Tag Archives: G Suite

The Suite Life: 4 tips for a more manageable Gmail inbox

The average person receives 120 emails a day, which means  keeping your inbox under control can feel like an impossible task. Fortunately, G Suite gives you the tools you need to stay focused and organized. Welcome to the Gmail edition of The Suite Life, a series that brings you tips and tricks to get the most out of G Suite. In this post, we’ll provide advice to help you save time and get more done—right from your Gmail inbox.

Tip 1: Write now, send later with Schedule send

Whether you’re firing off a reply outside of normal work hours, collaborating with teammates across time zones, or want to send your future self a reminder, there are lots of reasons to schedule an email instead of hitting send right away. With Schedule send, you can plan exactly when your email will be sent in Gmail. This means your emails can reach teammates at a time that's convenient for them.

the suite life - schedule send.png

Here’s how:

  1. When you’re done writing your email, click the arrow to the right of the Send button in Gmail.

  2. Select “Schedule send.”

  3. Choose a date and time that works for you.

  4. Once you’ve scheduled at least one email, you’ll see a new box called Scheduled where you can view emails set to be sent, change times, or cancel the send.


Pro-tip: Curious to know how Googlers stay on top of things? Try out these tips.


Tip 2: Turn emails into Tasks in one step

A lot of emails require some sort of follow-up. With Google Tasks, you can quickly turn that email into an item on your to-do list without ever leaving your inbox.

the suite life - drag email to task.png

Here’s how:

  1. Click and drag your email into the Tasks list located in the Gmail companion bar. 

  2. Type the text that describes your task, and a link to the email is attached to the bottom. You can also press SHIFT + K when you’re in an email to automatically add it to your Tasks list.

If you’re new to Tasks, check out this article to help you get started. Or if you’re used to using Google Keep, try out some of these tricks of the trade.

Tip 3: Send and archive emails at the same time

The secret to a tidy inbox is archiving emails when they’re no longer needed. Gmail gives you the option to reply to an email and archive it in the same step, which means you can get to Inbox Zero faster than ever.

the suite life - send and archive.png

Here’s how: 

  1. In Gmail settings, click the General tab, then click the “Show ‘Send & Archive’” button.

  2. Scroll to the bottom of the page and click Save Changes. Now, when you write an email, you’ll see the “Send & Archive” button at the bottom of the page; clicking on it will complete both actions at the same time.

Tip 4: Create a Google Calendar event in one click

Ever find yourself thinking “I should set up a meeting about this” after reading an email? Schedule it right from Gmail—no need to open Calendar separately.

the suite life create an event in gmail.png

Here’s how to create Calendar events from emails in one single step:

  1. When you’re in an email, navigate to the three dots and click Create Event. This will open a new Calendar tab. The subject of the email becomes the event title, anyone in the “To” or “Cc” line is added as a guest to the event, and the most recent reply to the thread is embedded in the description. 

  2. Click “Save,” and you’re done! 

We’ve got plenty more tips to help you better use G Suite tools like Gmail, Docs, Calendar, and more. Check out all the videos from The Suite Life.

Google helps Switchboard support UK LGBT+ communities

Every February people across the UK celebrate LGBT+ History Month, raising awareness about  LGBT+ communities. Based in London, Switchboard LGBT+ Helpline has supported LGBT+ people since the 1970s, just a few years after the partial decriminalization of homosexuality in the UK. Since then, they’ve witnessed and shaped many more milestones of UK LGBT+ history, helping millions of people. 

As an entirely volunteer-led organization, Switchboard keeps its phone lines open every day from 10 a.m. to 10 p.m. (yes, even during the holidays!), and offers additional support on email and text. Volunteers are there to listen and assist callers, offering a safe space for anyone to discuss what’s on their mind, including sexuality, gender identity, sexual health, and emotional wellbeing. No matter where you are, no matter how you identify, you can call Switchboard and speak openly, in confidence, without any judgment. 

