Week 2: Have effective meetings and communications

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Assorted devices display communication toolsTo communicate quickly and efficiently with people on your team, complete the tasks below.

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1. Communicate with people outside of meetings

CheckboxOverview: Communicate with people outside of meetings

Outside of meetings, there are multiple ways to communicate with people using G Suite.

Communicate with an individual:

  • Direct chat message—If you have a quick or time-sensitive question, send a Google Chat message.
  • Email—If you need to discuss something more complex or not time-sensitive, send an email with Gmail.

Communicate with groups of people:

  • Contact group—For temporary groups, like a short-term project, team, you can create a contact group. Contact groups can be used in both emails and chats. You can't directly share your contact group with others. However, if you send an email to a Contacts group, other people can reply to everyone in your Contacts group or copy your list of addresses.
  • Groups mailing list—For long-term teams or divisions within an organization, you can create a Groups mailing list. The email address for a Groups mailing list can be used to communicate and share with multiple people at once, such as in emails, calendar events, and files. 

    Note: If your G Suite administrator did not turn on Groups for your organization, you can use contact groups instead.  

CheckboxChat with people in Gmail

Send a chat message to an individual:

  1. Open Gmail.
  2. In the sidebar, click Start a conversation .
  3. Enter a person's name.
  4. Click a person’s name to quickly start a chat.

Send a chat message to a group of people:

  1. Open Gmail, and in the bottom left, click New conversationand thenNew group .
  2. Next to People, enter a group name and click Done .
  3. In the Google Chat window on the right, click People ""and thenAdd people.
  4. Select the people you want to add and click Add people. Your group is automatically saved.
  5. (Optional) To remove a person from the group, next to their name, click Remove  and then Remove to confirm.

Move the chat window:

  1. Open Gmail.
  2. At the top right, click Settings Settingsand thenSee all settings.
  3. Click Chat.
  4. In the Position section, select Right side of the inbox.
  5. Click Save Changes.
CheckboxMute chat notifications when you need to focus
  1. In Gmail, select the Google Chat conversation you want to mute.
  2. Click Settings and uncheck the Notifications box.

Learn more

CheckboxSnooze emails to get a reminder later
  1. Open Gmail and point to an email.
  2. On the right, click SnoozeSnooze.
  3. Under Snooze until, choose a time.

    The email automatically snoozes and moves out of your inbox. You will get a reminder about the snoozed email after the specified time.

  4. (Optional) To see all snoozed email, click Snoozed in the left sidebar.

Learn more

CheckboxMute emails you don't want to see responses for
  1. In Gmail, select the conversation you want to mute.
  2. Click More  and select Mute.
  3. After you mute a conversation, it's removed from your inbox and archived. You can still see the conversation in All Mail with a Muted label applied.

Learn more

CheckboxForward entire email threads
  1. Open the email.

    Note: If a message includes a signature or previous replies, Gmail hides them from view. Below your reply, click Show trimmed content  to view all the text that will be included in your reply.

  2. In the top right, click More .
  3. Click an option, such as Reply, Reply to all, Forward, and Print.

Tip: Gmail’s Smart Reply may suggest some responses based on the email you received. To save time, select one, then edit the suggested text or send it as is.

Learn more

CheckboxPrint email and calendar invites

Print an email or a calendar invite:

  • Print an email: In Gmail, open the email. At the top-right, click Print all Print Icon.
  • Print a calendar invite: In Google Calendar, open the invite. At the top-right, click More Moreand thenPrint.

Learn more

CheckboxCreate a Groups mailing list

Note: Before creating a Groups mailing list, make sure it doesn't already exist in Groups. If you can't see Groups, contact your G Suite administrator. If Groups is not turned on for your organization, you can create a Contact group instead.

  1. Sign in to Google Groups.
  2. In the upper left corner, click Create group.
  3. Enter information and choose settings for the group.
  4. Scroll to Group type, and next to Select a group type, select Email list.
  5. Scroll to Basic permissions and choose who can view topics, post, and join your group.
  6. Click Create group.
  • If you’re creating a group in your work or school account, your group’s address ends with yourdomain.com.
  • If you’re creating a consumer group, your group’s address ends with googlegroups.com.
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.

Learn more

CheckboxCreate contact groups

If you want to quickly contact the same group of people by email, you can create and save a contact group. Next time you want to email that set of contacts, you just enter the group name as the email recipient.

