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This week, the Google Workspace Community came together for a resource guide walkthrough to help kickstart and accelerate your Google Workspace Admin journey.
In this post, we’ll outline all the resources we discussed during the event, including the session recording, and written answers to your questions. ⭐ Tip: Bookmark this page so you can refer back to these resources at any time.
For any additional questions, please feel free to leave a comment below and someone from the Community will help you out. Okay, let’s dive in!
Session recording
First things first, here’s a link to the complete session recording. ⭐Tip: refer to the chapter links in the YouTube description to jump to the topics that you’re most interested in.
Resource roundup
Now, here's a comprehensive breakdown of the Google Workspace resources mentioned during the session.
Central location to access pricing information, the Admin Console, competitive differentiators, FAQs, how to sign up for the Google Workspace newsletter, and more.
Google Workspace Admin Help Center
Resource repository for Google Workspace Admins on getting started, setting up services like Gmail, Calendar, Drive, etc., managing billing and subscriptions, and more.
Google Workspace Support Community
Use the forum to ask questions on topics such as account setup, access, and recovery, the Admin Console, billing, troubleshooting, and more. Find and receive answers from your peers, product experts, and Googlers.
Google Workspace for Admins Community
The Google Workspace Community is home to thousands of active Google Workspace users and Googlers. Here you can:
- Ask questions and find answers in the Q&A forum
- Build connections during live events
- Share ideas and influence product roadmaps in the Feature Ideas Exchange
- Boost your professional reputation by sharing knowledge, earning badges, and making your way up the Leaderboard
Google Workspace End User Learning Center
Resource repository for Google Workspace end users with information on getting started with Workspace, switching from Microsoft, learning by product, role, and industry, optimizing productivity, and more.
Google Workspace End User Learning Path
No cost learning path guiding end users through a curated collection of on-demand courses that provide you with real-world, hands-on experience with Google Workspace to secure, share, and collaborate, and to customize your workflows to meet your work style.
Google Workspace Admin videos and webinars
See how-to videos and tutorials designed to help admins make the most of Google Workspace. Here, you’ll also find the Meet the Expert webinar series on-demand, covering key topics such as setting up an account, understanding billing and subscriptions, managing users, etc.
Use the change management resources and technical transition guides to set your organization up for long-term success with Google Workspace.
See how customers from small business to Fortune 500 corporations are using Google Workspace to work better together. Filter by industry for quick and easy searchability.
Blogs
- The Keyword: Official blog for all Google categories, including Google Cloud. See company-wide news including international updates, “inside Google” info, new initiatives, and thought leadership.
- Google Cloud Blog: Official blog for all Google Cloud products, solutions, and topics, including Google Workspace. See all the latest from Google Workspace products and services including new features, customer success stories, and tips and tricks.
- Google Workspace Developers Blog (see more for Google Workspace Developers further below): See the latest announcements, events, resources, and inspiration specifically for Google Workspace Developers.
Product updates
- Google Workspace Updates: Essential information about new features and improvements for Google Workspace customers including what’s changing, who’s impacted, why you’d used it, and more. Filter by product, date, and subscribe via email.
- Google Workspace Release Calendar: Track Google Workspace launch announcements and rollout dates, and access related assets and resources to manage change in your organization.
Google Workspace for Developers
- Documentation: Essential resources and information for Google Workspace Developers including how to configure APIs, set up authentication, manage deployments, and more.
- Developer Newsletter: Subscribe to an emailed summary of the latest updates for Google Workspace developers. Includes new features, upcoming events, and more.
- Google Workspace Developers Blog: See the latest announcements, events, resources, and inspiration specifically for Google Workspace Developers.
Official merch store with a range of items for you, your team, family, friends, and even your pets (we see you Dooglers!), including apparel, office and school supplies, fun and games, and more.
Social media
Stay up-to-date and engage with the Google Workspace community on social media. Follow for fun updates, tips and tricks, use case examples, helpful videos, and more.
- Twitter - Google Workspace
- Twitter - Workspace Support
- Twitter - Workspace Developers
- YouTube
Google Workspace Admin FAQs
Below are answers to customer questions asked before and during the live event. If you have any questions that are not addressed here, please refer to the resources above or add a comment below and someone from the Community will help you out!
