The Ultimate Guide to G Suite – Zapier

 

 

The Ultimate Guide to G Suite

Everything you need to set up and administer Google’s
apps for your business

The Zapier Team

This book is for sale at http://leanpub.com/g-suite

This version was published on 2017-05-18

This is a Leanpub book. Leanpub empowers authors and publishers with the Lean
Publishing process. Lean Publishing is the act of publishing an in-progress ebook using
lightweight tools and many iterations to get reader feedback, pivot until you have the right
book and build traction once you do.

© 2017 The Zapier Team

Contents

What Others Say About Zapier’s Books .

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Chapter 1: An Intro to G Suite .
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The Google Apps
Get the Office Suite of the Future, Today .

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Chapter 2: Set Up Your G Suite Team Account .
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What Is G Suite? .
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Set Up Your G Suite Account .
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Manage Your New G Suite Account
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Work Together as a Team in G Suite .

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Chapter 3: Import Your Team’s Data Into G Suite .
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Migrate Your Whole Team to G Suite (Admin)
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Export All Your Google Apps Data (Anyone)
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Import Your Gmail Emails
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Import Your Google Contacts .
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Import Your Google Calendars .
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Import Your Google Drive files .
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Automatically Back Up Your Google Data .

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Chapter 4: Customize G Suite and Share Everything With Your Team .
Add a Custom Footer for Your Team’s Gmail Accounts (Admins)
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Email Everyone in Your Team at Once With Google Groups (Admins & Users) .
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Share Google Contacts with Your Entire Team .
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Share Company Events with Google Calendar (Anyone) .
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Share Google Drive Folders with the Whole Company (Anyone)
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Create Consistent Documents with Company-wide Docs Templates (Anyone)
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Help Your Team Work Better Together in G Suite .

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CONTENTS

Chapter 5: Build a Team Intranet in Google Sites .
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What Is Google Sites? .
Build Your First Google Sites Website .
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Publish and Share Your Google Site .

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Chapter 6: Find Files, Emails, Contact Info, and More in G Suite .
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Automatically Find Info with Google Cloud Search .
Find Any File with Google Drive Advanced Search .
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Use Zapier to Find Google Drive Files from Anywhere .

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Chapter 7: G Suite Resources .

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The G Suite Learning Center .
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Get Certified as a G Suite Admin .
Automate G Suite .
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Sign Into All Your Google Accounts Together .
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Find Insights from Your Google Files .
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Keep Your Google Drive Organized .
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Back up All Your Files .
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Learn Everything about Google Sheets .
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Learn how to Build an Online Store .

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CONTENTS

1

Your business needs professional email, with your .com at the end of your addresses. That
doesn’t mean you need to run a server or hire an IT team to manage your email.

All you need is a G Suite account, which for $5/month per user will give you the business
versions of Gmail, Google Docs, Google Drive, and every other app in the Google suite. It’s
the tools you already know and love, with extra features for your business to manage team
accounts together.

In just under an hour, this book will teach you everything you need to set up and manage
your company’s new G Suite account. Read it, set up your account at the same time, and
tomorrow your team will have shiny new G Suite accounts to keep all of your company’s
work in one place.

What Others Say About Zapier’s Books

• “Simple and Clear.” (cid:24)Sami Al-Maqtari on Zapier’s An Introduction to APIs
• ”…a tremendous amount of quality information in this book” (cid:24)Steve Pickering on

Zapier’s Ultimate Guide to Email Marketing Apps

• “This is an amazing little book… that keeps you from reinventing the wheel.” (cid:24)Tyler

Forge on Zapier’s Ultimate Guide to Project Management

Written by Zapier senior writer and editor Matthew Guay

Chapter 1: An Intro to G Suite

When Google first released their email app, Gmail, on April Fool’s Day 2004, it hardly looked
like the email app that could displace Microsoft Exchange’s rule of the business email market.
It was innovative, sure, with an at-the-time generous 1GB of storage, and its label-based mail
organization and fast search still set it apart from other email services. But it was primarily
a competitor for Hotmail and other personal email services.

Piece by piece, though, Google built an enterprise-ready suite. Microsoft built the original
office suite, but it took Google to take it beyond desktops and into the cloud. The following
year, it acquired Writely, a simple online writing app which became Google Docs. Other apps
soon followed, bundled together into what was then called Google Apps for Your Domain,
later simplified to Google Apps for Business before its recent rebranding as G Suite.

G Suite ties all of Google’s apps together into the original online office suite. Odds are, you
already use some of Google’s apps every day. Perhaps your personal email is on Gmail,
or your photos might be backed up to Google Drive. Maybe you already collaborate with
colleagues in Google Docs and Sheets.

The next best thing is to bring that to your business. Instead of buying Microsoft Office

Chapter 1: An Intro to G Suite

3

or another suite of office tools, from $5/month you can get those same apps along with
management features and custom branding for your team, on your own domain. You’ll get
the same great features your team is already used to using in their personal lives, ready to
make your team more productive at work.

The Google Apps

Email. Contacts. Calendars. Those three apps form the core email suite trio—they’re the three
apps you should expect to get with any new email account, the minimum you should want
for your team.

Documents, spreadsheets, presentations, and notes—they’re the files that make work work,
that showcase your new project and last quarter’s performance and your ideas for the future.
They’re such a crucial part of computing, it’s hard to imagine a computer today without an
office suite.

The best option in the past was to run Microsoft Exchange or another email service on your
company’s email server for the first three, then buy a copy of Microsoft Office for each of
your team’s computers for the latter three apps. Google’s G Suite offers a simpler option,
with one online account that gives you all 6 apps in your teams’ browsers. There’s nothing
to install, and in an hour or so, you can set up the entire set of software for your team.

Chapter 1: An Intro to G Suite

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G Suite’s individual apps are great on their own, modern tools with everything you need to
make documents, spreadsheets, and presentations. The individual features aren’t the main
reason to use them, though.

What makes G Suite great is how it’s built for collaboration. You can share your files with
anyone—even publicly on the web if you like—and let them all jump in and help craft a
masterpiece. You can live-edit with others at the same time, or leave comments that Google
will email for feedback later (even directly from the inbox—just reply to the email to reply
to the document comment).

And since G Suite lives in the browser, it works anywhere, anytime. It can even work while
you sleep. Add a Google Form to your Google Sheets spreadsheet and new answers will
show up in your sheet automatically, ready the next time you log in. Add some add-ons and
integrations to your G Suite account, and your Sheets can crunch numbers on their own.

It’s simpler to set up, simpler to administrate, with modern new tools that will help your
team work together more efficiently. Here’s what you’ll get with that one account:

for email

Gmail

The email app you know and love, Gmail is the perfect tool to handle your company’s
communications. With G Suite, you’ll get all of Gmail’s features on your own domain, with