Running an always-on program with more than 200 volunteers on a small budget requires the right tools. Volunteers need to be trained and prepared—calls can be emotionally challenging, and many topics require detailed, in-depth knowledge. For this reason, Switchboard consolidates all their training securely into Google Drive and gives every volunteer access via their own G Suite for Nonprofits account. “As an organization we try to move with the evolving nature of culture, education, and society, and G Suite for Nonprofits has really helped us to do that,'' says Tash Walker, Co-Chair. Watch the video to learn more about Switchboard’s impact and how they use G Suite and other Google for Nonprofits products to offer high quality, reliable services to the LGBT+ community. 

Google helps Switchboard support UK LGBT+ communities

Every February people across the UK celebrate LGBT+ History Month, raising awareness about  LGBT+ communities. Based in London, Switchboard LGBT+ Helpline has supported LGBT+ people since the 1970s, just a few years after the partial decriminalization of homosexuality in the UK. Since then, they’ve witnessed and shaped many more milestones of UK LGBT+ history, helping millions of people. 

As an entirely volunteer-led organization, Switchboard keeps its phone lines open every day from 10 a.m. to 10 p.m. (yes, even during the holidays!), and offers additional support on email and text. Volunteers are there to listen and assist callers, offering a safe space for anyone to discuss what’s on their mind, including sexuality, gender identity, sexual health, and emotional wellbeing. No matter where you are, no matter how you identify, you can call Switchboard and speak openly, in confidence, without any judgment. 

Running an always-on program with more than 200 volunteers on a small budget requires the right tools. Volunteers need to be trained and prepared—calls can be emotionally challenging, and many topics require detailed, in-depth knowledge. For this reason, Switchboard consolidates all their training securely into Google Drive and gives every volunteer access via their own G Suite for Nonprofits account. “As an organization we try to move with the evolving nature of culture, education, and society, and G Suite for Nonprofits has really helped us to do that,'' says Tash Walker, Co-Chair. Watch the video to learn more about Switchboard’s impact and how they use G Suite and other Google for Nonprofits products to offer high quality, reliable services to the LGBT+ community. 

Enroll in the new Advanced Protection Program in an instant

We aim to secure all of our users with simple, powerful and personalized protections. The Advanced Protection Program helps high-risk users—like members of political campaign teams, journalists, activists, executives, employees in regulated industries such as finance or government—shield themselves from targeted, sophisticated attacks on their Google Accounts. We’ve helped protect these types of people for many years: we introduced our government-backed attack warnings in 2012, and from July to September 2019, we sent more than 12,000 warnings to users around the world.

People consistently tell us the Advanced Protection Program has been a leap forward for their security, but we haven’t made it easy enough to enroll. Today, we’re simplifying Advanced Protection while maintaining the same high level of security protections. Now, if you have an Android phone or iPhone, you can sign up and enroll into the program with just a few clicks. Here’s how it works.

Advanced Protection, simplified

Advanced Protection offers added protection from phishing attacks because the program requires exclusive use of security keys. According to a study we released last year, people who exclusively used security keys to sign into their accounts never fell victim to targeted phishing attacks. But, using security keys can be a hurdle for users: they can be costly, and acquiring and keeping track of two extra pieces of hardware is a burden.

Everything becomes much simpler when the things we’re already carrying around—our smartphones—have a built-in security key. That’s been the case on Android since last year, and starting today you can activate a security key on your iPhone as well. Millions of people around the world—many high-risk users among them—use iPhones, and this new capability makes Advanced Protection significantly easier for them. To learn more about using your iPhone’s security key, check out this post on our security blog.
Google's Smart Lock app

Approving the sign-in to a Google Account via Google's Smart Lock app

Getting started with Advanced Protection

You can enroll in Advanced Protection with a few clicks if you have a phone running Android 7+ or iOS 10.0+. 

Advanced Protection enrollment for Android users

Advanced Protection enrollment for Android users

With attacks on the rise, and many major events on the horizon this year like the U.S. elections in November, the Advanced Protection Program offers a simple way to incorporate the strongest account protections that Google offers. Enroll now.

ICYMI: Checking in on G Suite’s newest tools

2020 is just around the corner, and we’re already looking ahead. But before we shift focus to the upcoming year, let’s take a look at what we’ve accomplished together over the last six months in G Suite.

Giving businesses the assist 

In November we hosted Google Cloud Next ‘19 in London, where even more assistive features were introduced in G Suite.

