration date on files so external partners or agencies can no longer access them once a project ends.

If you’re downloading an external file, Drive scans most files for viruses first. If a virus is detected, the file won’t be downloaded.

Learn how

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10

Share files with groups

Share your Google calendars, sites, and documents with several people at once using Google Groups. Everyone in the group gets access to all files shared with the group. People can be inside or outside of your organization. You can add people to the group as needed, or remove someone who should no longer have access.

Learn how

Groups

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Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companies with which they are associated.

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