GSuite: Tips for collaboration tools

Some pieces of information about using GSuite in your daily life

While using Sheets

  • How to insert an image. Using the formula “=image(“url”)” places pictures right into your Sheets. You can also scale the image to fit the Sheet, stretch it to fill it, show in its original size, and show in a custom size.
  • Using templates. Google offers a wide array of premade pages, ready for you to fill. They cut downtime for your work, making effective finished pages in a snap. Create New > From Template, and you’ve got the blueprint at hand.
  • Using conditional formatting. Color coding cells is super useful and makes it easier to read while working and after it’s finished. All you need to do is select a cell or group of cells, click the arrow to the right of the header, and then “Conditional Formatting.” From there, simply insert your rules and save them.
  • Inserting Sheets into Docs. Instead of having to create new graphs, use Charts to drop Sheets data in. It will load and place the data instantly through Charts > Load Data > Insert.

Google Docs

  • If you have a document that you need to translate, Google Docs makes it simpler than ever. Changing your file to a new language is literally just a click away. This element is crucial to any global business.
  • If you need to do some digging, don’t waste time filtering through internet results, especially if you’re going to be citing sources. The Research tool allows you to examine filtered results, such as images and quotes, quickly. You can also search with a “Scholarly” filter to only see scholarly sites and always have the most trustworthy and prevalent information.

Hangouts

  • Easily mute notifications during important meetings. Under the Settings menu, you can choose a specific time period to disable notifications, such as 1 or 8 hours. You can also pick the notifications you want to receive. Hangouts gives you the option to turn off call ringing and message sounds independently.
  • Adjust call bandwidth. This feature is excellent if you have issues with the quality of your audio or video. Move the slider to the right or left to control the level for that call. It can be readjusted for each conference for total customization.
  • Choose how others see you. Along with statuses that provide a custom message, you can let others know when you were last online, what device you’re using to access Hangouts, and if you’re currently engaged in a video or phone call from the application. Checking these boxes automatically provides feedback and information for those looking to contact you.
  • Take control of your invitations. You can turn notifications on and off by simply checking a box. Plus, you can add personal details so users with your phone number or email can send you a direct invitation. No more searching for usernames and wondering if you contacted the right person.
  • Quickly access the Help menu. Click or tap on the Help and Feedback button at the bottom of the More menu, and type in your questions to easily find solutions or clarification.

That’s all for now, enjoy it!

Set up working hours in Google calendar

A lot of us have very busy schedules each and every day.  Somehow, we manage to get through all the meetings and events throughout the day and make our way home to family, friends, and pets.  To ensure that we are able to separate our work life from our personal life, Google Calendar gives us the option to set up our working hours.  These hours are the hours that we are typically in the office and available for meetings and/or events.  Let’s take a look at how to set up our working hours below.

Once you have your Google Calendar open, locate and click on the gear in the upper right hand corner and then click on ‘Settings.’  Scroll down until you see the section for “Working Hours.”

calendarwh.png

This feature is very helpful if you are a busy person and need to have some ‘me’ time. Now, this doesn’t mean that you can’t attend events that are scheduled outside of your working hours … you’re just professionally informing the parties that you are typically not available outside of the set hours.

Team drives in GSuite

Few days ago, the only solution that GSuite offers to share files was Google Drive, it was focused more on individual users rather than in teams, meaning that files were uploaded in personal folders and then shared with colleagues to collaborate with them.

But what happens when a user leaves the company? All their Google Drive account was deleted as well resulting in unwanted loss of important company information. But recently, Google has launched Team Drive to solve this 😊

Team Drives was announced last September and it was possible to access to it in Early Adopt program, but now is in GA. The main purpose of Team Drive id a management tool for businesses, where users can drop documents, presentations, and more stuff to store in the cloud and share with co-workers.

So, when a user is added to a team, all the files will be instantly accessible, and the same behaviour happens when a user leaves the company, no files will be lost or deleted. Moreover, a user can only have edit access, meaning that the user will be able to create and add files, but won’t be possible to delete or move any files.

Individuals can be a member of multiple Team Drives. Each is shown in the Team Drives section. Also very Team Drive can have different members (including external users) and permissions

If you want more info about Team Drive:

https://gsuite.google.com/learning-center/products/drive/get-started-team-drive/