5 steps to help your users get started with Google Workspace

A walk-through of the fundamentals will assist new staff get arrange to make use of Google Workspace on a Home windows or macOS system. Listed here are some areas to cowl that can assist them get off to an amazing begin.

Three words: Install (with Chrome and Google Drive for desktop icons below it), Configure (with Gmail and Calendar icons below it) and Intro (with Google Drive icon below it)

Illustration: Andy Wolber/TechRepublic

Behind the scenes, a Google Workspace administrator takes all types of actions earlier than a brand new addition to the group begins work. This contains a whole bunch of configuration settings that have an effect on how the assorted Google Workspace apps function. And, in fact, it additionally means the creation of an account for every particular person new to the group.

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Nevertheless, an extra job stays on the very first day folks be a part of the group: the necessity to assist folks get arrange, signed in and able to work. It is simple to overwhelm folks with an excessive amount of data in a single session — particularly on their first day.

The next 5 steps are those I’ve discovered strike a pleasant stability between an excessive amount of and too little data. These steps, particularly, are ones I recommend you employ to assist people who find themselves establishing Google Workspace on a Home windows or macOS desktop or laptop computer. (Chrome OS and cell gadget Google Workspace setups require totally different steps, which I will cowl individually quickly.) So, on the primary day that somebody joins your group, I like to recommend you have got somebody on the IT crew assist the brand new particular person by the next actions and knowledge.

SEE: Find out how to use Google Meet (free PDF) (TechRepublic)

1. Set up and register to Chrome

First, obtain and set up Chrome (as proven in Determine A). Google Workspace apps work in most trendy desktop browsers, reminiscent of Safari, Microsoft Edge and Firefox. However some options, reminiscent of offline entry for Gmail and Google Calendar, work solely with Chrome. I strongly advocate that individuals who use Google Workspace for work or faculty on a pc accomplish that whereas signed in to Google Chrome. 

Determine A

Screenshot of Google Chrome download page in Microsoft Edge on Windows. Indicates

First, obtain and set up Chrome and register to your Google Workspace account.

After you have got put in Chrome, register to your Google Workspace account in Chrome. I like to recommend you enable Chrome to sync your settings. This permits bookmarks, historical past and different settings related along with your account to sync throughout methods. Do you have to ever register to Chrome on one other laptop, sync helps present a constant expertise in Chrome not solely throughout totally different gadgets (e.g., a desktop and a laptop computer), however additionally throughout totally different working methods (Home windows, macOS, and many others.).

2. Set up and register to Google Drive for Desktop

On Home windows and macOS methods, I like to recommend that you simply obtain and set up Google Drive for desktop (as proven in Determine B). As soon as put in, you might browse, open and save information saved on Google Drive a lot as you’d entry information saved in your laptop. Drive for Desktop makes it a lot simpler for folks to make use of Google Drive not solely with Google Workspace apps, but in addition with domestically put in purposes. For instance you might create a brand new doc with Microsoft Phrase domestically after which put it aside to Google Drive. And, in fact, Drive for Desktop enables you to browse and work with Google Docs, Sheets and Slides information.

Determine B

Screenshot of Google Drive for desktop download page in Microsoft Edge on Windows, with a message

On Home windows and macOS methods, obtain and set up Google Drive for Desktop.

3. In Gmail, allow Chat and Meet

With a tweak of two settings, Gmail can function the central communication hub not just for e-mail, but in addition for chat and net conferences. In Gmail, choose the Settings sprocket | See All Settings | Chat And Meet (tab), then guarantee that Chat is ready to Google Chat (not Off) and Meet is ready to Present The Meet Part In The Important Menu (as proven in Determine C). Choose the Save Adjustments button to make each Chat and Meet out there in Gmail.

Determine C

Screenshot of Gmail Chat and Meet tab settings, with Google Chat on and Meet set to show.

In Gmail settings, select to activate Google Chat and to Present The Meet Part In The Important Menu. (Be aware that Chat, Areas and Meet show within the lower-left nook.)

Moreover, once I assist somebody get began with Gmail, I sometimes level out 4 objects on the web page:

  • The Compose button, to create new e-mail
  • The Search field and Present Search choices icon, to seek out e-mail
  • The aspect panel, for entry to Calendar, Hold and Duties inside Gmail
  • The app launcher, to entry Workspace and different apps

SEE: Google Workspace vs. Microsoft 365: A side-by-side evaluation w/guidelines (TechRepublic Premium)

4. In Calendar, configure time zone and dealing hours

If you correctly set each your time zone and dealing hours in Google Calendar, you at the least assist cut back the possibilities that you will be by accident invited to conferences at inconvenient occasions. In Calendar, choose the Settings sprocket | Settings, then scroll to the Time Zone. Regulate it, if wanted, to precisely replicate your location (as proven in Determine D, left). Optionally, you may also select to show a secondary time zone. Sometimes, this is perhaps both a location the place a lot of your colleagues work or UTC / Coordinated Common Time. Scroll right down to Working Hours & Location (if out there) and choose Allow Working Hours. Customise the hours for every day to replicate your commonplace schedule (as proven in Determine D, proper).

Determine D

Screenshots of each of the features: (left) Time zone set to Mountain Time, with a secondary time zone of UTC also selected to display; (right) Working hours enabled, with MTWTF hours set differently, 9 - 5 on MWTF, and Tues set to 9-11,13:00-15:00, and 19:00-22:00.

In Google Calendar, examine your time zone (left) and allow and configure your working hours (proper).

Once I assist somebody get began with Google Calendar, I sometimes level out:

  • The View switcher, to alter the time-span displayed
  • The Add Different Calendars choice, to find and show a colleague’s schedule

SEE: Find out how to use Google Calendar: 6 suggestions (TechRepublic)

5. Briefly introduce to Google Drive

With these two important configuration adjustments made, I proceed to introduce folks to Google Drive. Which means opening Google Drive and overlaying the fundamental variations between My Drive, which holds folders and information you might entry (however which will or will not be shared with different folks), and Shared Drives, which holds folders and information with entry ranges that fluctuate primarily based on every Shared Drive member’s permission stage (as proven in Determine E, left-side menu).

Determine E

Screenshot of Google Drive on the web, with My Drive and Shared drives both displayed along the left-side menu. Search in Drive box at the top, and the 9-dot app launcher icon in the upper right.

Introduce Google Drive and clarify the distinction between My Drive and Shared Drives.

Whereas on Google Drive, I additionally sometimes ask the particular person to pick out My Drive, then click on on the + New button. This brings up a menu that provides choices to make a brand new folder, add objects or create a brand new file (new Google Docs, Sheets, Slides, Varieties, and many others.).

I recommend you additionally level out the search field (and search choices icon) and the app launcher icon.

SEE: Find out how to get began with G Suite shared drives (TechRepublic)

What steps do you advocate?

After all, there are numerous different setup steps that an individual new to Google Workspace would possibly discover useful. Some folks set Chrome to robotically open Gmail because the homepage. Others bookmark steadily used Workspace apps (e.g., Gmail, Calendar, Drive, Docs). Usually, folks configure Gmail, Calendar and Drive for offline entry. 

What steps do you’re taking if you assist folks get began with Google Workspace on their first day in your group? Do you cowl a for much longer checklist? Or do you deal with far fewer setup steps? Let me know what core Google Workspace data you cowl, both with a remark beneath or on Twitter (@awolber). 

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