Storage and shared drives
1. In an Enterprise Plus account with 5TB and a shared drive limit of 400,000 items, are the shared drives included in the 5TB space?
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- The storage limit of a shared drive is met at 400,000 items, not a specific GB limit. Shared drives count towards your organization’s overall pooled storage. See What counts towards storage for more information.
- For additional details on shared drive management, see Manage shared drive users and activity.
- To find out how much storage your organization is using, see How do I know how much storage is being used in my organization?
- If you’re nearing or exceeding your storage limit, you can upgrade your edition or buy licenses for employees who don't have them yet to increase your organization’s pooled storage limit. For more information, see Options to get more storage.
- Additional resources include:
Collaboration and user management
2. How can I set up a group email for our office admin?
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- Learn how to give a group an additional “alias” email address for sending and receiving emails here.
- Also, group owners and managers can make any of their groups a Collaborative Inbox, where group members can take and assign conversations and perform other collaboration tasks. Learn more here.
3. How do I allow a user to make changes, edit, or add new events into the calendar? I tried to share the calendar but it appears the only option for the user is to read - not edit or add events.
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- You can let your guests edit event details, such as adding rooms, adjusting the time, or adding attachments. On your computer, open Google Calendar. > Click an event and then Edit event. > At the right, under “Guests can,” check “Modify event.” > Click Save. Note: When you check “Guests can modify event,” they can edit all fields, view the guest list, book rooms, and manage the event as you can.
- See here for more information on sharing calendars and managing permissions, and here for creating a team calendar. Tip: If your account is managed through work or school, your account’s admin may have limited or turned off sharing outside of the organization. To learn more, contact your admin.
Enablement and training
4. What resources are available for organizations just starting out with Google Workspace with limited technical knowledge? Are there any resources specific to nonprofits?
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- The quick start guides in the Google Workspace Admin Help Center are a great place to start for admins. There are specific guides for all types of organizations, from one-person businesses to enterprises, and nonprofits.
- Also, the Google Workspace End User Learning Center is a central location to educate and enable your end users with information on getting started with Workspace, learning by product, role, and industry, optimizing productivity, and more.
5. How can I best prepare for the Google Workspace examination?
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- Check out our Guide to Preparing for the Professional Google Workspace Administrator Certification, which includes a session overview/recording, information about the exam, recommended steps to prepare, and FAQs.
- Review the certification homepage, including links to the exam guide and sample questions.
- Go through the Google Workspace Administrator Learning path, including hands-on labs, courses, and quests to get you ready for the exam.
6. How can I provide streamlined training to a group of 15 users for a team that is just starting with Google Workspace? They have been formed in a Google Group already. I need to help them use their Google Group to collaborate and share documents.
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- Here, you can find information and resources on all things Google Groups, including sharing Docs, Sheets, Slides, and Forms.
- Provide streamlined training by creating an event in Google Calendar with a Meet link, and then invite the group to the calendar event.
- More information on best practices for group communication in Gmail can be seen here.
Migrating
7. How can I ensure everything from my previous Gmail account is transferred to my new Google Workspace account, including email, calendar, and contacts? I'm migrating email from a business account to a business account.
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This document is a great starting point, and you can dive into your specific use cases and specifics on where you’re migrating from/towards. Additionally, here is more information on choosing the right migration product for your business and options to preserve former employee data.
8. How do I migrate my Exchange email service from Rackspace to Google Workspace?
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This document is a good starting point for migrating from Exchange or Exchange Online to Google Workspace. Additionally, here is more information on choosing the right migration product for your business and options to preserve former employee data.
9. How do I unlink my personal email address from Workspace?
10. When starting with Google Workspace, we used our personal emails and now that we have our business emails, somehow our personal emails are linked under the Workspace account. How do we keep our personal emails separate?
Admin Console
11. Where do I find emails after I send them from the Admin Console? I have several chrome windows open, each signed into the account setup through the console but there is no new email in the Gmail accounts.
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- Admins can use Email Log Search (ELS) to find and review email messages sent and received by users in your domain within the last 30 days.