Create a contact group:

  1. In Gmail, click Compose.
  2. Click To, Cc, or Bcc
  3. Find the contacts you want to add to the group and check the boxes next to their names.
  4. Click Manage labelsand thenCreate label.
  5. Enter a name for the label.
  6. Click Save.
  7. Click Insert to add the contacts to your current message. 

Email a contact group:

  1. In Gmail, click Compose.
  2. Next to To, enter the label name for the group.
  3. Compose your message and click Send.

Learn more

2. Create and customize calendar events

CheckboxCreate appointment slots
  1. Open Google Calendar and in your calendar grid, click an empty time slot and click Appointment slots, or click PlusCreateand thenAppointment slots.
  2. (Optional) If you want to create your appointment slot on another calendar, at the bottom click your name and select the calendar.
  3. Add a title and choose a date and time.
  4. Select the number of slots and the duration of each appointment.
  5. (Optional) If you want to add more details to your appointment slot, click More options and add your information.
  6. Click Save.

Your appointment block shows as a single event on your calendar, with a grid symbol Appointment in the top-left corner. As people book appointments, they'll appear as regular events overlapping the appointment block.

Learn more

CheckboxCreate events from your inbox

Create an event from an email:

  1. In Gmail, open the email.
  2. At the top, in the header below the search bar, click More and thenCreate event.
  3. Add details to your new event and click Save.

See automatic events created from emails:

Some emails (such as flight confirmations and restaurant reservations) are added to your calendar automatically.

Turn off automatic events:

If you don't want events from Gmail on your calendar, you can delete a single event, or change your settings so that events aren't added automatically.

  1. Open Calendar and go to Settings Settingsand thenSettings.
  2. Scroll to Events from Gmail.
  3. In the Visibility of Gmail events field, choose an option:
    • Calendar default—Anyone who has access to view event details on your calendar can see the name and time for your event from Gmail. Only people who have access to make changes to your events can see other details from your email, such as confirmation numbers, flight status, or phone numbers.

      Note:
      If you share your calendar publicly, choosing this option also makes your Gmail event publicly visible.  
    • Private—Only people who have access to make changes to your calendar can see your event details. Anyone else who can view your calendar but can't make changes sees the event as "Busy".
    • Only me—Access to events on your calendar are only visible to you.
  4. (Optional) To turn this feature off, uncheck the Automatically add events from Gmail to my calendar box.

Learn more

CheckboxDuplicate events if you need to meet again

Sometimes you might want to schedule another event covering the same topic. You can easily do this by duplicating the original event.

  1. Single-click your event and click Edit Edit.
  2. Open your event and at the top next to All day, click Does not repeat.
  3. Choose how often you want the event to repeat.

    If you want to choose an end date, click Custom and enter your start and end dates.

  4. Click Save.

Learn more

CheckboxAdd an agenda as a Drive attachment

Create the agenda:

Choose an option:

  • From the Docs, Sheets, or Slides homepage, above Blank, click Create.
  • In Drive, click Newand thenGoogle Docs/Sheets/Slidesand thenBlank document or From a template.

Attach the agenda to the event:

  1. Click the Add description or attachments field.
  2. Click My Drive or Upload and select your file.
  3. Click Select or Upload. Your file will be attached to the event

Note: If your G Suite administrator doesn’t allow sharing Google Drive files outside of your organization, you can send Gmail attachments to external guests instead.

Learn more

CheckboxCreate a Notes and Action items document

Create the notes and action items document:

Choose an option:

  • From the Docs, Sheets, or Slides homepage, above Blank, click Create.
  • In Drive, click Newand thenGoogle Docs/Sheets/Slidesand thenBlank document or From a template.

Add comments and assign them to specific people:

  1. In Docs, Sheets, or Slides, select the text you'd like to comment on.
  2. Click Add comment Add comment.
  3. Enter your comment in the box.
  4. (Optional) To direct your task or comment to a specific person, enter a plus sign (+) followed by their email address. You can add as many people as you want. Each person will get an email with your comment and a link to the file.
  5. (Optional) To assign the comment to a specific person, check the Assign to box.
  6. Click Comment or Assign.

Learn more

CheckboxCalendar: Set up private or invisible events

If you want to block out time for work in your calendar, you can add events and make them private.

