Week 5: Increase your productivity
Manage your inboxes, get the most out of Docs, and add extra features to G Suite.
|1. Improve productivity in your inbox||2. Work faster in Docs editors||3. Add extra features to G Suite|
1. Improve productivity in your inboxUse multiple inboxes
If you have multiple email accounts, you can access them all from Gmail. Create a new inbox for each account.
Turn on multiple inboxes:
- Click Settings Settings.
- At the top, click Advanced.
- Next to Multiple Inboxes, click Enable.
Create and customize inboxes:
- Click Settings Settings.
- At the top, click Multiple inboxes.
- Under Search query, define your inbox with a filter. For example:
- To create an inbox from an existing label, enter label:name of label.
- To create an inbox based on a sender, enter from:person’s email address. Add multiple senders by typing from:person’s address OR another address.
- To create an inbox for email sent to 1 of your other accounts, enter to:firstname.lastname@example.org.
Note: Before you can create inboxes to show mail for different accounts, you need to set up Gmail to send mail from a different address or alias.
View Gmail search operators.
- Under Panel title, enter a name for each inbox.
- Next to Extra panels positioning, select where you want the additional inboxes to appear (on the right side, above, or below the primary inbox).
- Click Save Changes.
Let Gmail sort and prioritize your email into categories, such as Important and unread.
Turn on Priority Inbox:
By default, Priority Inbox separates important email into 3 sections: Important and unread, Starred, and Everything else.
Hide email in any section:
Click the Up arrow next to the section heading. Click the arrow again to see the email.
2. Work faster in Docs editorsUse dictation in Docs
Choose an option:
- Make sure that you have a working microphone built in to your device or connected externally.
- In Chrome Browser, choose an option:
- Place your cursor where you want the text.
- Click ToolsVoice typing.
- Click Speak and speak your text.
Speak clearly and at a normal volume and pace, noting any punctuation, spacing, or formatting, such as comma, new paragraph, or bold. You can even say words for images, such as "smiley face".
- When you're finished, click Speak .
For a list of all voice commands, supported languages, and troubleshooting, see Type with your voice.
Transfer ownership of files and folders in Drive:
- If you haven’t already, share the file or folder with the person you want to make the owner. See Get started with Drive.
- In Drive, right-click the file or folder you want to transfer and select Share .
- Click Advanced.
- Next to the person’s name that you want to make the owner, click Edit or View and select Is owner.
- Click Save changes.
- If prompted, verify the transfer of ownership.
- Click Done.
Transfer ownership of events in Calendar:
- Single-click the event and at the top, click More Change owner.
- Enter the email address of the new owner.
- (Optional) To add a note for the new owner, enter a message.
- Click Change Owner.
- Select FileVersion historySee version history.
- Click a time stamp to see a previous version of the file.
- (Optional) Do any of the following:
- To make a previous version the active version, at the top, click Restore this version.
- To name a previous version, click More Name this version.
- To make a copy of a previous version, click More Make a copy.
3. Add extra features to G SuiteGet add-ons for Docs, Sheets, Slides, and Forms
- In Docs, Sheets, Slides, or Forms, open a document, spreadsheet, presentation, or form.
- If you’re using Docs, Sheets, or Slides, at the top, click Add-onsGet add-ons.
- If you’re using Forms, in the top-right corner, click MoreAdd-ons.
- (Optional) To see a short description of an add-on, point to it. To see a full description, click the add-on.
- Click the add-on you want to install and click Free.
- If needed, review the access message and click Allow.
For more information, see Use add-ons & Apps Script.
- In Chrome Browser, open the website you want to create a search engine for.
- In the website's search bar, enter a search.
Example: Go to YouTube and search the word "test." Your browser will be redirected to a link: https://www.youtube.com/results?search_query=test.
- At the top of your browser, copy the link.
- Click More Settings Search engineManage search engines.
- Scroll to Other search engines and click Add.
- In the URL with %s in place of query field, paste your link and replace your search query with "%s."
Example: For the Youtube search link, replace "test" with %s in the URL: https://www.youtube.com/results?search_query=%s.
- Name the search engine and create a keyword (a short string to indicate to Chrome Browser you're using this search engine from the browser).
- Click Add.
- (Optional) To make the new search engine your default search engine, click MoreMake default.
Search in Gmail:
- In the Gmail search box, enter a search term.
- Click a suggestion or click Search .
- (Optional) To narrow your search, at the right of the search box, click the Down arrow add your search criteriaSearch.
Search in Calendar:
- Open Google Calendar and at the top, click Search and enter your search term.
You'll see results as you type, including ones from other Google products you use, such as Gmail and Google Drive. Click on a result to see the details for that event.
- To filter your results, to the right of the search box, click the Down arrow and choose an option:
- Which calendars to search
- What (information from the event, including its name)
- Who (names of invitees, or event owners)
- Where (location for your event)
- Doesn't have (words not included in the event)
- Date (choose a date range)
- Click Search.
Search in Drive:
- On the right of the search box, click the Down arrow .
Choose any option or combination of options to filter your results further.
- Type—Search by file type.
- Owner—Search by file owner.
- Location—Search by location (including items in the Trash or Starred). You can only search for folders that are in My Drive or in shared drives. If you want to search a folder that appears in Shared with me, you need to add the folder to My Drive first.
- Date modified—See items that were recently modified by anyone (not just you).
- Item name—Search for a term in the file name.
- Has the words—Search for files that contain certain words.
- Shared with—Search for someone that has access to the file.
- Follow up—Search for files you own with suggestions, or files with action items assigned to you.
- Click Search.