Google Workspace, formerly known as G Suite, is a powerful suite of productivity tools that includes Gmail, Google Drive, Google Docs, Google Sheets, Google Slides, and more. While many users are familiar with the basic functions of these applications, Google Workspace also offers numerous features that can significantly improve user experience and productivity. 

Now personally, we like to make our office hours as efficient as possible. So here are the top 15 hidden features within Google Workspace that we use daily at Intellezy.

1. Gmail's Confidential Mode

Gmail's Confidential Mode allows users to send emails with an expiration date, as well as revoke access to the email at any time. Additionally, it prevents recipients from forwarding, copying, printing, or downloading the email content.

Use Cases: This feature is particularly useful for sending sensitive information, such as contracts, personal information, or proprietary data. For instance, HR departments can use Confidential Mode to send job offer letters that contain private information.

2. Google Docs' Explore Tool

The Explore tool in Google Docs uses machine learning to provide suggestions based on the content of your document. It can recommend related topics, images, and even generate citations.

Use Cases: The Explore Tool lets you quickly find relevant information and sources for your papers if you’re trying to add citations to any documents. Writers and marketers can use it to gather background information and enhance their content with relevant images and data.

3. Google Sheets' QUERY Function

The QUERY function in Google Sheets allows users to perform complex data manipulations using SQL-like syntax. This function can filter, sort, and aggregate data from a spreadsheet.

Use Cases: Data analysts and financial professionals can use the QUERY function to create dynamic reports and dashboards. For example, a sales manager can use it to analyze sales data and generate custom reports based on specific criteria.

4. Google Drive's File Version History

Not a lot of people know this, but Google Drive automatically saves versions of your files, allowing you to view and restore previous versions. This feature is available for all file types stored in Google Drive, not just Google Docs, Sheets, and Slides.

Use Cases: This is invaluable for collaborative projects where multiple people edit the same file. If a mistake is made or important information is accidentally deleted, users can easily revert to a previous version. Legal and compliance teams can also use version history to track changes to critical documents.

5. Google Calendar's Appointment Slots

Google Calendar allows users to create appointment slots, which others can book during designated times. This differs from regular events, as it provides a block of time that others can reserve.

Use Cases: Professors and consultants can use appointment slots to schedule office hours or consultations. Teams can use this feature to manage booking shared resources, such as conference rooms or equipment.

6. Google Keep's Integration with Google Docs

Google Keep, a note-taking app, integrates seamlessly with Google Docs. Users can drag and drop notes from Google Keep into a Google Docs, and vice versa. 

Moreover, you can also keep a local copy of an image by right-clicking an image in Google Docs > View more options > Save to Keep. Then, Google Keep will open on the right-hand side of your screen. From here, you can right-click on the image and click on “Save image as”.

Use Cases: Use Google Keep to jot down ideas and organize them in Google Docs. Project managers can keep meeting notes in Google Keep and then easily insert them into project documentation.

7. Google Forms' Quiz Feature

Google Forms includes a quiz feature that allows users to create quizzes with automatic grading. This feature supports multiple choice, checkbox, and short answer question types.

Use Cases: Educators can use this feature to create online assessments and quizzes for students, with automatic grading to save time. Businesses can use it for training assessments and feedback surveys.

8. Google Slides' Linked Slides

Google Slides allows users to link slides across different presentations. When a linked slide is updated in one presentation, it can be updated in all other presentations where it is linked.

Use Cases: Marketing teams can maintain consistency across multiple presentations by linking slides with common information, such as branding guidelines or product descriptions. Executives can ensure that their team’s presentations are always up-to-date with the latest data and messaging.

9. Google Tasks' Integration with Gmail

Google Tasks integrates with Gmail, allowing users to create tasks directly from their emails. This helps users keep track of action items without leaving their inbox.

Use Cases: Busy professionals can use this feature to manage their to-do lists directly from their email. For instance, if an email contains a task, users can quickly add it to their Google Tasks list and set a due date.

10. Google Workspace's Admin Console Reports

The Admin Console in Google Workspace provides detailed reports and insights about user activity, security, and data usage. Admins can track login activity, file sharing, and more.

Use Cases: IT administrators can use these reports to monitor security and ensure compliance with organizational policies. Managers can track team activity and identify areas for improvement in productivity.

11. Google Sheets' Custom Functions with Google Apps Script

Google Sheets allows users to create custom functions using Google Apps Script, a scripting language based on JavaScript. These custom functions can perform complex calculations and automate tasks within the spreadsheet.

Use Cases: Data analysts and developers can use this feature to create tailored functions for specific business needs, such as automating financial calculations or generating custom reports. For instance, an e-commerce business could create a custom function to calculate shipping costs based on various parameters.

12. Google Calendar's Smart Scheduling with Find a Time

Google Calendar's Find a Time feature helps users schedule meetings by automatically finding available time slots that work for all participants. This feature uses AI and considers the participants' existing schedules to suggest optimal meeting times.

Use Cases: Team leaders and project managers can use this feature to efficiently schedule meetings with multiple team members, avoiding the back-and-forth emails to find a suitable time. This is especially useful for teams spread across different time zones, ensuring that meetings are scheduled at convenient times for all participants.

13. Google Docs' Voice Typing

Disabilities shouldn’t hold anyone back from being productive. Thankfully, Google Docs offers a voice typing feature that allows users to dictate their text instead of typing. This feature uses speech recognition technology to convert spoken words into text.

Use Cases: This feature is particularly useful for those who prefer speaking over typing, such as individuals with disabilities or those who find typing cumbersome. Moreover, writers and professionals can use voice typing to quickly draft documents, capture meeting notes, or brainstorm ideas verbally.

14. Google Sheets' ImportHTML Function

The ImportHTML function in Google Sheets allows users to import data from a table or list within an HTML page directly into a spreadsheet. This function can pull data from any web page that contains HTML tables or lists.

Use Cases: Financial analysts and researchers can use this feature to automatically import and update data from financial reports, stock prices, or any regularly updated web page. This is particularly useful for creating live dashboards or tracking specific metrics in real-time.

15. Google Docs' Compare Documents

Google Docs includes a feature to compare two documents and highlight the differences between them. This tool provides a side-by-side comparison, showing what has been added, deleted, or changed.

Use Cases: Editors and writers can use this feature to track revisions in documents, making it easier to review changes and collaborate on edits. Legal professionals can also use this feature by comparing different versions of contracts or agreements to identify alterations and ensure accuracy.

Conclusion

Workspace is just as capable as Microsoft 365. Leveraging these features can help you tackle specific challenges and make the most out of Google Workspace’s capabilities. Whether you’re comparing document versions or just want to access files quickly, we’re confident that it’ll boost your productivity at work just like it did for us. 

Learn Everything About Google Workspace With Intellezy

Unlock the full potential of Google Workspace with Intellezy's award-winning training solutions. Our comprehensive video library and custom eLearning development are designed to empower your team with the skills and knowledge they need to excel.

1. Extensive Training Library: Our online video library features thousands of videos covering essential business applications, including Google Workspace, M365, and Adobe Creative Cloud. Our content is consistently updated and available in 20 languages, ensuring that your team has access to the latest information and training materials.
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