Google Workspace Insider’s Guide

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 Insider’s Guide to Using Google Workspace Apps

First there was Google search. Then Gmail. Then came Google apps. And then G-
Suite. Now with Google Workspace you can keep your business running smoothly and
more productively.
Google Workspace is like an office building where every department is housed. There is
the mail department (Gmail), the communication department (Chat), the production
department (Docs), the meeting room (Google Meet), the receptionist area (Calendar)
and the archives department (Drive). By housing them together in Google Workspace,
you can quickly access what you need to run your business.
In this Insider’s Guide to Using Google Workspace Apps, we take a look at the variety of
apps available to communicate, collaborate, and be productive.
Let’s get started.

What is Google Workspace for Business?

Google Workspace is the evolution of what was known as G-Suite and Google apps.
This versatile and effective business collaboration solution is designed to work with the
way work tasks are changing.
Google Workspace for Business is Google’s set of collaboration and productivity apps
housed all in one place. It has the tools we’re all familiar with that work on any device,
from virtually anywhere.
For example, Gmail is the most popular email client for both personal and business.
Workspace not only gives you an ad-free version of Gmail but allows your employees to
have their own Gmail accounts with your business domain name.
Google workspace is a totally cohesive system designed to:
 Enhance communication and collaboration between teams and aid customer
experiences.
 Save time. No more opening multiple tabs to view various pages. Now a simple
hover of the mouse over a link let’s you preview the information.
 Allow members to create collaborative documents in real time in Chat. Everybody
in the chat can edit a Document at the same time.
 Gives you a view of your colleague’s face, while you work on a document
together or slideshow together.
Some of the other features found in Google Workspace include:
@mentions Integrations Management
Archiving & Retention Live Chat
Audio Calls Live Video Interview
Backup and Recovery Meeting Management
Calendar Management Mobile Access
Calendar Sync Offline Access
Content Library Presentation Tools
Content Management Real-time Updates
Customizable Branding Reporting/Analytics
Document Templates Scheduling
Drag & Drop Screen Sharing
Electronic Signature Secure Data Storage
Email Management Skill Assessment & Scoring
Endpoint Management Software Management
File Sharing Task Management
File Transfer Templates
Forms Creation & Design Two Way Audio & Video
Full Text Search Video Conferencing

We know every business is different and works in its own way. That’s why Google’s new
Workspace platform offers subscription plans, catering to small, medium, and large
businesses at different price points.
Rest assured each plan comes with your basics: Gmail, Meet, Drive, Calendar, Sheets,
Docs, Chat, Slides, Keep, Sites, Forms and Currents. (Haven’t heard of some of these?
We’ll go into detail later in the guide on each of them.). The only difference in each plan
is how much support and storage they offer.
There are 4 plans:
1. Business Starter at $6 per user/ per month.
2. Business Standard at $12 per user/ per month.
3. Business Plus at $18 per user/ per month.
 4. Enterprise which is by quote only.
Google Workspace for Business brings together members of your team, allows them to
work more productively and collaboratively, and keeps it all in one place that is easy to
access from any device. Using one of their specific apps, your business employees can
easily create content, check email, manage time and productivity or a myriad of other
tasks.

Email Workspace Apps

As you’ve seen, Google Workspace for Business has a lot of apps. But the most popular is
Gmail. This app is created to manage and organize incoming emails by your team
members.
Gmail as a part of the Google Workspace has more features than the personal version.
One of those is a custom business email address at your domain. For example,
joanna@yourcompany or sales@yourcompany. You can add up to 30 email aliases per
user.
Gmail can be integrated with other applications to collaborate with coworkers using
Google Meet or Google Chat It can send invitations through Calendar or add actions to
your task list. Gmail can also connect to third-party applications using the Add-ons.
Another feature of Gmail is the suggested actions feature. This includes things like
Smart Reply, Smart Compose, grammar suggestions and nudges. These help you take
care of simple tasks more efficiently.
You can easily migrate your existing email to Google Workspace. Import from your old
desktop clients like Microsoft Outlook or Apple Mail to sync emails, events, and contacts
to and from Google Workspace.
An add-on app that routes messages from Gmail into another app with one click is
Zapier.
Todoist, an add-on app, helps you get your email messages organized. Prioritize your
email tasks with reminders.
You can use Google Workspace Gmail app to help you manage and organize your
incoming and outgoing emails, provide personalized email addresses, connect with your
calendar, and quickly compose emails using suggested actions features.

