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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 important 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 kinds of actions earlier than a brand new addition to the group begins work. This contains a whole lot of configuration settings that have an effect on how the varied 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, a further job stays on the very first day individuals be a part of the group: the necessity to assist individuals get arrange, signed in and able to work. It is simple to overwhelm individuals 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 steadiness between an excessive amount of and too little data. These steps, particularly, are ones I counsel you employ to assist people who find themselves establishing Google Workspace on a Home windows or macOS desktop or laptop computer. (Chrome OS and cellular machine Google Workspace setups require completely different steps, which I am going to cowl individually quickly.) So, on the primary day that somebody joins your group, I like to recommend you have got somebody on the IT workforce assist the brand new particular person via the next actions and data.

SEE: Easy methods to use Google Meet (free PDF) (TechRepublic)

1. Set up and sign up to Chrome

First, obtain and set up Chrome (as proven in Determine A). Google Workspace apps work in most trendy desktop browsers, resembling Safari, Microsoft Edge and Firefox. However some options, resembling offline entry for Gmail and Google Calendar, work solely with Chrome. I strongly advocate that individuals who use Google Workspace for work or college 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 sign up to your Google Workspace account.

After you have got put in Chrome, sign up 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 techniques. Do you have to ever sign up to Chrome on one other laptop, sync helps present a constant expertise in Chrome not solely throughout completely different gadgets (e.g., a desktop and a laptop computer), however additionally throughout completely different working techniques (Home windows, macOS, and so forth.).

2. Set up and sign up to Google Drive for Desktop

On Home windows and macOS techniques, I like to recommend that you just obtain and set up Google Drive for desktop (as proven in Determine B). As soon as put in, chances are you’ll 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 individuals to make use of Google Drive not solely with Google Workspace apps, but additionally with regionally put in functions. For instance chances are you’ll create a brand new doc with Microsoft Phrase regionally 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 techniques, 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 additionally for chat and net conferences. In Gmail, choose the Settings sprocket | See All Settings | Chat And Meet (tab), then be sure that Chat is about to Google Chat (not Off) and Meet is about to Present The Meet Part In The Foremost 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 Foremost Menu. (Notice 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 search out e mail
  • The facet panel, for entry to Calendar, Maintain 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

Whenever you correctly set each your time zone and dealing hours in Google Calendar, you at the least assist scale back the probabilities that you will be unintentionally invited to conferences at inconvenient instances. 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. Usually, this is perhaps both a location the place lots of your colleagues work or UTC / Coordinated Common Time. Scroll all the way down to Working Hours & Location (if out there) and choose Allow Working Hours. Customise the hours for every day to replicate your customary 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 possibility, to find and show a colleague’s schedule

SEE: Easy methods to use Google Calendar: 6 suggestions (TechRepublic)

5. Briefly introduce to Google Drive

With these two important configuration adjustments made, I proceed to introduce individuals to Google Drive. Which means opening Google Drive and overlaying the fundamental variations between My Drive, which holds folders and information chances are you’ll entry (however that will or might not be shared with different individuals), and Shared Drives, which holds folders and information with entry ranges that adjust 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, Kinds, and so forth.).

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

SEE: Easy methods to get began with G Suite shared drives (TechRepublic)

What steps do you advocate?

After all, there are lots of different setup steps that an individual new to Google Workspace may discover useful. Some individuals set Chrome to routinely open Gmail because the homepage. Others bookmark steadily used Workspace apps (e.g., Gmail, Calendar, Drive, Docs). Typically, individuals configure Gmail, Calendar and Drive for offline entry. 

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

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