Lesser-Known Features in Google Workspace
You probably live in Google Workspace - drafting emails in Gmail, collaborating in
Docs, meeting in Meet, and organizing files in Drive. But are you tapping into its
full potential? Beyond the everyday tools lie a wealth of clever features, recent
additions, and handy shortcuts that many users overlook.
Let's dive into some of the lesser-known Google Workspace gems you should
start using today!
1. Gmail's Confidential Mode
What it is: Gmail confidential mode allows you to send emails with certain controls which stop recipients from downloading, forwarding, copying, or printing what you have sent. You can set expiration dates for sensitive emails, and revoke access to the message at any time.Why use it: This feature is particularly useful for sending sensitive information, such as contracts, personal information, or proprietary data. For instance, HR departments can use Confidential Mode to send job offer letters that contain private information.
2. Instant Audio Chats with Chat "Huddles"
What it is:Need a quick chat without scheduling a full video meeting? Google Chat now offers "Huddles" – instant, audio-first meetings powered by Meet.Why use it:Perfect for quick sync-ups, brainstorming, or resolving an issue without the formality (or video feed) of a standard Meet call. Just click the Huddle icon in a Chat conversation!
3. Get E-Signatures Directly in Drive
What it is:No need for third-party tools for simple agreements! You can now request and add legally binding e-signatures to PDF documents stored directly in Google Drive.Why use it:: Streamlines simple approval workflows for contracts, NDAs, or internal sign-offs without ever leaving your Drive environment.
4. The Magic ".new" Shortcuts (Browser)
What it is:A classic, but surprisingly unknown trick! Type docs.new, sheets.new, slides.new, forms.new, or meet.new directly into your browser's address bar.Why use it:Instantly create a brand-new Google Doc, Sheet, Slide, Form, or Meet session in a new tab, bypassing the need to navigate through Google Drive. It's the ultimate time-saver!
5. . AI That Takes Notes and Finds Next Steps (Meet)
What it is: AI-powered "Take notes for me" feature in Meet (requires Gemini add-on) doesn't just transcribe; it now intelligently identifies and suggests potential "next steps" or action items discussed during the call.Why use it:Reduces manual effort in summarizing meetings and helps ensure key action items aren't forgotten.
6. Generate Images Without Leaving Your Doc (Docs)
What it is:Need a custom illustration or graphic for your document? With the Gemini for Workspace add-on, you can generate images directly within Google Docs using simple text prompts.Why use it:Saves time searching for stock photos or switching to separate image creation tools, keeping your creative workflow contained within Docs.
7. Supercharge Scheduling with Advanced Appointment Slots (Calendar)
What it is:Google Calendar's appointment scheduling goes beyond basic availability. Set custom recurrences (like every two weeks), invite guests directly to specific slots, add multiple co-hosts (up to 20!), and even manage schedules on secondary calendars.Why use it:Offers much more flexibility and control for client bookings, office hours, interviews, or any scenario where you need others to book time with you efficiently.
8. Google Drive's File Version History
What it is: Google Drive automatically saves versions of your files, allowing you to view and restore previous versions. This feature is available for all file types stored in Google Drive, not just Google Docs, Sheets, and Slides.Why use it:This is invaluable for collaborative projects where multiple people edit the same file. If a mistake is made or important information is accidentally deleted, users can easily revert to a previous version. Legal and compliance teams can also use version history to track changes to critical documents.