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Google’s G Suite for your business benefits Explained

informationsecret: G Suite

G Suite is a software developed by Google to simplify work functions for business, Educators, companies etc.

G Suite is among the List of Google products identified as Google apps for your Domain and for works. It comprise of the following: GmailHangoutsCalendar, and Google+ for communicationDrive for storageDocs, Sheets, Slides, Forms, and Sites for collaboration; and, depending on the plan, an Admin panel and Vault for managing users and the services.

G Suite has both the free and enterprise version now known as Google Apps for Business with monthly subscription, so you can choose which is convenient for you. Unlike the free version, the enterprise version has many features such as security settings, unlimited emails by offering more storage (30 GB per user), APIs for business integration, 99.9% uptime for Gmail, and 24/7 phone support, Synchronization compatibility with Microsoft Outlook and other email providers

Support for add-ons that integrate third-party apps purchased from the G Suite and so much more.

Let’s learn some of the functions of the apps that make up G Suite

Google Drive:

Google Drive is a file storage and synchronization service where you can create, share, collaborate, and keep all of your stuff.

With Google Drive, users can upload any type of file to the cloud, share them with others, and access them from any computer, tablet, or smartphone. Users can sync files between their device and the cloud with apps for Microsoft Windows and Apple macOS computers, and Android and iOS smartphones and tablets.

As part of G Suite, Google Drive comes with additional features designed for business use, including:

Either 30GB, 1TB per user, or unlimited storage, depending on the plan

Advanced admin controls, depending on the plan

Audit and reporting insights for Drive content and sharing, depending on the plan

Google Docs, Sheets, Slides, and Forms:

Google Docs, Google Sheets and Google Slides are all a word processor, a spreadsheet and a presentation program respectively. And are today integrated into Google Drive. They all serve as collaborative software that allow users to view and edit documents, spreadsheets and presentations together in real-time through a web browser or mobile device. Changes are saved automatically, with a revision history keeping track of changes. Google Forms, meanwhile, is a tool that allows collecting information from users via a personalized survey or quiz. The information is then collected and automatically connected to a spreadsheet. The spreadsheet is populated with the survey and quiz responses.

Now, “Google is clearly positioning its apps as a more affordable solutions for companies that need to occasionally edit Office files”.

As part of G Suite, Google Docs and Slides come with additional features designed for business use, including unlimited revision history.

Google Sites:

Google Sites is a creation tool that allows multiple people to create and edit websites, without requiring coding knowledge or other web design skills. Developed  to help customers “quickly gather a variety of information in one place – including videos, calendars, presentations, attachments, and text – and easily share it for viewing or editing with a small group, their entire organization, or the world.”

Google Calendar:

Google Calendar is an online calendar intended to help keep track of time and schedules. It is integrated with Gmail for users to easily add events from email messages directly to the calendar.

As part of G Suite, Google Calendar comes with additional features designed for business use, including:

Smart scheduling of meetings, where the service finds available times and appropriate locations based on coworkers’ schedules

Public calendars for consumers to see a business’ upcoming events

Calendar integration with Google Sites

Easy migration from Exchange, Outlook or iCal, or from .ics and .csv files

Ability to see what meeting rooms and shared resources are available

Google Hangouts:

Google Hangouts is a messaging service that incorporates technology from different communication services Google had developed.

Hangouts supports text, voice and video conversations (video up to 25 participants), and its cross-platform on the web, Android and iOS.

Hangouts covers the same 99.9% uptime guarantees that Gmail and Google Drive have, as well as 24/7 phone and email support.

As part of G Suite, Google Hangouts comes with additional features designed for business use, including:

Participants can share their screens.

The screen automatically focuses on the person who is speaking, and “intelligent muting” prevents background noise.

Businesses can host Hangouts on Air; public live streams that are automatically saved to the business’ YouTube account

Integration with Google Calendar for one-click start of a Hangouts conversation at the beginning of a meeting

Custom controls for admins, including limiting access, turning chat history off, and the ability to eject participants for privacy

Custom status messages.

Hangouts Meet:

Unveiled as a video conferencing app for up to 30 participants and also described as an enterprise-friendly version of Hangouts. At launch, it featured a web app, an Android app, and an iOS app. Features for G Suite users include:

Up to 25 members per call (30 for G Suite Enterprise users)

Ability to join meetings from the web or through the Android or iOS app

Ability to call into meetings with a dial-in number

Password-protected dial-in numbers for G Suite Enterprise edition users

Integration with Google Calendar for one-click meeting calls

Screen-sharing to present documents, spreadsheets, or presentations

Encrypted calls between all users

Google+:

Google+, Google’s social networking service, was launched in invitation-only basis.