Content and Creativity Workspace Apps

When it comes to content and creativity, Google Workspace for business has you
covered. These apps are designed to help you and your team be more productive. Be
aware that you can use add-ons to do more in most Google Workspace apps. Here are
the top content and creativity Workspace apps you’ll want to take a look at.
  Docs is a word processing app perfect for teams. Create and edit text
documents right in your browser by yourself or with multiple people at the same
time. You can edit, comment and chat while working together. And your changes
are saved automatically. Docs works with MS Word and PDF files and others.
You can export your files int .docx, .pdf, .odt, .rtf, .txt or .html formats.
There are many add-on apps that enhance Google Docs from creating specific
types of design or forms, to checking grammar or adding a bibliography.
For instance, to create diagrams in docs, use one of the add-on apps. Lucidchart
Diagrams is one to try.
 Slides is a presentation creation software that allows you to create and edit
beautiful, polished presentations straight from your browser. Multiple people can
work on it at the same time. Start from scratch if you desire or start the process
by using one of Google Workspace Slides’ templates. Add videos, images,
drawings, and transitions to enhance your presentations.
Convert your slides into videos using one of Google Workspace’s add-on apps
like AddOnForge or Creator Studio from Digital Inspiration.
 Sheets was designed with the needs of business in mind. Perfect for keeping
track of your sales, analytics and other backend needs, Sheets can easily store,
compile, and organize your data.
It’s powered by Google AI, meaning you can tap into the right insights for making
business decisions. Everyone in your organization can uncover valuable insights
from the data from Sheets. Formula acceleration saves time and prevents errors.
Click on the Explore button to see trends or customize visualizations. Or type a
question into Explore for Google AI to get the answers you need.
Sheets works seamlessly with Microsoft files including Excel. And the same
keyboard shortcuts work on both. Google Sheets supports more than 400
spreadsheet functions to create formulas for manipulating data, calculate
numbers or generate strings. Or create your own custom functions with an add-
on app such as Script.
Want to create Mind maps in Sheets? Use the SmartDraw Diagrams Add-on app
for Google Workplace.
 Forms lets you manage event registrations, create custom surveys,
questionnaires, and quizzes. Select from multiple question types, drag and drop
to rearrange questions, add an email sign up box. Customize your form with
images, videos, and custom logic.
Analyze responses as they automatically appear and summarize in real time.
Google Workspace Sheets is also available to access the raw data and analyze
it.
Whether you’re wanting to beef up your content production or work on your creativity,
you can find the right one with these Google Workspace apps.
Time Management & Productivity Workspace Apps
Good time management is necessary to business success. With Google Workspace for
business, you’ll have access to a variety of time management and productivity apps.
Look for apps that help you and your team work collaboratively and independently.
Choose the ones that will work best for your needs without a huge learning curve or
frustration level when using.
Here are some apps to choose from.
 Google Calendar is designed for teams and individual use. Set up Calendar to
track your personal schedule. Create a separate one to share your schedule,
plan & schedule meetings and to keep track of important events. It’s easy to
create multiple calendars for you and your team to use separate, or together.
 Google Keep is a task management extension designed to keep track of your
to-dos on any device, anywhere. Create and edit notes and lists with Google
Keep. Organize those lists and notes then share them with your team.
 Gmail can be great for organizing and managing your emails. Create labels to
organize your emails. Set rules to filter incoming messages. Create a custom
signature. Schedule message to be sent at a specific time, and more. You can
also use other tools such as Google Keep, Tasks, or Calendar with Gmail.
 Google Tasks helps you keep track of your daily tasks, organize multiple lists,
and stay on track with important deadlines.
 Harvest, a Google Workspace compatible app, is a simple time tracking app. It
can be used on a variety of devices and browsers.
 Mavenlink, a compatible app, is a project management app that includes time
and expense tracking, task level scheduling, and project budgets reports.
 Google Workspace Drive gives you the ability to share files with team
members. The Business Workspace Drive has twice the amount of storage as
the personal version.
These are just a few of the Google Workspace apps designed to help with your time
management and productivity.

Customer Management Workspace Apps

Customer management is important in business and Google Workspace knows this.
When choosing a CRM app, it should work with your email program (Gmail), have a
way to connect with customers from a variety of platforms and be able to provide
reports and reminders.
Google Workspace has created several apps for managing customers as well as a
variety of apps available that work with Google Workspace.
  Gmail can be used to organize incoming mail into categories and labels. Set up
a Gmail address specifically for customer support.
 Google Keep can be used for making customer service to-do lists and to store
feedback.
 Google Calendars, like we mentioned before, can be used to set up meetings
with customers.
 Google Meet can be used for webinars and support training.
 Google Drive can be used to save your customer service documents and
materials.
 OneUp is a Google Workspace compatible app that automates accounting,
inventory and customer relationships.
 Holly AI Assist Client Acquisition assistant is an add-on app that helps you
attract and engage more clients across multiple channels. Holly helps by
booking, rescheduling, recovering appointments.
Using the tools from Google Workspace allows you to provide top customer service
while keeping track of customers’ needs.

