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5 new methods to maximise communication and collaboration with Google Workspace

4, 2020

6 min read

This article has been translated from our Spanish edition using AI technologies. Errors can occur due to this process.

The opinions expressed by the entrepreneur's contributors are their own.

With the right solution, employees can more easily collaborate, spend time on the essentials, and foster human connections no matter where they are. Therefore, as part of the integration of the work area Google Workspace optimized its tools to improve communication and productivity of its users.

Here is a guide on how to get the most out of them.

Grant access to drive files directly from Gmail

Now it's easier to manage access to files hosted in Drive using dynamic email. This feature allows you to respond to access requests without leaving Gmail.

Dynamic emails that are sent automatically when actions are taken within the workspace ecosystem, such as: B. Access requests allow, among other things, the answering of invitations to events or comments on a document.

For example, if someone asks about a file in Drive, the owner will receive an email with that request. Gmail users can manage and decide whether to allow access to view, edit, or comment on the document right from that email without leaving the message.

Image: Google

To turn dynamic emails off or on again, you need to follow these steps: Open Gmail and go to the top right corner where you will find the Settings option. Then click on Show all settings. In this section you can make changes in the Dynamic Emails section.

When creating a meeting, select Meet or an add-on as a video conference platform in the calendar

Users have more control than before over the video conferencing service they want to use. Now you can choose between Google Meet and other add-ons to establish it as a platform on which a digital meeting can be held easily and quickly in Google Calendar.

The option is presented to the user when creating a new event in the calendar. Among the options that appear on the screen when you click Create, there is an arrow next to the button to add a Google Meet video conference to display a menu. Here you can choose between Google Meet and third-party add-ons.

Image: Google

This feature will be active by default on November 16th. To find and install add-ons, go to the Google Workspace Marketplace.

Preview a linked file without leaving any documents, sheets, or slides behind

One of the goals of Workspace is to enable you to do more things anywhere without switching from one application to another or, as in this case, from one file to another. In the coming weeks, users will be able to preview the linked files in documents, sheets, and slides without opening a new tab. This means that you spend less time switching between apps and more time working.

For example, previewing files allows users to scroll through the various slides in a presentation or view each sheet in a document document. In the preview, you can also share them in other ways such as emailing, copying the link, or forwarding to the document.

Mention a user right in a Google Doc

So far it is only possible to mention another person in a Google Doc through a comment, but very soon it will be possible to do so within the body of the same.

If you hover over the mention, you can also get information about the selected user and view actions such as: For example, add the person to Contacts or contact them without leaving the document.

To mark another user in the document, all you have to do is enter an at sign. This action activates a drop-down menu that allows the user to search for the person they want to mention.

The start of this new capacity will take place gradually from October 29th.

Q&A and polls from Google Meet

This new feature aims to increase the participation of team members, students in a class, or the audience of a conference on Google Meet.

To use these features, you must be on a Google Meet call. The moderator can access these tools by clicking the Activities button at the top right of the window. The user must click Questions and then click Enable Questions and Answers. As soon as the moderator enters his question, the participants receive a notification and can answer via chat or verbally.

To create a survey, the user must follow the same instructions. This time, however, select Poll and then Start Poll. Before the user can share it, you must select the options available to the call participants. Users can vote in a space that appears in the Meetings Chat box.

To learn more about these features, click on the next page.

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