For starters, you’ll start seeing suggestions in Google Docs to help correct grammar faux pas via cutting-edge, neural network technology. We’re also bringing the power of Smart Compose from Gmail over to Docs so you can draft work faster, along with other helpful updates

Integrations between the Google Assistant and G Suite are also now available in beta for businesses to test. These integrations bring you new ways to accomplish more on the go with the Google Assistant when you’re logged into your G Suite account. This includes things like managing your calendar, sending quick messages and joining meetings hands-free. If those features pique your interest, you can learn more about how your company can sign up to try these helpful new additions.


Take-home tip: Did you know that Google Docs, Sheets and Slides have built-in AI to help you do things like search the web and embed imagery in documents, crunch numbers in spreadsheets and more? Learn how to use the “Explore” feature.


Start simple

Access to technology that’s easy to use matters, especially if you run a business—you can’t afford to adopt new systems that create confusion among your employees or that slow work down. We get that, which is why we’ve always been focused on making G Suite tools intuitive to use. 

These past few months, the product and engineering teams worked tirelessly to provide highly requested features in G Suite to make work flow more seamlessly. That list of features includes things like even more accessibility in G Suite as well as security updates including advanced phishing and malware protection, the introduction of Google’s Advanced Protection Program (APP) to protect high-risk users from security attacks (like CEOs), making Titan security keys available to more countries, and more. 

Take-home tip: There’s more material available if you’re  interested in learning more about how to get started in G Suite, including a step-by-step walkthrough for setting up G Suite for your business. Also, our handy ultimate resource guidegives you a sneak peek at some of the often overlooked resources available to you for free! 


Want to keep reading about everything G Suite did this year? There’s plenty more. You can also keep track of the latest on our website. Happy early new year!

One year, three highlights: Google for Nonprofits looks back

Imagine ending homelessness, solving climate change, or guaranteeing a sustainable future for the world. Nonprofits work hard to make these goals a reality. They tackle the most urgent issues facing society, and Google products help make their missions more visible and far-reaching. Let’s look at three ways the nonprofit community thrived in 2019 with the support of Google for Nonprofits and partner teams.

1. Staying in the know

Followers of Google for Nonprofits’ monthly newsletters and livestreams enjoyed a steady stream of news and tips about Google products. They learned how to spread their messages on YouTube, how to make a bigger impact with Google Earth and Maps, and gained insights from Google Analytics. 

Nonprofits also learned from each other. Thrive DC shared their mission to end homelessness in Washington, D.C., and how Google for Nonprofits helped them drastically improve their efficiency and productivity. GoVolunteer described how Google helps them grow and develop inclusion programs for immigrants and refugees in Germany.

Along with hearing these inspiring stories, nonprofits asked questions and supported each other on the newly launched Google for Nonprofits community forum. And they discovered an updated Google for Nonprofits site that’s more useful for everyone, including visitors with accessibility needs.

Thrive DC culinary arts

Thrive DC clients attend Culinary Arts, a program to teach culinary skills and provide new job opportunities to vulnerable populations.

2. Connecting with the community

Sixty-five nonprofits attended a day-long workshop that Google for Nonprofits held at Google’s Community Space in San Francisco. They received training on using YouTube to spread awareness and heard Invisible People speak about building empathy and support for those affected by homelessness.

In April, attendees of Google Cloud Next listened to the Google for Nonprofits team discuss how G Suite empowers nonprofits to collaborate and communicate more effectively. Two nonprofits also shared their experiences and best practices (watch the recording).

3. Putting themselves (and trees) on the map

In 2019, around 2,000 nonprofits across 59 countries used Google Maps Platform credits to raise their profiles and encourage others to join their mission.

Worldwide Opportunities on Organic Farms USA, which helps travelers find and work on organic farms, added Maps to their site so visitors could zoom in on any area in the U.S., see all the available farms and filter their search to narrow in on the right farms for them. After the switch to Google Maps Platform, WWOOF-USA’s page views increased to 8 million and the number of paying members nearly tripled since May 2018. 

EcoFarm Florida

A cow in an WWOOF-USA eco farm.

