Working with remote and in-office colleagues? Learn how to thrive in hybrid work environments.

Week 1: Set up mobile devices & customize Gmail and Calendar

Want to get more out of Google apps at work or school? Sign up for a free Google Workspace trial
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Assorted devices display customized appsDuring your first week, continue to refine your new work environment

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Add Google Workspace on your mobile device

CheckboxMobile devices overview

With Google Workspace 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 Google Workspace 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 Google Workspace apps

"" 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)

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CalendarCalendar: 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: 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: 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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"" Google Chat: Chat directly with a co-worker or communicate with your entire team at once

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

Google Play Google Chat for Android 

ios app store Google Chat for iOS

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

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

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

Google Play Google Meet for Android 

ios app store Google Meet for iOS

Meet in browser Google 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: 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 Currents Currents: Online communities designed for businesses 

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

Google Play Currents for Android 

ios app store Currents for iOS

Meet in browser Currents in your web browser (currents.google.com)

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"" Groups: Manage and participate in online discussions

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

Meet in browser Groups in your web browser (groups.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: 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: 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 Google Workspace apps

Get Gmail notifications on your Android device

  1. Open the Gmail app.
  2. At the top, tap Menu ""and thenSettings "".
  3. Select your account and scroll to Notifications.
  4. Tap Inbox notifications and select your notification settings.
  5. (Optional) To change notification settings for certain labels in your inbox:
    1. Tap Manage labelsand thentap a label, such as Important.
    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 ""and 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 Google 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 "".
  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.

Customize Gmail for how you work

CheckboxChange the density of email in your inbox
  1. Open Gmail.
  2. At the top right, click Settings "".
  3. Under Density, choose an option:
    • Default
    • Comfortable
    • Compact

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

CheckboxAdd a background theme to your inbox
  1. On your computer, open Gmail.
  2. In the top right, click Settings Settings and then See all settings
  3. Next to Themes, click View all. 
  4. In the themes window, select your theme. 
    1. For the default theme, select Default. 
    2. For Dark mode, select Dark. 
    3. For a pre-uploaded theme, select any theme.
  5. Optional: Make changes to the theme. At the bottom of the theme window, 
    1. To change the text background, click Text Background Text Background.
    2. To make the corners darker, click Vignette Vignette.
    3. To blur background theme, click Blur Blur.
  6. Click Save.

Learn more at the Gmail Help Center

CheckboxSet up your email out of office settings

Note: To use Vacation responder, your account must be at least 24 hours old.

  1. Open Gmail .
  2. At the top right, click Settings ""and thenSee all settings.
  3. Scroll down to Vacation responder and select Vacation responder on or Vacation responder off.
  4. If you turned on the vacation responder, enter the dates you're away and add a message. Then, select who should get a response.
  5. At the bottom, click Save Changes.

Learn more at the Gmail Help Center

CheckboxSet up 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.

On your computer, make sure you've downloaded Chrome. You can only use Gmail offline in a Chrome browser window, not using Incognito mode.

  1. Go to Gmail offline settings.
  2. Check "Enable offline mail."
  3. Choose your settings, such as how many days of messages you want to sync.
  4. Click Save changes.

Enable Gmail offline on each device for which you want offline access.

CheckboxUse email templates

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.

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.
Tip: If you're a Workspace Individual subscriber, you can create a branded email and send it to many recipients at once. Learn more at the Gmail Help Center.
CheckboxMove your chat window in Gmail

You can move the Chat panel to the right or left side of your Gmail inbox.

  1. On your computer, open Gmail.
  2. At the top right, click Settings ""and then See all settings.
  3. At the top, click Chat and Meet.
  4. Next to “Chat position,” select Left side of the inbox or Right side of the inbox.
  5. Click Save Changes.

Learn more at the Gmail Help Center

CheckboxOpen Chrome links in Gmail

When you click email links in webpages, you can automatically open them in Gmail instead of your desktop client.

Just set up Gmail as your default email program. Clicking email links will open the Gmail compose window in a new tab with a pre-filled To: email address field.

  1. Open Chrome Browser and click More ""and thenSettings.
  2. Go to the Privacy and security section.
  3. Next to Site Settings, click the Right arrow ""
  4. Scroll down to Additional permissions and click Expand "".
  5. Next to Handlers, click the Right arrow "".
  6. At the top, make sure Allow sites to ask to become default handlers for protocols (recommended) is turned on.

    Note: Scroll down to the Blocked section and make sure that mail.google.com doesn't appear in this list.

  7. In your Chrome Browser's address bar, enter mail.google.com.
  8. Click Service handler "".
  9. Click Allowand thenDone.
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.

Customize your calendar

CheckboxCustomize your calendar view
  1. At the top right in the calendar view box, click the 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 "" or Previous "".

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 ""and 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 ""and 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. Your Chat status changes to Out of office during those times.
     

Learn more

CheckboxCustomize notifications in Calendar

Manage event notifications:

  1. In Calendar, click Settings ""and 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 "" 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

Next steps

 
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