Week 1: Customize your workspace

Want to get more out of Google apps at work or school?  Sign up for a free G Suite trial.
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Assorted devices display customized appsWelcome to G Suite. To set up your new work space on your first week, complete the tasks below.

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1. Add G Suite on your mobile devices
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CheckboxMobile devices overview

With G Suite apps on your mobile devices, you have the freedom to work securely from anywhere with your phone, laptop, or tablet.

Before you start this checklist, make sure your phone is charged and your operating system (OS) is up to date.

CheckboxAdd your G Suite account to your phone

See Mobile training and help to get you started.

CheckboxCreate a PIN
You can help secure your Android phone or tablet by setting a screen lock. Each time you turn on your device or wake up the screen, you’ll be asked to unlock your device, usually with a PIN, pattern, or password.

Learn more

CheckboxDownload G Suite apps

Gmail

Gmail: Send professional email 

Example: 
Read and send email when you're away from your desk.

Google Play Gmail for Android

ios app store Gmail for iOS

Meet in browser Gmail in your web browser (mail.google.com) gray bar

Calendar

Calendar: Online calendars designed for teams 

Example: 
Running late for a meeting? Use Calendar to reschedule or let people know you’re on your way.

Google Play Calendar for Android 

ios app store Calendar for iOS

Meet in browser Calendar in your web browser (calendar.google.com)

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Cloud search

Cloud Search: Search for company content across your Google products 

Example: 
Find contact information for colleagues.

Google Play Cloud Search for Android 

ios app store Cloud Search for iOS

Meet in browser Cloud Search in your web browser (cloudsearch.google.com)

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Contacts

Contacts: Online address book 

Example: 
Quickly send messages or calendar invitations to groups of people you contact the most, without entering their addresses individually.

Google Play Contacts for Android

Meet in browser Gmail in your web browser (mail.google.com)

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Chat

Hangouts Chat: Chat directly with a co-worker or communicate with your entire team at once

Example: 
Create a room to brainstorm ideas with your team.

Google Play Hangouts Chat for Android 

ios app store Hangouts Chat for iOS

Meet in browser Hangouts Chat in your web browser (chat.google.com)

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Hangouts Meet: Hold video meetings with people inside or outside your organization 

Example: 
Quickly join a meeting by clicking the shareable URL.

Google Play Hangouts Meet for Android 

ios app store Hangouts Meet for iOS

Meet in browser Hangouts Meet in your web browser (meet.google.com)

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Drive: Online file storage  

Example: 
Visiting a customer offsite and need a PDF or video? After you store a file in Drive, you can easily pull it up anytime on your mobile device.

Google Play Drive for Android 

ios app store Drive for iOS

Meet in browser Drive in your web browser (drive.google.com)

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Docs: Create and collaborate on documents in your browser 

Example: 
Never lose track of talking points for your next meeting. Jot down notes on the way. Or, say your notes and reminders instead.

Google Play Docs for Android 

ios app store Docs for iOS

Meet in browser Docs in your web browser (docs.google.com)

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Forms

Forms: Create and analyze surveys and quizzes in your browser

Example: 
Manage event registrations, create quizzes, analyze responses, and more.

Meet in browser Forms in your web browser (forms.google.com)

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Google plus

Google+: Online communities designed for businesses 

Example: 
Create communities for your project teams or for colleagues with common interests.

Google Play Google+ for Android 

ios app store Google+ for iOS

Meet in browser Google+ in your web browser (plus.google.com)

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Groups: Manage and participate in online discussions

Example: 
Create mailing lists and forums, share files with team members using one address, and more.

Meet in browser Groups in your web browser (groups.google.com)

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Keep

Keep: Create, share, and work together on notes and lists  

Example: 
Create to-do lists and set reminders so you don't miss a thing.

Google Play Keep for Android 

ios app store Keep for iOS

Meet in browser Keep in your web browser (keep.google.com)

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Sheets: Create and collaborate on spreadsheets in your browser  

Example: 
Did an important deadline or resource change right before a meeting with investors? Update your shared project plan on the go.

Google Play Sheets for Android 

ios app store Sheets for iOS

Meet in browser Sheets in your web browser (sheets.google.com)

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Sites

Sites: Create and collaborate on impactful websites

Example: 
Build public sites, internal project hubs, and more—all without IT help.

Meet in browser Sites in your web browser (sites.google.com)

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Slides

Slides: Create and collaborate on presentations in your browser 

Example: 
Make last-minute changes to your project presentation, even if you don’t have your computer with you.