Sales & Financial Workspace Apps

Know your financial and sales data is important to the success of your business. Google
Workspace Apps are designed to help you keep track of your income and expenses.
 Google Sheets can be set up to keep track of your finances, sales data, and
analytics. There are templates, trainings, and AI to help you create sheets
specifically for your needs.
 The Bkper app for Google Workspace is a collaborative double-entry
bookkeeping platform that turns Google Sheets into an accounting tool. Easily
create balance sheet and profit & loss statements.
 Hippo Video, an add on app is used for creating video presentations. Create and
edit videos, 1:1 sales videos and track insights.

Marketing and Analytics Workspace Apps

Taking control of your marketing and knowing your numbers are key to growth. When
choosing apps for your marketing and analytics needs look for ones that can be
incorporated into your existing programs. Google workspace works with many programs
and software as well as provides many apps that can be installed for specific purposes.
 Vault is an add-on app specifically for data retention. Keep track of your data
with vault. Retain, search, and export your data into specific Google Workspace
 apps for your entire domain or for specific units. Keep track of user activity with
audit reports that let you see searches, content views, exports, etc.
 Coupler.io is a compatible app for exporting your data from Shopify, Hubspot,
Trello, Quickbooks, Harvest, Excel to Google Sheets on a set schedule.
 Google Analytics Spreadsheet is an add-on app that brings the power of
Google Analytics API. With this you can query data from multiple profiles. Create
custom calculations from your data or schedule reports to run automatically.
 Zoho Marketing Hub is a marketing automation software add-on app. Use it to
generate leads, convert visitors into leads with sign up forms on various
platforms, use smart popups.
 Gmail is a part of your marketing for capturing and connecting with your leads.
 Survey Monkey is a popular compatible app that creates surveys. It features
intuitive survey creation easy for everyone, includes survey templates and
customization ability.
Having the right analytics and marketing tools can be the difference in how well your
marketing plan works. When you use the right tools for the job, it will show in the
positive results you see.

Collaboration and Meetings Workspace Apps

Collaborations and meetings are an integral part of any business. Whether it’s a
meeting with your virtual assistant, collaborating on a project with other team members
or meeting clients, having the best tools is mandatory for seamless meeting. Choose
apps that allow you to integrate with your calendar, scheduler, email, and other
programs with ease.
Google Workspace has several apps specifically created for meetings and
collaborating.
 Google Chat and Spaces is a dedicated group workspace for 1:1 messaging
and group chats. You can see all your messages in one place either in Gmail or
as a standalone app. Keep track of all your work communications. Use Chat and
Spaces to collaborate on content in Google Docs, Sheets and Slides. Find past
conversations or files with the search or let the bots and smart suggestions
connect with meeting participants.
 Google Meet is a secure video meeting app for teams and businesses to stay
connected. Meet is included in Google Workspace. Join meetings directly from
Calendar event, an email invite or directly from your Gmail account. Meet has
helpful features like live captions, low-light mode and noise cancellation for more
productive meetings.
  Trello is a Google Workspace app. This visual collaboration tool helps teams see
a shared perspective on any project. Trello boards create a space for teams to
organize, collaborate and share information, create tasks and ideas, and lists.
Integrated with Google Workspace it can boost your team’s productivity and
collaboration.

A Few More Helpful Workspace Apps

Google Workspace for business already has a wide range of apps that will make
productivity, analytics, sales, and marketing. There are, however, many more add-on
apps that can do different things.
 Google Sites lets you build public websites, internal project websites without
having to learn code or have IT help.
 Jamboard Originally created for educators, this digital whiteboard app allows
you to collaborate and engage. Pull in images from Google search and draw with
a stylus.
 Currents is designed to connect your business around shared interests, helping
you collaborate with team members and trade insights with communities. Use it
to poll your organization, share posts and much more.

What To Do Next
Google Workspace is a combination of tools perfect for growing and managing your
business. Designed to help teams and businesses collaborate, connect and be more
productive, Google Workspace for Business can be a game changer in how you work.
Use Gmail for all your email needs, utilizing the built-in tools to organize your emails.
Google Docs, Sheets, and Slides works as your content and creativity center. Stay
connected through Google Calendar, Chat and Meet.
Take the time to explore and find the apps that work for you and your business. To help
you choose and get started we’ve included some templates and tools including a
worksheet and checklist for setting up your Google Workspace, a tips sheet for using
Google Workspace and a list of app resources you can refer to.
Now that you have a better understanding of Google Workspace and the apps you can
use, it’s time to get started.


 Click here for a special deal on Google WorkSpace


Promo codes to save 10%
Starter Plan: C3QRD6WQRP4D4DJ
Standard Plan: 46PJEG7AHTN4AFK

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