Mastering Google Workspace: Hacks No One Taught You!

Google Workspace is a powerful suite of tools that can dramatically enhance productivity and collaboration. While many users are familiar with the basics, there are hidden features and advanced techniques that can significantly boost your efficiency. This article unveils some of the most effective Google Workspace hacks to help you unlock your full potential. 

Gmail Mastery

Create a Focused Inbox

Why it’s useful: Prioritizes important emails and reduces clutter.

How to do it:

1. Open Gmail.
2. Click the gear icon in the top right corner and select “See all settings.”
3. Navigate to the “Inbox” tab.
4. Select “Important first” or “Priority Inbox” from the Inbox type dropdown.
5. Customize your inbox by defining what constitutes “important” emails (e.g., starred emails, emails from important contacts).
6. Click “Save Changes.”

Use Canned Responses for Efficiency

Why it’s useful: Saves time by pre-writing common email responses.

How to do it:

1. Compose a new email with your desired template response.
2. Click the three dots in the bottom right corner and select “Templates” -> “Save draft as template” -> “Save as new template”
3. Give the canned response a name and click “Save.”
4. To use the canned response, click the three dots and select “Templates” -> “Template Name”
5. Use this template whenever you need to save time.

Utilize Advanced Search Operators

Why it’s important: Efficiently find specific emails using search terms and operators.

How to do it:

1. Use search operators like “from:”, “to:”, “subject:”, “has:attachment,” etc.
2. Combine multiple operators for precise search results (e.g., “from:john subject:meeting”).

Google Calendar Optimization

Utilize Time Blocking for Productivity

Why it’s useful: Improves focus and time management.

How to do it:

1. Open Google Calendar.
2. Create events for specific tasks or activities (e.g., “Writing,” “Meetings,” “Personal time”).
3. Assign specific time blocks to each event.
4. Adjust time blocks as needed to optimize your schedule.

Set Custom Reminders

Why it’s useful: Ensures important events and tasks aren’t forgotten.

How to do it:

1. Create an event in Google Calendar.
2. Click the event to open its details.
3. Under “Event details” on the left-hand panel, you can add location, description of the event.
4. In the “Add notification” section, select the desired reminder time (e.g., 15 minutes before).
5. On the right-hand panel, click the “Add guests” button to add all relevant stakeholders.
6. To check the availability of stakeholders, click on “Find a time” on the left-hand panel and view free blocks in their calendar.

Google Docs, Sheets, and Slides Superpowers

Leverage Voice Typing

Why it’s useful: Speeds up document creation and reduces typing errors.

How to do it:

1. Open a Google Doc, Sheet, or Slide.
2. Click the microphone icon in the toolbar.
3. Grant microphone permission when prompted.
4. Speak clearly and naturally to dictate your content.

Explore Add-ons for Enhanced Functionality

Why it’s useful: Extends the capabilities of Google Workspace apps.

How to do it:

1. Open a Google Doc, Sheet, or Slide.
2. In “Extensions” on the toolbar, click the “Add-ons” menu.
3. Search for and install desired add-ons (e.g., Grammarly for proofreading, Lucidchart for diagrams).
4. Follow the add-on’s instructions to use its features.

Master Keyboard Shortcuts

Why it’s important: Increases work efficiency and reduces time spent on repetitive tasks.

How to do it:

1. Access a list of keyboard shortcuts by pressing “Ctrl+” or “Cmd+” followed by “?” on your keyboard.
2. Practice using frequently used shortcuts to improve speed.

Utilize Version History

Why it’s useful: Revert to previous versions of files if needed.

How to do it:

1. Open the desired file and go to the clock icon on the top right of the document.
2. Hove on the icon to see when the last edit was made.
3. Click on the icon to open a detailed version history to see who made changes and when.
4. To restore a previous version of the file, click on the desired version on the right pane, then click “Restore this version.”

More Hidden Gems to Expand Google Workspace Capabilities

Why it’s important: Streamline workflows and enhance productivity by connecting Google Workspace with other tools.

How to do it:

1. Experiment with tools like Google Sites for creating websites or intranets, Google Forms for surveys, quizzes, or data collection, Google Currents for internal communication and collaboration, and Google Keep to jot down notes, create checklists, and set reminders.
2. Explore integration options offered by Google Workspace. For example, Google Calendar integration with Zoom. You can also utilize third-party integration platforms like Zapier to connect with other tools (e.g., Trello, Slack).

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Written By: Techquity india