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3. Collaborate in Chat

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Chat

With Chat, you can share useful ideas and brainstorm with co-workers in team and project rooms, or start a Google Meet video meeting right in your chat conversation.

3.1 Start a video meeting

When you’re collaborating with your team, sometimes it’s better to meet face-to-face. Start an impromptu video meeting with your team members.

Start a video meeting from Chat

  1. Sign in to Google Chat.
  2. Open a chat message.
  3. In the reply area, click Add video meeting and then Send "" and then Join video meeting and then Join now.

Start a video meeting from Chat in Gmail

  1. Sign in your Gmail account.
  2. ​Open a chat message.
  3. In the reply area, click Add "" and then Add video meeting  and then Send "" and then Join video meeting and then Join now.
3.2 Create documents, spreadsheets, and presentations in a room

You can create a shared document in a chat room without the need to switch windows. When you create a Google Docs, Sheets, or Slides file, you instantly share it with the chat room.

  1. Open Gmail.
  2. Select a room.
  3. From the conversation, in the reply area, click Create new document "".
  4. Choose the type of file you want to create.
  5. Enter a name.
  6. Click Share.

Tip: When you create a document, people in the room get a notification.

3.3 Collaborate on documents and spreadsheets in a room

You can collaborate on shared Google Docs and Sheets with people directly in a room. The document or spreadsheet opens in the chat window, next to the conversation, where you can chat while you collaborate on the file together.

When you collaborate on a file with people in a room, you can edit, format, share, and rename it without leaving Gmail or Google Chat. To work with comments or use other features from Docs or Sheets, open the file in a new tab. 

Tip: You can also collaborate on existing Google Docs and Sheets in 1:1 messages.

  1. Open Google Chat or your Gmail account.
  2. Select a room and expand it to full screen if it’s not already.
    • To open an already shared document, point to it in the chat then click Open in chat "". The document opens to the right where you can make edits directly without changing tabs.
    • To create a shared document within a room, in the reply area of the conversation tab, click Create new document "".
  3. At the top right, click Close "".
  4. Optional: To open the document in a new browser tab, at the top right of the conversation preview, click Open in a new tab "".
3.4 Send and share files in conversations

You can add files from your computer, mobile device, or Google Drive directly to Chat messages. In a room, you can see files shared with the room, open files, and add files to Drive.

Send files in a chat message

  1. Go to Chat "" or Gmail .
    • Optional: Enter a message.
  2. Click Add "".
  3. Choose an option:
    • To add an emoji, click Emoji "".
    • To attach a file from your computer, click Upload file "".
      • The file is not added to Drive. Other users get the file directly in the message.
    • To attach a Drive file, click Add Google Drive file "".
      • When you send the file, you’re notified if someone needs access.
      • With Edit access, you have an option to grant access.
      • If you grant access to a room, people who join the room later also have access.
      • If people leave the room, they lose access to the file unless they’re given access individually or through a group.
    • To add a link to a video meeting, click Add video meeting "".
    • To create a Google Calendar invite, click Schedule calendar event Calendar.
    • To send a GIF, click GIF .
  4. Optional: If you attach a file, select the file you want to send.
  5. Click Send "".
Attach a file to a discussion

See and manage files in a room

Currently, you can't view and manage files in a room at chat.google.com.

  1. Open Google Chat or your Gmail account.
  2. Select the room.
  3. At the top, click the Files tab.
    • You might have to expand the room to view the Files tab.
  4. To open the file, click the name of the file.
    • Google Docs: File opens in the chat window, next to the conversation.
    • Other Google files: File opens in a new browser tab.
    • Other types of files: File opens as a preview in full screen. Files not in Drive will download, except PDF and video files, which open in a new browser tab.

Optional: To view or save a file, next to the file, click:

  • "": Adds a shortcut to Drive
  • "": Opens the chat message that shared the file

Remove a file from a room

Important: You must use a Google Workspace account to remove a file from a room.