- From the Admin console Home page, go to Reports → Email Log Search
- More information about ELS can be found here.
12. How do I separate admin rights for me and Gmail access only for the client? I can't find the answer. At this moment the client can go to the upper right corner and access all admin settings, which is not what we want?
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- As an administrator for your organization's Google Workspace or Cloud Identity service, you can see a list of all the admin roles and privileges assigned to a user. Plus, see Administrator privilege definitions here.
- You can remove a user’s admin privileges and return their account to normal user status. The user can continue to use their other Google Workspace services, but won’t have access to the Admin console. Learn more at Remove Google Workspace administrator privileges.
13. I'm trying to update billing, but once I put in my card number, there is no "Save" option...so how do I update my billing?
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Please follow the steps at Update credit card details. If you’re still having issues, see the help article, Fix payment and billing issues, or contact Google Workspace Support.
Education and Google Classroom
14. How can I create many Classrooms with Google Classroom?
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- Learn how to create and organize classes with Classroom here.
- You can also set up and start class video meetings in Classroom. To use Meet features in Classroom, your Workspace administrator has to turn on Meet for your school. Learn more about using Classroom here.
15. How do I set up Google Education fundamentals?
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See Get started with Google Workspace for Education, and Google Workspace for Education FAQ for additional information.
Google Voice
16. How to use Google Voice? Can I create a HIPAA compliant Google Voice number?
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- To set up Voice for your organization, see Get started: Voice setup guide for admins.
- For customers who are subject to the requirements of the Health Insurance Portability and Accountability Act (HIPAA), Google Workspace and Cloud Identity can support HIPAA compliance.
- Under HIPAA, certain information about a person’s health or health care services is classified as Protected Health Information (PHI). Google Workspace and Cloud Identity customers who are subject to HIPAA and wish to use Google Workspace or Cloud Identity with PHI must sign a Business Associate Agreement (BAA) with Google.
- Google Workspace and Cloud Identity customers are responsible for determining whether they are subject to HIPAA requirements and whether they use or intend to use Google services in connection with PHI. Customers who have not signed a BAA with Google must not use Google services in connection with PHI.
- Administrators must review and accept a BAA before using Google services with PHI. See what Google Workspace products can be used for HIPAA compliance in the HIPAA Included Functionality.
- We have published our Google Workspace and Cloud Identity HIPAA Implementation Guide to help customers understand how to organize data on Google services when handling PHI. This guide is intended for employees in organizations who are responsible for HIPAA implementation and compliance with Google Workspace and Cloud Identity.
- Learn more at HIPAA Compliance with Google Workspace and Cloud Identity.
17. Does my subscription include a Google Voice phone number for my business?
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- Voice is available as an add-on subscription to any Google Workspace edition. To learn how to deploy Voice in your organization, see the Google Workspace Administrator Help Center.
- Google Voice subscriptions include a phone number, but also supports number porting if you want to bring your own phone number to Google Voice.
Domain management
18. How do I add additional email addresses for my domain name?
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Follow the steps at Options for adding users for people who don’t yet have a user account, or Add or delete an alternate email address (email alias) so existing users can send and receive email from another address. You can add up to 30 email aliases for each user at no extra cost.
19. How do I unsuspend a domain?
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This can be done via the Admin Console. Learn the steps to do so here. Making sure your payments are up to date is a component of this also.
20. My paid subscription period is soon approaching, but I can't confirm the ownership of the domain.
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If you’re not sure who your domain host is, go to Identify your domain host. If you still need help identifying your domain host, you can contact Google Workspace support.
21. Can you help with verifying domain name?
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We want to prevent unauthorized use of your domain with Google Workspace services. You can help us keep your domain safe by showing us that you are the owner. You can follow the instructions here and work with support on this, to confirm your domain and identity.
22. My domain is hosted by Shopify. I'm having trouble verifying my domain. I keep getting an error. Do I just need to wait 48 hours to see if it updates?
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- Here are the verification steps for Shopify.
- Some registrars take longer than others to let the world know that you have a new email provider. If Google Workspace can't find your new MX records, come back in a couple of hours and click the Activate button again.
