Lesson 1: Understanding Google Workspace Benefits and Basics

Formerly known as GSuite, Google Workspace is a series of collaboration and productivity tools you can access from any device.

Many people, including small business owners and schools, like using Google Workspace because it’s completely free. All you need to use it is a Gmail address, which is also free.

In addition to Gmail, Google Workspace includes apps to help you create, communicate, and collaborate. In the following lessons we’ll cover the ones most people use for their files: Drive, Docs, Sheets, Slides, and Photos.

Benefits of Google Workspace

Cloud-based tools like Google Workspace are super convenient. One of the biggest benefits is being able to access your files from anywhere on any device. You can also work with others right within documents and spreadsheets in real-time. Best of all, it’s easy to securely share files with coworkers or family.

How file storage works

When you store files in the Google Workspace “cloud” you’re merely allowing Google to host your files on their server instead of yours. Your files, whether they’re documents, spreadsheets, or photos can be found in your Google Drive. You can create file folders and store them just like you do on your desktop.

How to access your files

The beauty of Google Workspace is that all of its apps are available in your web browser on your computer or through apps on your phone or tablet. You simply open Google Drive to access file folders you can name and sort into categories.

An alternative to Microsoft Office

All of the tools are compatible with the Microsoft Office Suite. That means if you receive a Microsoft Word document from someone else, you can open it within a Google doc without needing a Microsoft subscription. In addition, Google documents automatically save your draft and you can revert to a previous version at any time, so you never lose your work.

Google Workspace for Business

Businesses must pay for a Google Workspace account to have additional features they may want as a business, such as customized email addresses.