People also relied on YouTube to get more eyes on fundraising campaigns. In October, YouTube creator Mr. Beast vowed to get 20 million trees planted by the end of the year. The campaign, #TeamTrees, engaged other YouTube creators to promote the effort. More than 200 creators either posted videos about #TeamTrees or promoted it by using YouTube Giving.

We’re looking forward to more partnerships and stories in 2020. To stay up to date on all the latest nonprofit news, you can subscribe to our newsletter and YouTube channel, and join us at the Nonprofit Technology Conference in Maryland this March where we’ll be a platinum sponsor.

One year, three highlights: Google for Nonprofits looks back

Imagine ending homelessness, solving climate change, or guaranteeing a sustainable future for the world. Nonprofits work hard to make these goals a reality. They tackle the most urgent issues facing society, and Google products help make their missions more visible and far-reaching. Let’s look at three ways the nonprofit community thrived in 2019 with the support of Google for Nonprofits and partner teams.

1. Staying in the know

Followers of Google for Nonprofits’ monthly newsletters and livestreams enjoyed a steady stream of news and tips about Google products. They learned how to spread their messages on YouTube, how to make a bigger impact with Google Earth and Maps, and gained insights from Google Analytics. 

Nonprofits also learned from each other. Thrive DC shared their mission to end homelessness in Washington, D.C., and how Google for Nonprofits helped them drastically improve their efficiency and productivity. GoVolunteer described how Google helps them grow and develop inclusion programs for immigrants and refugees in Germany.

Along with hearing these inspiring stories, nonprofits asked questions and supported each other on the newly launched Google for Nonprofits community forum. And they discovered an updated Google for Nonprofits site that’s more useful for everyone, including visitors with accessibility needs.

Thrive DC culinary arts

Thrive DC clients attend Culinary Arts, a program to teach culinary skills and provide new job opportunities to vulnerable populations.

2. Connecting with the community

Sixty-five nonprofits attended a day-long workshop that Google for Nonprofits held at Google’s Community Space in San Francisco. They received training on using YouTube to spread awareness and heard Invisible People speak about building empathy and support for those affected by homelessness.

In April, attendees of Google Cloud Next listened to the Google for Nonprofits team discuss how G Suite empowers nonprofits to collaborate and communicate more effectively. Two nonprofits also shared their experiences and best practices (watch the recording).

3. Putting themselves (and trees) on the map

In 2019, around 2,000 nonprofits across 59 countries used Google Maps Platform credits to raise their profiles and encourage others to join their mission.

Worldwide Opportunities on Organic Farms USA, which helps travelers find and work on organic farms, added Maps to their site so visitors could zoom in on any area in the U.S., see all the available farms and filter their search to narrow in on the right farms for them. After the switch to Google Maps Platform, WWOOF-USA’s page views increased to 8 million and the number of paying members nearly tripled since May 2018. 

EcoFarm Florida

A cow in an WWOOF-USA eco farm.

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People also relied on YouTube to get more eyes on fundraising campaigns. In October, YouTube creator Mr. Beast vowed to get 20 million trees planted by the end of the year. The campaign, #TeamTrees, engaged other YouTube creators to promote the effort. More than 200 creators either posted videos about #TeamTrees or promoted it by using YouTube Giving.

We’re looking forward to more partnerships and stories in 2020. To stay up to date on all the latest nonprofit news, you can subscribe to our newsletter and YouTube channel, and join us at the Nonprofit Technology Conference in Maryland this March where we’ll be a platinum sponsor.

Google Docs unveils one writer’s creative process to the world

When Viviana Rivero set out to write her short story “Just do it!” she decided to experiment with her process. Instead of writing alone and revealing her work to readers later, she invited thousands of people to watch her write—and comment on her writing—in real-time with Google Docs.

More than 10,000 people watched the Argentinian writer’s story come to life in real time as she wrote it. We sat down with Rivero to learn more about how she incorporated technology into her creative process, and how it changed the final product.


Tell us about using Google Docs to publicly write your story.

Believe it or not, this was my first time using Google Docs. First, I created a new document and selected “comment-only” in the share permissions. Next, I hosted a few “live sessions” where I wrote a short story in the document and invited readers  to watch and comment. To my surprise, thousands of people contributed! The short story from this session became a part of a printed book called “Zafiros en la Piel” (“Sapphires on the skin”). The book’s back cover even has a QR code that takes the reader to the story on Google Docs, bringing these worlds together. 