- After you activate Gmail, updates can take up to 48 hours. Until the rest of the internet notices your new MX records, you'll still get email messages in your old email client. Learn more here, including what to do if you’re stuck and need additional help.
23. Could you show how to set up for a client that has 3 domains (for example domains of 3 different apartment complexes) that are part of 1 organization, but each domain/building has a different team? And, for now, they just want (web)mail boxes (business starter).
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- You can manage separate teams of users or business units at different domains with secondary domains. Learn more about setting up secondary domains up here.
- With secondary domains, for example, you signed up for Google Workspace with your-company.com (your primary domain). You manage a team that has their own domain, other-company.com. You add other-company.com as a secondary domain to your Google Workspace account.
- To give a user an email alias that is of one of the other domains on the account, go to Add or delete an alternate email address (email alias).
- Other resources that may be helpful include How do multiple domains relate to organizational units used to manage user policies? and Limitations with multiple domains.
24. How do I access my domain name email account (for which I am admin and sole user in Google Workspace Starter, and I purchased this domain name email address through Wix) and start using it? I can see settings for altering user email account permissions in the Admin console, but cannot find the email account... or does it get forwarded to my gmail account? or is it just unavailable because I only just put in the Google Workspace spf code into my domain DNS today?
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- When you buy a Google Workspace business email from Wix, the Google Workspace MX records are automatically added to your domain's DNS records (unless connected by pointing). If you've changed your MX records or purchased a Google Workspace mailbox outside of Wix, add the Google Workspace MX records from your Domains page. Learn more here.
- Here are the verification steps for Wix.
- Some registrars take longer than others to let the world know that you have a new email provider. If Google Workspace can't find your new MX records, come back in a couple of hours and click the Activate button again.
- After you activate Gmail, updates can take up to 48 hours. Until the rest of the internet notices your new MX records, you'll still get email messages in your old email client. Learn more here, including what to do if you’re stuck and need additional help.
25. How to activate GoDaddy domain email address on Google Workspace?
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First, verify the domain following these steps. Then, follow the steps at GoDaddy: Activate Gmail for Google Workspace.
Nonprofits
26. If Google Workspace for Nonprofits is free, then why is there a 14-day trial? I'm wondering what happens for our Nonprofit Workspace trial at the end of the 14 days. Does it automatically switch to a full Nonprofit account?
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- The 14-day trial provides Admins with time to verify their domain and for Google to verify if the organization is indeed a nonprofit.
- There are different Google Workspace for Nonprofits offers, of which only one is offered at no charge. For more features and administrative controls, you can upgrade to Google Workspace editions at a nonprofit discount. Learn more about Google Workspace offers for nonprofits.
- If your organization is not currently using Google Workspace and needs to sign up, you’ll be directed to start a 14-day free trial of Google Workspace for Nonprofits, where up to 10 users can explore the features of Google Workspace. For more information, see About your free Google Workspace trial and Activate Google Workspace for Nonprofits.
27. In the free Google Workspace for Nonprofits offer, how many email addresses can I have? I understand I can have unlimited users. Can each user have an email?
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With the free Google Workspace for Nonprofits edition, you can add unlimited users to your account, each with their own email address with the nonprofit’s domain name. Compare features between Google Workspace for Nonprofits offers here.
28. I represent a Nonprofit and just helped them set up a free Google Workspace account. Can we keep the people on the team on the free plan, and only upgrade the admin user to a plan that offers 2 or 5 TB space?
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This is not possible.
29. Our Nonprofit is looking to upgrade to a Business Plus account because Drive space is key. Can we have multiple people be admins of that one user account who can manage the Drive?
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Every Workspace Account can have multiple Admins. Find more information here.
However, one user account cannot be shared by multiple users. Learn more at avoid sharing an account among users.
30. I want to start a new YouTube channel for my nonprofit but I can't seem to do so through this new Google Workspace for Nonprofits admin account. Can you help?
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If your organization has a Google for Nonprofits account, you're eligible for the YouTube Nonprofit Program. You can learn how to activate the YouTube Nonprofit program here, as well as how to find your channel ID or create a channel.
Still have questions? Add a comment below and we'll get back to you!
