Collaborate in Chat

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With Google Chat, you can share ideas and brainstorm with co-workers and teams, start a video meeting on the fly, or schedule an event in Google Calendar right in your chat conversation.

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 in Chat or Gmail with your team members.

Start a video meeting from Chat

1. Sign in to Google Chator your Gmail account.
2. Open a chat message.
3. In the reply area, click Add video meeting   Send .
4. To join a video meeting, click Join video meeting 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   Add video meeting   Send   Join video meeting  Join now.

Schedule and share a Calendar meeting

1. Open Gmail or Google Chat.
2. Choose an option:
   • From a chat message, click Action menu Calendar invite .
   • From a space, in a conversation, click Action menu Calendar invite .
     The soonest available time slot is selected, but you can change the details.
3. Click Save & shareSend.

Send and share files in chat messages

You can add files from your computer, mobile device, or Google Drive directly to Chat messages.

1. Go to Google Chator your Gmail account.
   • Optional: Enter a message.
2. Choose an option:
   • To add an emoji, click Emoji .
   • To send a GIF, click GIF .
     • If you use Google Chat on a work or school account, you may not have the option to send a GIF.
   • 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 add a link to a video meeting, click Add video meeting .
   • To attach a Drive file, click Integration menu   Drive .
     • 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 space, people who join the space later also have access.
     • If people leave the space, they lose access to the file unless they’re given access individually or through a group.
   • To create a Google Calendar invite, click Integration menu   Calendar invite .
3. Click Send .

Create and collaborate on files in spaces

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

Create and share files

1. Open Gmail.
2. Select a space.
3. From a conversation, click Action menu under Create, choose the type of file you want to create.
4. Enter a name.
5. Click Share.

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

Collaborate on documents and spreadsheets

You can collaborate on shared Google Docs and Sheets with people directly in a space. 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 space, 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.

1. Go to Google Chat or your Gmail account.
2. Select a space. Expand the space to full screen.
   • 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 space, in the reply area of the "Conversation" tab, click Integration menu Google Docs .
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 .

View and manage files

1. Go to Google Chat or your Gmail account.
2. Select the space.
3. At the top, click the Files tab.
   • Tip: In Gmail, you might have to expand the space to view the Files tab.
4. To open the file, click the name of the file.
   • Google files: File opens in the chat window, next to the conversation, or 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 files

Send files in a chat message

Important: When you share files in Google Chat, they may shrink. Smaller files upload faster, but may have a lower resolution.

1. Open the Chat app  or Gmail app .
2. Enter your message and choose an option:
   • To attach an image or video, tap Photo or Action menu Photos .
     • You can tap to select one or multiple images, or videos. Then, tap Add.
     • You can send up to 20 images or videos attachments at a time.
   • To take a photo, tap Action menu Camera take a photo.
   • To attach a Drive file, tap Action menu Drive .
     • When you send the file, you get a message if the space or a person doesn't have access. If you have Edit access to the file, you get an option to grant access. If you grant access to a space, it also applies to people who join the space later.
   • To create a link to a video meeting, tap Action menu Meet link .
   • To create a Google Calendar invite, tap Action menu Calendar invite .
   • To add a GIF, tap GIF .
3. Tap Send .

View & manage files in a space

You can view a list of files shared in a space, open a file, and add a file to Drive. Image files aren't listed.

1. Open the Chat app  or Gmail app .
2. At the bottom, tap Spaces select the space.
3. At the top, tap the Files tab.
4. To open the file, tap the name of the file.

• If installed, Drive files open in the Drive app .

Optional: To view or save a file, next to the file, tap More options and then:

• View in chat: Opens the chat message where the file was shared.
• Add shortcut to Drive: Saves a shortcut to Drive.

Tips:

• Image files aren't listed in the Files tab in spaces.
• If you aren’t able to add files to Drive and you use a Google Workspace account, contact your administrator.

Remove a file

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

1. Go to Google Chat or your Gmail account.
2. Select the space.
3. At the top, click the Files tab. Next to the file, click View in chat .
4. Hover over the message with the file.
5. Click More actions   Delete   Delete.

Tips:

• If you delete a file in Drive, the file link remains in the space until you delete it from the chat message where it was shared.
  • If you don't delete it from the chat, the file link will show a "File in Trash" message when you select it.
  • If you don't delete it from the chat and Drive trash is emptied, you won't be able to open the file from the file link.
• When you delete the file from the chat message, the file link is removed from chat and the Files tab of the space.

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

Create and assign tasks in spaces

As a member of a space in Chat, you can create and manage group tasks and assign tasks to other spacemmembers. Tasks display in the space 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 space.

Create and assign tasks

1. Open Gmail or Google Chat.
2. Select the space where you want to create a task.
3. On the top, click the Tasks tab Add space task.
   Tip: In Gmail, you might have to expand the space 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 date/time Make selections click OK.
   Tip: 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 space, click Assign click the name of the person. To assign the task to someone who isn't a member of the space, invite them to the space first.
   Tip: If the assignee leaves the space, the task remains in the space and in their personal task list in Google Tasks.
8. Click Add.

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

Edit tasks

1. Open Gmail or Google Chat.
2. Select the space.
3. On the top, click the Tasks tab select the task.
   Tip: In Gmail, you might have to expand the space 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 space and a notification appears.

Mark tasks complete or incomplete

If a space task is assigned to you, the task appears on your personal task list. You can mark the task complete from your personal task list or from the space. The task status updates in both places.

1. Open Gmail or Google Chat.
2. Select a space.
3. At the top, click Tasks.

   In Gmail, you might need to expand the space to see the Tasks tab.

4. Next to a task, click Mark complete .
5. If you need to reopen a task, at the bottom, under Completed, click Mark incomplete .

   You might need to click Expand  to see your tasks.

Delete tasks

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

1. Open Gmailor Google Chat.
2. Select the space.
3. On the top, click the Tasks tab select the task.
   Tip: In Gmail, you might have to expand the space to view the Tasks tab.
4. At the top right, click Delete Delete.

 

Search in Chat

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

If you're using Chat in Gmail, you can search for messages in conversations (direct messages, group direct messages and spaces) that you've already joined. You can also search for Spaces that you've already joined and Spaces that you're allowed to join in your organization.

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 all conversations” or “Search in chat and spaces.” 
3. Enter search text and press Enter.
   • Gmail: Under the search box, click Messages.
4. To open a result, click on it. 

Search chat messages in Gmail

1. Go to Google Chat or your Gmail account.
2. Select the space or conversation you want to search.
3. At the top right, click Search in this chat .
   • Gmail: Under the search box, click Messages.
4. Enter search text.
5. Press Enter.
6. To open a result, click on it.

Turn a group chat into a chat space

With a chat space, you can name the space, share files, and assign tasks with other people in the space.

1. Go to Google Chat or your Gmail account.
2. From the Chat panel, find and click the group chat you want to change to a space.
3. At the top, next to the group chat name, click the Down arrow   Turn this chat into a space .
4. Add a space name. To add an optional space icon, click Add .
5. Click Done. A notification confirms your chat is now a space, and notifies members in the group of the change.

After you make the change, you can find chat, files, and tasks tabs in your space.

 

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