Don't Be Confused By G Suite, Read These Tips
You grew up with Microsoft products and suddenly find yourself in a G Suite organization. There are a myriad of reasons why this may have happened, but what you need to know, and know now, are what are the best strategies for organizing your fork in G Suite.
There are a few key tips that will keep you happy with the collaboration software, and that will make you popular amongst other G Suite newbies. Sound good? Great! Let’s dive in.
Teaser: If you are not in a G Suite organization, but want to be, I have a special treat for you at the end of this article. 🎉
(1) Turn Off Notifications
One of the strongest features of Google docs is how easy it is to collaborate. Working in a copywriting intensive role, I am constantly getting a second and third set of eyes on my work. I give editors a link so they can comment. But then neither I nor them want to receive an email every time a comment is resolved. This is where comment notifications comes in so handy! For any document where you want to modify notifications, click on the comments bubble, then select notifications. This is where you will be able to control how often you receive comments for this document.
(2) Copying Drive Folders
When sharing a lot of information with someone, it may make sense to give them the link to view or edit and entire folder. However, keep in mind that there are only two options for sharing folders: (1) view only or (2) organize, add, and edit.
This is really an all or nothing approach. If you want to collaborate with someone on a folder, you also run the risk of them kicking you out of the folder, or changing the content of the folder.
You may want a third alternative, which is creating a copy of the folder so you can preserve your original content. This is where the Chrome add-on Copy Folder comes in useful.
You can easily make a copy for others to view and edit what is in your folder, and for you to still preserve the integrity of your original content.
(3) TOC Doc
You may have noticed that individual Google Docs have more sharing permissions than Google Drive Folders. This is why you may want to consider having a doc to act as a table of contents for sharing information.
This will have you more options to give your collaborators to view, comment, edit, or copy the documents you are sharing. You can also direct your collaborators to save the TOC doc in their drive, or to bookmark it. In my organization, my team uses Slack, and we pinned our department TOC to our private Slack channel.
(4) Forcing A Copy
In the previous two paragraphs, I mentioned copying folders and sharing docs. But what if you want to push a copy of a doc to someone?
This is super easy! Look at the URL of the doc and erase the word “edit” and everything after it, and instead write the word copy. Then share that URL with your collaborators, and they will be forced to make a copy of your doc. This will preserve the integrity of your original and allow them to use your doc as a template.
(5) Create Bookable Appointments
If you are like nearly every other working professional, you are tied to your calendar, and often times you need to communicate your availability to others based around what is on your Google calendar. This is why appointment slots are so useful. When you go to create an event, you also have the option to schedule an appointment slot. This will lead you to getting a link that you can share with others to book time to meet with you.
Summing It Up
Finding yourself working in a Google organization means that your ability to collaborate will be boundless. With the simple tips addressed in this article, sharing and collaboration just got a whole lot easier. If (for some reason) you don’t use G Suite in your organization, try it out at this link and get a special 20% off 🎉offer for either the basic or business plan. It’s a pretty sweet deal to get going with the amazing G Suite.