  1. Open Google Chat or your Gmail account.
  2. Select the room.
  3. At the top, click the Files tab.
    • You might have to expand the room to view the Files tab.
  4. Next to the file, click View in chat "".  The chat message or thread where the file was shared opens.
  5. Hover over the file to show options. 
  6. Click Delete "" and then Delete.

Deleting the file removes it from the Files tab in the room, but doesn't remove the file from Drive.

3.5 Create and assign tasks in a room

As a member of a room in Chat, you can create and manage group tasks and assign tasks to other room members. Tasks display in the room where they're created and in the assignee’s personal tasks in Google Tasks. When someone creates or updates a task, such as assigning or completing the task, a notification appears in the room.

Currently, you can't create and manage tasks in a room at chat.google.com.

Create and assign a task in a room

  1. Open Gmail or Google Chat.
  2. Select the room where you want to create a task.
  3. On the top, click the Tasks taband thenAdd room task.
    You might have to expand the room to view the Tasks tab.
  4. Enter the task title.
  5. Optional: To add a description or more details, click Add details and enter the information.
  6. Optional: To add a date and time, click Add a date and timeand thenMake selectionsand thenclick OK.
    If you add a date and time to your task, you get notifications at the scheduled dates and times.
  7. Optional: To assign the task to a member of the room, click Assignand thenclick the name of the person. To assign the task to someone who isn't a member of the room, invite them to the room first.
    If the assignee leaves the room, the task remains in the room and in their personal task list in Google Tasks.
  8. Click Add.

After you create a task, a notification appears in the room to let everyone know.

Edit a task

  1. Open Gmail or Google Chat.
  2. Select the room.
  3. At the top right, click the Tasks taband thenselect the task.
    In Gmail, you might have to expand the room to view the Tasks tab.
  4. Click the title, details, date and time, or assignee and make the changes.

If you have a task in your personal task list, you can edit the task title, details, and date or time from your personal task list. Any changes update the task for everyone in the room and a notification appears.

Mark a task complete

  1. Open Gmail or Google Chat.
  2. Select the room.
  3. On the top, click the Tasks tab.
    In Gmail, you might have to expand the room to view the Tasks tab.
  4. Next to the task, point to Incomplete "" and click Complete " ".

After a room task appears on your personal task list, you can mark the task complete from your personal task list instead of from the room. Changes update the task for everyone in the room and a notification displays.

Mark a task incomplete

  1. Open Gmail or Google Chat.
  2. Select the room.
  3. On the top, click the Tasks tab.
    In Gmail, you might have to expand the room to view the Tasks tab.
  4. Next to "Completed," click Expand "" to view the tasks.
  5. Next to the task, click Complete " " to change the status to Incomplete "".

Delete a task

Deleting a task deletes it for all members of the room and from the assignee’s personal task list.

  1. Open Gmailor Google Chat.
  2. Select the room.
  3. On the top, click the Tasks taband thenselect the task.
    In Gmail, you might have to expand the room to view the Tasks tab.
  4. At the top right, click Delete ""and thenDelete.
 
3.6 Search in Chat

Need to search for a specific word or project? With Chat, you can search in direct messages or rooms for @mentions and look for content, such as videos, documents, presentations, and more.

Search messages in Chat

  1. Go to Google Chat or your Gmail account.
  2. At the top, click in the search box that says “Search mail and chat” or “Search in chat and rooms.” 
  3. Enter search text and press Enter.
    • In Gmail: Under the search box, click Chat.
  4. To open the result, click Go to thread
Search rooms, contacts, messages under "Choose Where To Search"

Search chat messages in Gmail

  1. Go to Google Chat or your Gmail account.
  2. Select the room or conversation you want to search.
  3. At the top right, click Search in this chat "".
  4. Enter search text.
  5. Press Enter.
  6. To open the result, click Go to thread.
 


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