Google Workspace

Google Workspace, formerly known as G-Suite encompasses several useful applications including:

• Google Docs
• Google Sheets
• Google Slides

Google Drive is like a big storage locker.

Items stored in this big file are things you can access through the cloud.

The Cloud is really nothing more than a server farm.

Google Workspace is also great for backing up non-Google files as well.  In fact users get *15GB free with their accounts.

Storage Space

• Google Workspace Documents do not take up your Drive storage.
• If you need to find out how much storage your Drive has click here:
• https://one.google.com/storage
• If you are using Google Docs, Sheets, Slides – chances are you aren’t using any or much of your free 15 GBs of storage.  Photos and videos are the files that use up the most storage.
• What’s the difference between the “Cloud” and Google Storage?
• The cloud is just a generic term for cloud storage.

Google for Business

Google for Business is a service you’ll need to paid for.

It’s good for small businesses and you’ll get a 14 day free trial when you sign up for an account.

Google for Business features include:

• More security and admin abilities.
• Collaborative content for example, shared drives, websites, surveys, and notes.
• Plans vary for the size of your business.
• Education and non-profit organizations may be eligible for free or discounted plans.

Benefits of Using Google Drive

• Easy collaboration tool.
• Multiple people can work on files at the same time.
• All Google products are connected and easy to access.
• You automatically have access one you sign up for free Google.
• Super convenient once you’ve learned how to use it.
• Can jump easily between different tasks – super convenient.

If you want to know what Google Drive looks like click here: www.drive.google.com

Best Practices Commonalities – Sharing

• Give as few people access to your document as needed.
• You can always go back into the “share” button and change access if need be.
• If you give someone “Viewer” access all they can do is read a file but not edit it.
• If you want to give someone access to add comments you then give them “Editor” status.
• If you want people to add “groceries to the list” everyone puts their stuff on the list, you can do this with the “Commentor” feature.

Saving and downloading

1. If you are online and editing, your file will be automatically saved on “Drive”.
2. Look at the top of the screen.  It will show you the last time the document was edited.
3. Any changes you make will be saved automatically.
4. Google has its own fonts so text might be a little off if you import a Microsoft Word document into a Google pre-set theme.  Easy to fix.

Comments on Documents

1. To leave a comment on a document go to the tool bar and add a comment.
2. If you highlight the text and click on the comment button and you can leave a comment specific to the highlighted text.

Conclusion

Google Workspace is great tool for collaborating with your team.

Everyone uses it in their own way.  Enjoy!

Elaine Allan, BA, MBA

Technology Blogger

Vancouver, BC