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10 Google Apps Tips to Spring Forward Your Productivity

4 minute read

General Google Apps Green1

Spring is here. The perfect time for spring cleaning, and of course, brushing up on some Google Apps knowledge. Your Google Apps data is important to you, so it’s in your best interest to understand the ins and outs of how Google Apps works. We’ve put together some great tips to kick off Spring 2016 productively.

1. The Setup Wizard is your friend: You don’t have to do it alone.

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If you’re new to Google Apps, you don’t have to figure it out on your own. The Google Setup Wizard will take you through the basics of integration.

2. Customization is key

Many users operate generic out-of-the-box Google Apps. However, Google has made customization painless so there is no reason you shouldn’t adapt your implementation to fit your specific needs. Countless apps and add-ons can be found at the Google Apps Marketplace. Administrators have long had access to the Google Apps Marketplace, but now end users can install some amazing third party tools on their own. While these tools can bring vital features to end users, administrators still need to be aware of what can be accessed and how to manage that access. The amount of customization only continues! Learn how to you can manage user access to the Google Apps Marketplace.

3. Keep your app data secure

While Google secures your company’s data, you still need to choose the right privacy and security settings for your needs. Review your settings to ensure your data stays secure. Some simple steps include monitoring your Chrome extensions and reviewing your Devices and Activity report. There can be a lot of questions regarding security when it comes to cloud IT and Google Apps. Here are 12 answers to your cloud IT and Google Apps security questions.

4. Back up your data

While Google Apps provides protection and recovery options, your data may still be at risk because of threats like accidental deletion, malware, or service interruptions. Whether your account is used for business data or for your personal files, you don’t want to lose that data. There are several methods you can take to back up your data. For easy recovery of files, it’s important to remember to archive, and not delete. If you want to store another copy of your Gmail data, here’s how to do it.

5. Manage your Google Apps like a pro

Thanks to features like the Control Panel, Device management and Reports, you can cover all your bases and stay in the know when it comes to your Google App data. If you’re an IT administrator, did you know that you can even manage your Google Apps Directory in bulk?

6. Go mobile and be secure

Through mobile apps for Android and iOS, you can access your Google Apps on-the-go. With the majority of Google Apps available on your mobile device, working on-the-go has never been easier. Being on more than one device can be a concern for some, but two-step verification can wipe those worries away. You can apply this important security measure anytime you log into a new device.

7. Don’t email a copy, share it


Google Drive doesn’t just make it possible for you to access the same, always up-to-date version of your files on any computer—you can give the same access to anyone else, too. Put more simply, you don’t have to email a copy of your latest Word doc, Excel spreadsheet or PowerPoint deck to a coworker, let them edit it, then send you back their version. Instead, you can simply share your files with Google Drive. The world of collaboration on Google Drive is vast and makes your work easier and more easily accessible. Plus, you can easily view what new changes have occurred with the click of a button.

8. Work offline

Contrary to what you may have heard, it’s possible to use Google Drive without an internet connection. In fact, there are several tools your can use offline. Either with the Google Chrome web browser or the Google Drive desktop app, whatever version of your Google Drive files was current when your device lost web access are still available, even offline. You can view any of your files offline, and edit any Google Docs, Sheets or Slides even without a web connection. When you finally regain internet access, your changes will simply resync with the “official” copy of your Google Drive data on the web.

9. Stuck? Head to the Google Apps Help Center

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The Google Help Center offers support for everything from the basics, billing, security and privacy, and more. If you can’t find what you’re looking for, contact Google Apps support.

10. Stay informed with some great Google resources

For even more tips and help, there are various resources you can turn to. Join the Google Enterprise Community on LinkedIn, monitor the Google Blog, the Gmail Blog, Google Apps Updates, and the WhatsNew Calendar. When it comes to Google Apps, the world is your oyster. Don’t limit yourself to Gmail alone. There are many more apps to learn about in the Google ecosystem.

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