What was it like to write in front of other people?

It was a challenging thing to do. Usually, when a writer creates a story, they don’t find out what the reader thinks until afterward, and even then, there’s no way of gauging how people react the moment they read the words. It was different and exciting because it allowed me to see their reactions as they had them.


Did  your story change as a result of readers’ comments?

Yes! There’s a character in the story who talks with his dog. People fell in love with the dog—they wrote so many comments about it. I decided to make the dog more important to the story and gave him and his owner more dialogue.


Did using Google Docs affect your creative process?

Reading and writing can be lonely activities. While my creative process wasn’t necessarily altered (I already had the general idea for the story), the way in which we experienced the story changed. Docs helped bring the writer and reader together. These two things that are usually done in isolation were shared. It made the process much more enriching.

It also meant I showed everything that happens behind the scenes. For example, I don’t use punctuation when I write at first, just to make it faster. I typically put accents, periods and commas in after the story is written. At first I felt vulnerable because I didn’t want people to see unpolished work, but in the end, I think the readers appreciated seeing how a writer works. 


Were there any interesting results from the experiment?

I was surprised by the amount of new readers who participated. I expected many people to be fans already, but there were many new readers who joined the live sessions by chance. Since writing the story, we’ve seen a 170 percent increase in sales of the paper book. It was also awarded a Bronze Lion at the Cannes Lions Film Festival. 


Do you suggest other authors try using Google Docs and inviting readers to watch their process?

Many of my writer friends ask what it was like to write in front of thousands of people, something not many of them would dare to do. I tell them: Stories are something that will never die, and the way we tell them will continue to evolve. Before paper existed, people shared stories with their voices. And even if paper ceases to exist, the storyteller will remain, because people love stories. 

Being able to interact with readers so closely motivated me; I hope to be able to do it again someday.

International Volunteer Day: a spotlight on GoVolunteer

In 2015, more than 1 million people sought asylum in Germany. Faced with this overwhelming humanitarian crisis, many Germans wanted to help but didn’t know how. Inspired by his fellow citizens’ willingness to lend a hand, Malte Bedürftig founded GoVolunteer, an online platform connecting people and corporations to volunteering opportunities and social initiatives. After GoVolunteer joined the Google for Nonprofits program, they gained more online visibility through Ad Grants and more team structure and efficiency through G Suite for Nonprofits. 

“We were a group of people who wanted to help others, inspired by the dream of changing things,” says Malte. Since then, Malte and his friends have built GoVolunteer into a full-fledged nonprofit, connecting 250,000 people to more than 3,500 volunteer opportunities in 250 cities across Germany. 

Today, in honor of the UN’s International Volunteer Day, we’re recognizing GoVolunteer and everyone else who makes time to help others. Watch the video to learn more about GoVolunteer’s journey and how Google for Nonprofits has supported their growth.

Share your own volunteer story with #IVD2019 and #InternationalVolunteerDay.

International Volunteer Day: a spotlight on GoVolunteer

In 2015, more than 1 million people sought asylum in Germany. Faced with this overwhelming humanitarian crisis, many Germans wanted to help but didn’t know how. Inspired by his fellow citizens’ willingness to lend a hand, Malte Bedürftig founded GoVolunteer, an online platform connecting people and corporations to volunteering opportunities and social initiatives. After GoVolunteer joined the Google for Nonprofits program, they gained more online visibility through Ad Grants and more team structure and efficiency through G Suite for Nonprofits. 

“We were a group of people who wanted to help others, inspired by the dream of changing things,” says Malte. Since then, Malte and his friends have built GoVolunteer into a full-fledged nonprofit, connecting 250,000 people to more than 3,500 volunteer opportunities in 250 cities across Germany. 

Today, in honor of the UN’s International Volunteer Day, we’re recognizing GoVolunteer and everyone else who makes time to help others. Watch the video to learn more about GoVolunteer’s journey and how Google for Nonprofits has supported their growth.

Share your own volunteer story with #IVD2019 and #InternationalVolunteerDay.