It is used to let team members “engage and communicate” at “a deeper level”, with a stream featuring posts, comments and Communities based on common goals. It “makes it easy for anyone to discuss and share ideas, no matter their team, level or location.” It features Collections that make it easy to group posts by topic, in order for users to “show what they know and follow what matters most”.

As part of G Suite, Google+ comes with additional features designed for business use, including:

Enhanced privacy controls

Restricted communities

G Suite Marketplace:

The G Suite Marketplace (formerly Google Apps Marketplace), is an online store with business-oriented cloud applications that augment G Suite functionality. The Marketplace lets administrators browse for, purchase, and deploy integrated cloud applications. It comprises the Business Tools, Productivity, Education, Communication, and Utilities categories.

Employees can be able to install third-party apps from the Marketplace without involving administrators.

Others include Google keep, vault, jamboard etc.

More functions you may love:

Make recruiting a whole lot easier with Hire.

Collaborate more efficiently with your team to identify, evaluate, and hire the best candidates.

Schedule interviews quicker and easier with Google Calendar integration.

Email candidates using Gmail or Hire, and view all communications centrally in Hire.

You can also restore lost file with G Suite

See link https://gsuite.google.com/signup/basic/welcome to sign up now for a free version or get the premium version for some costs.

 Ways to work better with G Suite

Restore a document/undo a mistake:

If a colleague makes a document change you find unhelpful, you can easily revert the document to a previous state. This works with documents, spreadsheets and presentations.

  • Open your file,
  • then choose File
  • Version history, see version history. You’ll see the saved versions in the right-hand navigation, listed by date and time (along with the name of the person who made the edits).
  • Click the one you want to revert to.
  • Once you have the right version identified,
  • Click “Restore this Version” at the top of the screen.

G Suite tracks changes so you can see the evolution of a document or undo changes. (Click the image for a larger version.)

One cool trick: You can name versions to keep track of them. If you’re working on a project that you know will have several versions (first draft, first edit, etc.), just click the three vertically aligned dots next to the date and time, click “Name this Version,” enter and name and hit return on your keyboard.

Undo an email:

There are two types of business users: Those who have experienced the heart-stopping moment after sending an accidental reply-to-all email to their colleagues — and those who will. The Undo Send feature in Gmail is a sort of a “my-bad” button that gives you time to pull back an errant email. But you need to set up this feature first. Here’s how:

From Gmail,

  • click the gear icon at top right, then
  • Click “Settings.” In the “Undo Send” area,
  • Select “Enable Undo Send.” Now when you send emails, you’ll have up to half a minute to change your mind. Choose how long you want the message to pause before shipping off, from 5 to 30 seconds, in the “Send cancellation period” area. Scroll down the page and
  • Click the “Save Changes” button.
  • Click or tap Undo (quickly) to recall an accidental email. You can choose how long to hold messages before they’re sent, but the limit is 30 seconds.
  • Now when you send messages, you’ll see an “Undo” option at the top of your inbox briefly after sending. Whether it’s half-written, full of typos or send to the wrong person, you can click “Undo” to yank your message back.

Share a group calendar with your team:

It’s possible to create multiple calendars in G Suite — and see them in one view — so you can simultaneously display, for example, your personal calendar, work reminders and team-specific meetings.

From Google Calendar, above “My calendars,

  • ” click “+” (“Add other calendars”), then
  • “New calendar.” Add a name, then add a description and set the time zone.
  • Click “Create Calendar.”
  • Select your new calendar in the left panel, then
  • Select “Calendar settings.” To share your new calendar with your entire organization, under “Access permissions,”
  • Select the box “Make available for [your organization].” If, instead, you want to share the calendar only with people you name, scroll down to “Share with specific people.”
  • Click “Add People,” enter each address, and choose whether each co-worker can view, make changes or manage sharing for the calendar.
  • Click “Send,” and your changes will be saved, and your colleague will receive an email notification and link to the new calendar.
  • To create an event in the new shared calendar, select it under “My calendars,” and then click in a time slot to add your event.

Send emails to your team:

There’s a simple way to email everyone in your team without seeing them all.

From Gmail,

  • Click “Compose.” Enter the addresses in the “To” line as you normally would.
  • It’s not obvious, but you can click the letters in the “To” field, which opens the “Select contacts” dialog box.
  • Click “Save as group…” and enter a name for the group.
  • Click “Save.”

If you need to add people to your Contacts list, there’s a quick way to do it.