  1. Choose an option:
    • In the calendar grid, click an empty time slot.
    • Click Plus Create.
  2. Add an event title, date, and time.
  3. (Optional) To add more details to your event, click More options.
  4. In the Visibility section, choose Private.
  5. When you're finished, click Save.

Learn more

CheckboxLet guests modify events to avoid email back and forth

To avoid a lot of emails back and forth discussing the availability of guests for your meetings, let the guests modify the event so they can pick a time that suits them.

Let guests modify an event:

  1. In the Add guests field, enter the first few letters of a person’s name or email address. Matching addresses in your organization’s directory appear as you enter text.
  2. Click a suggestion to add that person to the event. If no suggestions appear, enter your guest’s full email address. After you add a guest to your event:
    • A video meeting in Google Meet is automatically added to the event.
    • The guest's calendar appears next to yours.
  3. (Optional) You can add a Google Groups mailing list address to invite a large group of people at once.
    For more information about inviting a large group, see managing large events in Calendar.
  4. (Optional) To mark a guest’s attendance as optional, point to the guest's name and click People "".
  5. (Optional) To allow guests to modify the event, invite others, or see the guest list, click Guest permissions and check the appropriate boxes.

Note: If you create an event in Calendar and do not give guests permission to modify the event, they will not be able to change the event's date or time on their own calendar.

Let guests modify events by default:

  1. In Calendar, click Settings Settingsand thenSettings.
  2. In the Event settings section, click Default guest permissions and select Modify event.

Learn more

CheckboxPropose a new time for a meeting

Note: If the event organizer has given you access to modify an event, you can reschedule it directly without proposing a new time.

  1. In Calendar, single-click the event in your calendar grid.
  2. Go to the Going? section and click the Up arrow and thenPropose a new time.
  3. In the Your proposal section, select a different time or day and add a message.
  4. Click Send proposal.

Learn more

CheckboxDelete and restore deleted events

You can delete an event if you're the owner or, if not, remove it. You can restore the event again after either deleting or removing it.

Delete an event:

  1. In your calendar grid, click the event,
  2. Click Delete Delete.

Restore an event:

  1. Click Settings Settingsand thenTrash.
  2. Check the box next to the deleted event and click RestoreRestore.

Note: Deleted events remain in a calendar's trash for approximately 30 days.

Learn more

3. Have productive meetings

CheckboxJoin meetings

You can easily join meetings on your computer or on the go using your mobile.

On the web

From Gmail:

  1. Open Gmail.

  2. In the sidebar, click Join a meeting.

    Tip: If you don’t see this option, contact your G Suite administrator.

  3. Enter a meeting code or nickname.
    • G Suite users can share a nickname with people in their organization as a fast way to join a meeting.
  4. Click Join.
From Meet:
  1. In your browser, go to Meet.
  2. Select the meeting from your list of scheduled events.
  3. Click Join Meeting.

For more details, see Get started with Google Meet.

On mobile devices

  1. Open the Google Meet app.
  2. Swipe up from the bottom to view your scheduled meetings. Only meetings scheduled through Google Calendar appear on Google Meet.
  3. Tap Join, or select a meeting from the list and tap Join meeting.

Learn More

CheckboxRecord meetings
  1. Open Meet and start or join a meeting.
  2. Click More Moreand thenRecord meeting.
    See also I can’t find the recording button.
  3. Wait for the recording to start.  
    Other participants are notified when the recording starts or stops.
  4. Click More Moreand thenStop recording when you finish.
    • The recording also stops when everyone leaves the meeting.
  5. Click Stop recording again to verify.
  6. Wait for the recording file to be generated and saved to the meeting organizer’s My Drive > Meet Recordings folder. An email with the recording link is also sent to the meeting organizer and the person who started the recording. 

Learn more

CheckboxShare your screen
  1. In Google Drive, open the Google Docs, Google Sheets, or Google Slides file you want to share or present.
  2. (Optional) To edit a document, spreadsheet, or presentation simultaneously with your guests:
    1. In the upper-right corner, click Share.
    2. Add a title to your document and click Save.
    3. Add your meeting guests and give everyone Editor access.
    4. Click Send.
  3. Open Google Meet and join the meeting.
  4. Click Present now and choose what to share:
    • Your entire screen
    • A window
  5. Click Share.
  6. (Optional) To stop sharing your screen at any time, at the bottom of your screen, click Stop sharing.

Learn more

Next steps

Want to get a jump start on becoming productive on G Suite? See the Week 3 checklist.
 
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