Google Play Slides for Android 

ios app store Slides for iOS

Meet in browser Slides in your web browser (slides.google.com)

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Voice: Get a phone number for calling, text messaging, and voicemail — all on one app that syncs across your devices

Example: 
Use your free number to text, call, and check voicemail, and manage and organize all of your conversations from the one app.

Google Play Google Voice for Android 

ios app store Google Voice for iOS

Meet in browser Voice in your web browser (voice.google.com)

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Learn more

CheckboxSet up mobile notifications for your G Suite apps

Get Gmail notifications on your Android device:

  1. Open the Gmail app.
  2. At the top, tap Menu Menuand thenSettings Settings.
  3. Select your account and check the Notifications box.
  4. Tap Inbox sound & vibrate and select your notification settings.
  5. (Optional) To change notification settings for certain labels in your inbox:
    1. Tap Manage Labels and tap a label.
    2. Tap Sync messagesand thenLast 30 days or All. If you don't synchronize messages, you can't turn on notifications for that label.
    3. Choose the notification settings for that label.
    4. Repeat steps for any other labels you want to get notifications for.

Note: Your Android device has other notification settings that are separate from the Gmail app.

Get Gmail notifications on your iOS device:

  1. Open the Gmail app.
  2. At the top, tap Menu Menuand thenSettings.
  3. Tap your account.
  4. In the Notifications section, tap All new emails.
  5. When you see a notification on your device, swipe it to the left to Reply or Archive.

Get Hangouts Chat notifications:

  1. In the Chat app, tap Menu Menu and thenSettings.
  2. Tap Mobile notifications and choose an option:
  • All Messages
  • New threads, threads I’m following and direct messages
  • Threads I’m following and direct messages
  • Only @mentions and direct messages
  • Off

Get Drive notifications on your Android device:

  1. Open the Google Drive app.
  2. In the top left, tap Menu Menuand thenSettings.
  3. Tap Notification settings.
  4. Choose which settings you'd like to change.

Note: If you change these settings in the Google Docs, Sheets, or Slides apps, they will also change for Google Drive.

Get Drive notifications on your iOS device:

  1. Open the Google Drive app.
  2. In the top left, tap Menu Menu.
  3. Tap Settings Settings.
  4. Tap Notifications.
  5. Turn Notifications Enabled on or off.

Get Calendar notifications on your Android and iOS devices:

You can change your notifications settings for a single event, or all your events. To learn more about setting up notifications on your mobile devices, see Change or turn off Calendar notifications.

2. Customize your Calendar work space
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CheckboxCustomize your calendar view
  1. At the top right in the calendar view box, click the Down arrow Down arrow and choose an option:
    • View a calendar by day, week, month, or year
    • View your schedule
    • Hide or show weekends
    • Hide or show declined events
  2. To view multiple calendars side-by-side in day view—select Day view and check the boxes next to the calendars you want to see.
  3. To view the next or previous day’s calendar—next to Today, click Next Next arrow or Previous Back arrow.

Learn more

CheckboxAdd interesting calendars, such as holidays, birthdays, and sports
  1. Open Calendar.
  2. On the left, next to Other calendars, click Add Addand thenBrowse calendars of interest.
  3. Find a holiday calendar and check or uncheck the box next to it to remove.

Learn more

CheckboxAdd colors to calendar events
  1. Right-click an event.
  2. Select a new color.

Note: If you change the color of an event, the original color is represented as a vertical line on the left side of the event.

Learn more

CheckboxSchedule events across time zones

Add world clocks to Calendar:

  1. In Google Calendar, go to Settings Settingsand thenSettings.
  2. Scroll to World Clock and check the Show world clock box.
  3. Click Add Time Zone to show your current time zone.
  4. Click Add Time Zone again to add more time zones.

Add a time zone to your calendar:

  1. At the top, click Settings Settingsand thenSettings.
  2. On the left, click Time zone and check the Display secondary time zone box. (The primary time zone is where you live.)
  3. Click the Secondary time zone field and select another time zone.
  4. (Optional) To identify the time zone, add a label, such as Europe.

Learn more

CheckboxSet up your Calendar out-of-office settings
  1. In your calendar grid, click the first day that you're away from work.
  2. Click Out of office and select a time period.
  3. (Optional) To explain you're away from work, enter a message in the Decline message section.
  4. In the Visibility section, choose an option:
    • Public
    • Default visibility
    • Private
  5. Click Save. Any new and existing meetings during this time will be automatically declined.