  • Open Contacts. On the left-hand pane,
  • Click “Directory.” Select all the names you want to add, then
  • Click “Add to My Contacts.”

Notify when a spreadsheet is updated:

Auto notifications can help keep a team up to date on shared spreadsheets. Say, for example, that the team is sharing a work-leave schedule. If everyone is notified immediately about changes to the schedule, they’ll all know which days need covering, so there’s less chance of gaps in coverage.

From Drive,

  • open the spreadsheet and
  • Choose “Tools,” and then “Notification rules.” Under “Notify me at [your email address] when…”
  • Choose “Any changes are made.” You can then choose if you want them right away or in a daily digest. Then
  • Click “Save.”

Set Notification rules, and G Suite will email you when changes are made to a shared spreadsheet.

Use a phone to create a PDF:

When you need to capture and email a document, forget the scanner and grab your smartphone. The Drive app for Android will scan the document natively to PDF. You can do the same with an iPhone, but it takes a couple of extra steps (plus a Mac or Windows PC).

If you don’t have it already, download and install the Google Drive app on your Android phone. Once it’s installed, open Drive and tap the “c” at lower right. Tap “Scan” and take a photo of the document. You can then crop the image, redo the scan or tap the “+” to scan another document. When you’re set, tap “Done.”

Tap the Scan icon on an Android phone to capture a document. For iPhone users, it takes a few more steps to convert a photo to PDF.

On an iPhone there’s no “Scan” option. Instead tap “Use Camera,” to snap a photo and then choose “Use Photo.” The image will be saved to your Google Drive.

From your desktop or laptop web browser, select the image you just scanned in Drive and click the “Print” icon. Under “Destination,” if “PDF” isn’t already selected, click “Change.” Choose “Save as PDF.” Then click “Save” and download it to your hard drive.

You can then email the PDF from your computer or drag and drop it to upload it to Drive.

Set (and automate) a goal in Google Calendar:

This help You to choose a goal — for example, learning to code or picking up a second language — and Google Calendar will find time for it automatically in your calendar.

In Presenter view, Google Slides generates a URL where your audience can pose questions.

In the Google Calendar app,

Tap “+” in the bottom right. Choose a goal category, such as “Build a Skill” or “Organize My Life.” Make a selection under the suggested goals from that category, or choose “Custom…” The app lead you through the options, including how much time you’ll spend on the goal and the time of day when you will pursue the goal. Tap the checkmark, and the app searches for free time and schedules your goal.

Take questions — and vote — during a presentation:

The next time you’re presenting a slide deck in Google Slides, you can take questions from the audience. Slides will generate a link you can send to attendees to enter questions in their browsers. The questions then appear in a queue, which you can answer before moving on to the next slide. Here’s how you do it:

In Presenter view, Google Slides generates a URL for a page where your audience can pose questions.

Open a presentation in Google Slides. At top right, next to “Present,”

  • Click the down arrow, then
  • Choose “Presenter view.”
  • Click “Audience Tools” and
  • Choose “Start new.” A link appears for viewers of the presentation to enter their questions. Audience members can vote up or down on the question. When you see a question you want to answer,
  • Click “Present.”

Respond faster from your phone:

When you’re traveling or pressed for time, you can use G Suite’s smart replies to respond to emails with a prewritten message. The prefab messages you can choose from are usually on point because they’re based on the content of the message you received.

From the Google Mail or Inbox app, tap the message to open it. Scroll to the bottom, and suggested replies appear. Tap the reply you want and then tap “Send.”

Send large attachments:

In G Suite, you can send emails with attachments up to 25MB and directly receive ones up to 50MB. If your file is larger than 25MB, you can send it by a link in Drive.

From Gmail,

Click “Compose.” At the bottom of the screen,

Click the Drive icon,

Select the file, make sure the Drive link button is highlighted,

Click “Insert” and then

Click “Send.”

Go further

If you’re looking to customize G Suite further, check out Google Labs, where you can install new tools from Google. Click the gear icon in Calendar or Gmail, and then click “Labs.” The Undo Send feature, for example, started out as a Google Labs option and is now installed by default. You can choose from a handful of timesavers, such as the ability to create custom keyboard shortcuts, along with faster ways to mark mail as read or view multiple inboxes.

And you can find yet more new tools for G Suite under the Settings menu. Select “Get addons,” and you can install business-friendly extensions to your browser, such as CRM tools for dealing with customers or sending invoices, among other enterprise features.

Hope you get the gist of this article. Please do share for others to know of G Suites vast benefits

 

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