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Home English ArticlesDigital/Tech Create and Manage Business Documents using G Suite

Create and Manage Business Documents using G Suite

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Create and Manage Business Documents using G Suite

Create and Manage Business Documents using G Suite

G Suite is a collection of business, productivity, collaboration, and education software developed and powered by Google. The primary G Suite tools include Gmail, Drive, Docs, Sheets, Slides, Forms, Calendar, Google+, Sites, Hangouts, and Keep. One of the biggest benefits of G Suite for business is it’s hosting service for your business email accounts through the Gmail app. Whether you need a business email account for your small business of just you or a few people, or you need business email hosting for 300+ people, G Suite for business has you covered.

The Basic plan includes all of G Suite regular apps plus added features for business uses. In addition to secure chat for everyone in your company through Gmail, you will have Hangouts for video and voice conferencing, shared calendars in the Calendar app, shared documents, spreadsheets, and presentations in Drive, plus 30GB of cloud storage. The Business plan (the premium version), gives you all of the aforementioned apps, plus additional features and unlimited cloud storage.

Google’s G Suite is called a cloud productivity suite. Let’s break down what this means in a sequence.

Cloud: G Suite is a collection of cloud-based apps that you can use via a web browser or an app, making it very easy to access.

Productivity: Apps inside G Suite are aimed towards making teams more collaborative. To achieve that goal, it offers features like professional email addresses, multiple calendars, and tight integration between the apps.

Suite: In G Suite, you’ll find a whole suite of tools, bundled together in a cohesive package that’s easy to work with. The collection is intended to address common business needs; it includes an email inbox, a calendar, cloud storage, various document apps, and more.

One of the biggest advantages that G Suite offers is the integration of G Suite apps with each other.

For example, if you are a G Suite user, you can easily create a document in Google Docs that will be stored in Google Drive, and send it as a link or an attachment in Gmail. Once everyone has the document, you can start a Hangouts call and take meeting notes with Google Keep.

 

The Value of G Suite for Businesses

In order to explain the facilities that G Suite and its apps can provide for your business, it’s best if we look at G Suite the way Google wants us to look at it.

Google has divided G Suite apps into four categories.

Connect: Every business needs a set of communication tools that facilitate collaboration between employees. The apps within the Connect category are meant for this purpose.

Create: Companies need to generate documents, create presentations, and store business records in spreadsheets. This category of Google Apps lets you do exactly that.

Access: You don’t want your company’s important information to get lost, removed, or leaked. The apps in the access category are meant to prevent this from happening.

Control: People collaborate on projects, sharing sensitive data and access to critical information. This category of apps lets you monitor exactly what’s going on in your company.

 

G Suite Streamlines Business Communications

The five main apps G Suite gives you to help facilitate business communications are:

  • Gmail
  • Calendar
  • Currents
  • Hangouts Chat
  • Hangouts Meet

G Suite Streamlines Business Communications

Gmail:

Gmail is the G Suite email software. It was released in 2004 and now has over 1 billion users worldwide.

With a G Suite plan, businesses enjoy 30GB of storage space, custom company email addresses ([email protected]), unlimited Google Group email addresses, 24/7 phone and email support, and compatible add-ons available through the G Suite Marketplace.

Gmail is the world’s most popular email among individuals and businesses, with over a billion users worldwide. With G Suite for business, you and all of your employees can have personalized emails that use the name of your company ([email protected]) as the domain. This is an invaluable benefit for your small business to have custom emails on the world’s most powerful email hosting service. 

Calendar:

Google Calendar is the G Suite online calendar. It was launched in 2006 and integrates with Gmail to manage schedules, appointments, meetings, and tasks (via Google Tasks).

With a G Suite plan, businesses enjoy smart scheduling (where employees can see open windows of time on coworkers’ calendars), calendars for Google Groups, calendars for meeting rooms and shared resources, public calendars so customers can view company events, and easy migration from external calendars (e.g. iCal, Outlook, or Exchange).

Google Calendar is the native calendar app in Google for business and is directly connected to Gmail. This makes it incredibly easy to schedule both internal and client calls and meetings, as well as keep you more organized overall. With G Suite for business, you can create multiple calendars, so you can share specific calendars among all employees or with specific team members. This makes it easy to stay connected and on the same page about schedules with the people you work closest with.

Currents: 

This app is available only in the business version of G Suite.  Google Currents is G Suite’s real-time communication tool. Think Slack but with some significant differences. It’s more of a social network platform that your company’s employees can interact on. Currents lets people share ideas with colleagues, take part in discussions, and create posts with rich content that anyone in the company can see. 

A benefit of Currents is how well it integrates with other G Suite apps. For example, Currents works with Google Drive to make it easier to share files with coworkers as part of an ongoing discussion.

Hangouts Chat: 

A messaging platform built for teams. Hangouts Chat makes it easy for teams to be able to get their work done in one place. From direct messages to group conversations, Chat helps teams collaborate easily and efficiently. With dedicated, virtual rooms to house projects over time — plus threaded conversations — Chat makes it simple to track progress and follow up tasks. Chat currently supports 28 languages and each room can support up to 8,000 members.

Deeply integrated with G Suite – Hangouts Chat is offered to G Suite customers at no additional cost. Upload items from Drive, collaborate on Docs, Sheets, or Slides, join online meetings with Hangouts Meet, or use Google’s powerful search to look up room members, past conversations, and shared files. Drive bot lets you know when files are shared with you, comments are made, or when people request access to your docs. And Meet bot integrates directly with Calendar to schedule meetings for you.

Hangouts Meet: 

Two are enterprise-level apps (Hangouts Chat & Hangouts Meet) that Google has created so that team members can easily talk to each other, or communicate over a video call.

You’ll find that these apps are fully integrated with services like Gmail, Currents, and more, which is very useful. Let’s say, you create a document in Google Docs and share it with your boss via Gmail. To explain the contents, with one click from inside Gmail, you can start a Hangouts Meet video call. If you are looking for video conferencing, please liaise with TS Cloud for their Video Conferencing solution.

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