Learn more

CheckboxCustomize notifications in Calendar

Manage 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.

Set event-specific notifications:

  1. When you're creating your event, at the bottom, click More options.
  2. Click Add notification.
  3. Select a time period for notifications.
  4. (Optional) To add another notification, click Add notification and repeat steps 2-3.

Learn more

3. Customize your Gmail work space
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CheckboxChange the density of email in your inbox
  1. Open Gmail.
  2. In the top right, click SettingsSettingsand thenDisplay density.
  3. Choose an option:
    • Default
    • Comfortable
    • Compact

    Note: If you choose Default, you'll get a preview of your attachments from your inbox.

  4. Click OK.

Learn more

CheckboxAdd a theme to your inbox
  1. In Gmail, click Settings Settingsand thenThemes.
  2. Select a theme or click My Photos to add a theme to the gallery.
  3. Click Save.

Learn more

CheckboxSet up your email out of office settings
  1. In Gmail in the top right, click Settings Settingsand thenSettings.
  2. Scroll down to Vacation responder and select Vacation responder on or Vacation responder off.
  3. If you turned on the vacation responder, enter the dates you're away and add a message. Then, select who should get a response.
  4. At the bottom, click Save Changes.

Learn more

CheckboxCustomize how you send email

Automatically archive email after you send it:

  1. Open Gmail and click SettingsSettingsand thenSettings.
  2. Scroll to the Send and Archive section and select Show "Send & Archive" button in reply.
  3. Click Save Changes.
  4. Open an email you want to respond to and click Reply.
  5. Compose your message and click Send+Archive.

Schedule a time to send an email:

Note: You can have up to 100 scheduled emails.

  1. Open Gmail, click Compose and enter your message.
  2. Next to Send, click the Down arrow iconDrop down arrowand thenSchedule send.
  3. Select a default time, or choose another date and time.
Checkbox(Optional) Turn on offline mail

Read, respond to, and search Gmail messages when you aren’t connected to the internet. Your messages will be sent when you're back online.

  1. Click Settings Settingsand thenSettings.
  2. On the Offline tab, check the Enable offline mail box.
  3. (Optional) To choose how many days of email you want to store offline, next to Sync settings, select the number of days. You can also choose whether to download attachments.
  4. Choose whether to keep or remove offline data on your device.
  5. At the bottom, click Save Changes.

Learn more

CheckboxCreate multiple signatures and email templates with canned responses

Tired of typing the same reply every time someone sends you email with a common question? Compose your reply once and save the email as a template. Later, you can open the template and send it again with just a few clicks.

  1. In Gmail, click Compose.
  2. In the New message window, enter your signature and format it.
  3. Click More Moreand thenTemplatesand thenSave draft as templateand thenSave as new template.
  4. Enter a name for the template signature and click Save.
  5. Continue composing and send your message, or close the Compose window to use your signature another time.

Learn more

CheckboxAdd stars and importance markers to flag important emails

Star important email:

In Gmail, click Star Star next to an email in your inbox or an email within a conversation. To see all your starred email, in the left sidebar, click Starred.

Add different color stars:

  1. Click Settings Settingsand thenSettings.
  2. Scroll down to the Stars section.
  3. Drag stars between Not in use and In use.
  4. Click Save Changes.

Use importance markers:

Click Important Important next to an email in your inbox to mark an important message.

To find all your important email, in the left sidebar, click Important Important.

Learn more

CheckboxMove your chat window in Gmail
  1. Open Gmail and click SettingsSettingsand thenSettingsand thenAdvanced.
  2. Scroll to the Right-side chat section and select Enable.
  3. Click Save Changes.

Learn more

CheckboxSet your default mail client to Gmail
  1. Open Chrome Browser and click More Moreand thenSettings.
  2. At the bottom of the page, click Advanced.
  3. In the Privacy and security section, click the Right arrow Right arrow next to Site Settings.
  4. Towards the bottom, click the Right arrow Right arrow next to Handlers.
  5. Turn on Allow sites to ask to become default handlers for protocols (recommended).
  6. Open Gmail in your Chrome Browser.
  7. In your browser’s address bar, click Service handler Service handler.
  8. Click Allowand thenDone.

Learn more

CheckboxEdit a subject in an email reply
  1. Next to Type of response Reply, click the Down arrow Drop down arrowand thenEdit subject.
  2. Enter a new subject.

Learn more

 

Next steps

Want to get a jump start on becoming productive on G Suite? See the Week 2 checklist.

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