Day 1: Set up your internet browser, email, and calendar
Welcome to G Suite. To set up your new work space on your first day, complete the tasks below.
1. Set up Chrome BrowserChrome Browser overview
To access your G Suite email and calendar, you'll use a web browser instead of a desktop app.
Why this is important
This automatically and securely saves your work to the web. When you’re signed in, you’ll be able to see the updates you make on any device and any browser.
And if you use Chrome Browser, you’ll get access to more advanced Gmail and Calendar features, too. These are described in later weeks.
Note: If you don’t already have Chrome Browser, download and install itbefore using this checklist.
- Open a browser and go to the G Suite User Hub.
- Enter your G Suite email address (such as email@example.com) and password.
- In Chrome Browser, in the top-right corner next to the address bar, click your profile image.
- Click Manage People.
- Click Add Person.
- Enter a name, choose an image, and click Add.
- Sign in with the Google Account you're adding.
All settings and bookmarks automatically sync.
- Click your profile image and choose a different profile to switch between accounts.
Note: If you’re unsure which account you’re currently using, click your name and see which profile is at the top.
- In Chrome Browser, go to the site you want to visit again in the future. For example:
- mail.google.com for Gmail
- calendar.google.com for Google Calendar
- To the right of the address bar, click Star .
- Ctrl/⌘ + T: Opens a new tab
- Ctrl/⌘ + W: Closes the current tab
- Ctrl/⌘ + Shift + T: Re-opens the last closed tab
In most other G Suite apps (like Gmail and Calendar), you can see a list of available keyboard shortcuts when you press Shift + ?.
You can tell Chrome Browser to re-open the same pages you were looking at when you quit.
- In Chrome Browser, at the top right, click More Settings.
- Under On startup, select Continue where you left off.
2. Set up your Gmail inbox(Optional) If you previously used Microsoft Outlook, learn how Gmail works differently
If you’re coming from Microsoft® Outlook®, you’ll notice a few differences in Gmail.
For example, in Outlook, you can drag messages into folders and sort your inbox. In Gmail, you can tag messages with labels and use Google’s search tools to find messages.
- Click Settings Settings.
- On the General tab, scroll down to the Signature section and create your signature.
- (Optional) Use the format bar to add text colors, styles, links, or a picture.
- At the bottom, click Save Changes.
Send an email: At the bottom of the compose window, click Send.
Undo send: After sending an email, at the bottom left, click Undo.
Change the send cancellation period:
- Click Settings Settings.
- In the General tab, scroll to the Undo Send section and choose a time.
- At the bottom, click Save changes.
- In the top right, click Settings Settings.
- Scroll down to the Desktop notifications section.
- Click Click here to enable desktop notifications for <your organization>.
- Select New mail notifications on or Important mail notifications on.
- At the bottom of the page, click Save Changes.
Tip: To open the Compose window with a keyboard shortcut, just type "c."
- In the left sidebar, click Compose.
- (Optional) Choose a window size with the buttons in the top right:
- Full screen
- Exit full screen
- Open in a new window Shift +
- Add a subject and recipients (To, Cc, or Bcc).
Archive messages you're not using now but might need later. Archiving moves email out of your inbox. You can find them later in All Mail or through Gmail search.
Delete messages you no longer need. Deleted email are moved to Trash and then permanently deleted after 30 days.
Note: If you don’t see All Mail or Trash, scroll to the bottom of the left sidebar and click More.
- Check the box next to one or more email messages.
- At the top, click Labels .
- Choose one of the following:
- To make new labels, click Create new. Type the name of your label and click Create.
- To select an existing label, click it in the list.
In the left sidebar, click a label to see messages with that label. Click More Label color to change its color.
- Open an email with an attachment.
- Point to the attachment.
- Choose one of the following options:
- Save it to your device—Click Download .
- Save it to Google Drive—Click Save to Drive .
Note: If you don’t see Save to Drive, it might not be enabled for your organization. Contact your G Suite administrator for help.
At the top of your inbox, search for one or more keywords that appear anywhere in the email—in the subject, body, or sender name.
If you’re looking for something specific, click the Down arrow to use advanced search.
Example: Search for:
- Senders—Example: From:(firstname.lastname@example.org)
- Date ranges—Example: after:2019/3/29 before:2019/4/5
- Keywords—Example: Company confidential
- Message attributes, such as attachments—Example: has:attachment
- In the search box at the top, click the Down arrow .
- Enter your search criteria.
- At the bottom of the search window, click Create filter.
- Choose what you’d like the filter to do.
- Click Create filter.
Example: Create a filter to automatically archive emails from Google Calendar telling you when people accept your invites.
- Next to Has the words, enter invite.ics and accepted.
- Click Create filter.
- Check Skip the Inbox (Archive it).
- Click Create filter.
3. Set up CalendarSet your Calendar notifications
- Open Google Calendar and click Settings Settings.
- On the left under General, click Event settings.
- Click Notifications and select an option:
- Desktop notifications
- (Optional) To set up a sound for your incoming notifications, check the Play notification sounds box.
- On the left, select your calendar and then click General notifications to manage what type of event notifications you receive.
- Next to each option, click the Down arrow and select whether you want to receive email notifications or not.
If you’d prefer not to be invited to events outside of your working hours, you can adjust your Google Calendar settings so organizers know to reschedule an event to a better time.
- In Calendar, go to Settings Settings.
- On the left under General, click Working Hours.
- Check the Enable working hours box.
- For each day, click the time when you’re available. Suggestions may already appear, but you can click the time to change them.
- (Optional) To set the same times for every day, click Copy time to all.
- On the left, click Add calendar.
- Enter your co-worker’s email address. Their calendar appears under Other calendars on the left, and their events appear on your calendar page.
- (Optional) To temporarily hide the events from another calendar, uncheck the box next to the calendar.
- In Calendar, choose an option:
- Click an empty time slot in the calendar grid.
- Click Create.
- Select Event.
- Single-click your event and click Edit .
- On the left, click Find A Time. You’ll see the local time for guests in other time zones just below their name.
- Scroll up or down the time slots or click the arrows at the top to view different days and available times.
- Click a time slot and click Save. The time will be updated in the meeting details.
Note: If the event organizer has given you access to modify an event, you can reschedule it directly without proposing a new time.
- In Calendar, single-click the event in your calendar grid.
- Go to the Going? section and click the Up arrow Propose a new time.
- In the Your proposal section, select a different time or day and add a message.
- Click Send proposal.
Note: If you don’t see resources, room details, or automatic room suggestions, your G Suite administrator might not have set them up for your organization.
- Click Add rooms.
Based on your work location, number of attendees, and previous room bookings, suggestions automatically appear.
- If you need to adjust the criteria for your meeting room, you can click:
- People to specify the required room size.
- Video to specify the need for video-conferencing equipment.
- Phone to specify the need for audio conferencing.
- Point to the room that meets your criteria and check the box to select the room.
- If you don’t see a suitable room:
- In the search box, enter another resource or building name, floor, or conferencing equipment (such as Chromebox for meetings). As you enter text, you’ll see results below the search box.
- Point to a room to see details, such as room capacity, location, equipment and features.
- When you find the room you need, point to it and check the box to select it.
Want to get a jump start on becoming productive on G Suite? See the Week 1 checklist.