Notification

Bring your best ideas to life with Gemini for Google Workspace. Get tips & real-life use cases for using gen AI at work.

Your first week & beyond

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

During your first week, continue to refine your new work environment

Expand all  |  Collapse all

Add Google Workspace on your mobile device

Checkbox.Mobile 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.

Checkbox.Add your Google Workspace account to your phone

See Mobile training and help to get you started.

Checkbox.Create 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

Checkbox.Download 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)

gray bar

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)

gray bar

 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)

gray bar

 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)

gray bar

 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)

gray bar

 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)

gray bar

 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)

gray bar

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)

gray bar

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)

gray bar

 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)

 
gray bar

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)

gray bar

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)

gray bar

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)

gray bar

 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)

gray bar

Learn more

Checkbox.Set 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  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 and 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 .
  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

Checkbox.Change 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.

Checkbox.Add a background theme to your inbox
  1. On your computer, open Gmail.
  2. At the top right, click Settings .
  3. Next to "Theme," click View all.
  4. In the theme window, select a theme. 
    • For the default theme, select Default.
    • For Dark theme, select Dark.
    • For a pre-uploaded theme, select any theme.
  5. Optional: If available, at the bottom of the theme window, you can change the theme. 
    • To change the text background, click Text Background Text Background.
    • To make the corners darker, click Vignette Vignette.
    • To blur background theme, click Blur Blur.
  6. Click Save.

Learn more at the Gmail Help Center

Checkbox.Set 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

Checkbox.Set 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.

Checkbox.Use 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.
Checkbox.Move 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

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

Customize your calendar

Checkbox.Customize your work week (and other settings)

You can choose how many days you see at a time in your calendar view. Select the option that’s best for you at the top of your calendar.

After you choose a new view, it becomes your default view until you change it.
  1. On your computer, open Google Calendar.
  2. In the top right, choose a view: Day, Week, MonthYearSchedule, or 4 days.
Checkbox.Add speciality calendars, such as for holidays, birthdays, and sports
Checkbox.Change the color of a calendar event
  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.

Select from several colors.

Checkbox.Schedule events across time zones

Add world clocks to Calendar

Show the current time in time zones of your choice at the left of your calendar:

  1. On your computer, open Google Calendar.
  2. In the top right, click Settings Settings and then Settings.
  3. In "World clock" click Show world clock.
  4. Click Add time zone and then choose the time zones you want to see. 

Add a time zone to your calendar

Display time zones as columns in your calendar, to help schedule events across time zones.

  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.

Change the time zone for all your calendars

  1. On your computer, open Google Calendar.
  2. In the top right, click Settings Settings and then Settings.
  3. In "Time Zone," click Primary time zone Down arrow and then choose your time zone.

Learn more at the Google Calendar Help Center

Checkbox.Customize event notifications in Calendar

Set preferences for all your calendars

  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.

Customize preferences for one calendar

You can change notification preferences for specific calendars you own.

  1. Open Google Calendar
  2. In the top right, click Settings Settings and then Settings.
  3. On the left, under "Settings for my calendars," click the calendar you want to change and then Calendar settings.
  4. Under "Event notifications" and "All-day event notifications”: 
    • To edit your notifications: Choose if you want to receive a notification or an email. You can change how often you want to get alerts in advance.
    • To add another type of notification: Click Add notification.
    • To remove a notification: Click Remove notification Remove.

Learn more at the Google Calendar Help Center

Next steps


               

Want advanced Google Workspace features for your business?

Try Google Workspace today!

 

 


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.

Was this helpful?

How can we improve it?
true
Get help from Small Business Advisors

Want to receive one-on-one guidance and tailored recommendations on how to make the most out of Workspace? Try booking an appointment with Small Business Advisors.


Important: This service cannot troubleshoot issues, including Workspace troubleshooting, billing, advanced account management and legal/compliance issues.

Search
Clear search
Close search
Google apps
Main menu