Google Workspace Glossary

Google Workspace How-To Glossary

To get started learning Google Workspace, see the full documentation on the support site:
https://support.google.com/a/users/answer/9389764

Gmail

Basic Functions

  • Compose new email: Click the “Compose” button in the top-left corner
  • Reply to email: Click the reply arrow at the bottom of an email
  • Forward email: Click the forward arrow at the bottom of an email
  • Add attachments: Click the paperclip icon in the compose window

Advanced Features

  • Create labels: Settings > Labels > Create new label
  • Set up filters: Settings > Filters and Blocked Addresses > Create new filter
  • Enable vacation responder: Settings > General > Vacation responder
  • Schedule emails: Click the arrow next to “Send” and select “Schedule send”

Organization

  • Create folders: Use labels to organize emails (Gmail uses labels instead of folders)
  • Archive emails: Click the archive icon to remove emails from inbox while keeping them searchable
  • Star important messages: Click the star icon next to any email

Google Drive

File Management

  • Upload files: Click the “+” button > File upload
  • Create new document: Click the “+” button > Google Docs/Sheets/Slides
  • Share files: Right-click file > Share or click share button while in document
  • Organize files: Create folders by clicking “+” button > New folder

Collaboration

  • Share with specific people: Enter email addresses in share menu
  • Set permissions: Choose between Viewer, Commenter, or Editor
  • Get shareable link: Click “Share” > Copy link
  • Add comments: Select text > Click comment icon or press Ctrl+Alt+M

Storage

  • Check storage space: Click on “Storage” in left sidebar
  • Buy more storage: Settings > Get more storage
  • Free up space: Sort by size and remove large files

Google Calendar

Basic Functions

  • Create event: Click “+” button or click on time slot
  • Set recurring events: Create event > “Does not repeat” dropdown > Custom
  • Add guests: Enter email addresses in “Add guests” field
  • Set reminders: Edit event > Add notification

Calendar Management

  • Share calendar: Calendar settings > Share with specific people
  • Add calendar: “+” next to “Other calendars”
  • Create additional calendar: “+” next to “My calendars”
  • Import calendar: Settings > Import & Export

Google Meet

Meeting Management

  • Start instant meeting: Click “New meeting” in Meet
  • Schedule meeting: Create event in Calendar with Meet link
  • Join meeting: Enter meeting code or click link
  • Add participants: Share meeting link or add to calendar invite

During Meetings

  • Mute/unmute: Click microphone icon
  • Turn camera on/off: Click camera icon
  • Share screen: Click “Present now”
  • Chat with participants: Click chat icon

Google Workspace Administration

User Management

Add Users

  1. Access Admin console
  2. Go to Users
  3. Click “Add new user”
  4. Fill in required information
  5. Set password options
  6. Assign to organizational unit (if applicable)

Manage Users

  • Reset passwords: Select user > Reset password
  • Suspend users: Select user > More > Suspend
  • Delete users: Select user > More > Delete
  • Transfer user data: Users > More > Transfer data

Security

Basic Security Settings

  • 2-Step Verification: Security > 2-Step Verification
  • Password requirements: Security > Password management
  • Security alerts: Security > Alert center

Advanced Security

  • SSO setup: Security > Authentication
  • API access: Security > API controls
  • Device management: Devices > Mobile & endpoints

Organization Management

Organizational Units

  • Create units: Directory > Organizational units > Add
  • Move users: Select users > Change organizational unit
  • Set policies: Select unit > Configure services

Domain Management

  • Add domains: Domains > Add domain
  • Verify domains: Follow verification process
  • Set primary domain: Select domain > Make primary

Apps and Services

Manage Services

  • Enable/disable services: Apps > Google Workspace > Service status
  • Configure settings: Apps > Google Workspace > Service settings
  • Add third-party apps: Apps > Marketplace apps

License Management

  • Assign licenses: Billing > Subscriptions
  • View usage: Reports > License usage
  • Upgrade subscriptions: Billing > Subscriptions > Upgrade

Tips and Best Practices

Security

  • Regularly review security settings
  • Enable 2-Step Verification for all users
  • Set strong password requirements
  • Monitor security alerts

Organization

  • Use organizational units effectively
  • Implement consistent naming conventions
  • Regular backup of important data
  • Document custom configurations

User Training

  • Provide initial training for new users
  • Create internal documentation
  • Regular updates on new features
  • Establish support channels
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