F. A. Q. - Recent questions and answers in Google Workspace

How to Deploy Google Drive for desktop?

Mon, 21 Jul 2025 02:08:37 +0000

Answered: How to Off board Employees in the Google Workspace (G Suite) Admin Console

Sat, 12 Oct 2024 02:08:28 +0000

https://hiviewsolutions.com/blog/posts/gsuite-how-to-offboard-employees/

Secure the Account

Step#1: Reset Google Workspace (G Suite) account password

Log into the G Suite/Workspace Admin Console and change the account password. Make a note of the new password. You can now log into the account on behalf of the terminated employee.

Step #2: Wipe any associated mobile devices

This step assumes that you have configured mobile device management (MDM) in the G Suite/Workspace Admin Console. For company issued devices, you can remote wipe the entire device. For personal devices, you can wipe company data from their personal device. They will no longer be able to open their Google apps with their work account.

Google support resource: https://support.google.com/a/answer/173390

Step #3: Change recovery phone and email address

By default, only admins can reset passwords, so this step will not apply to many organizations. However, it’s worth checking as a terminated employee could use their recovery phone/email to get access after the admin has reset the password. Remove the recovery/phone email.

Google support resource: https://support.google.com/accounts/answer/183723

Step #4: Revoke third-party apps

Resetting passwords will often break the connection with 3rd party apps, but make sure to manually review and disable any services tied to their Google account.

Delegate Data

Step #5: Create an automatic email reply

Login as the former employees, and use the “Vacation Responder” to create an auto-reply message. Direct all inquiries to the former employees’ manager.

Step #6: Delegate account access to a manager

Delegate account access to a manager through the Gmail Settings Panel.

Delete Data

Step #7: Export all email data

As an administrator, log into the employee account and navigate to google.com/takeout. Select Email and Google will generate a downloadable archive of email data. The mail will download in the .mbox format, within a zip file. You can then store this archive anywhere you like (maybe within your G Suite Admin Account in Google Drive?). If you need to access this archive at a later date, you can use email clients like Thunderbird and import all mail on a local machine and then perform a search. Alternatively, you can upload the mail back into a Google Workspace/G Suite user account; both options work well.

Step #8: Suspend access to the account

Suspending the account will block new emails and calendar invites, and disable login access. The account has been deleted and historical email/files can be searched through the Google Vault Service. Many companies keep the user account suspended for 6-12 months so they can easily search through old email records. The catch — a “suspended” user still consumes a paid Google Workspace (G Suite) license. If you want to re-purpose the license for a new hire, you must delete the account entirely. If you don’t foresee a need for employee email/files to be searchable via Google Vault, proceed to step #9 immediately.

Step #9: Transfer remaining data (Drive, Docs, etc.)

From the Admin Console, Navigate to Apps → Google Drive. Under Drive Settings, you’ll see an option to transfer files. Transferring ownership will not affect the existing permissions on the files/folders.

Step #10: Delete user account

Once the account is deleted, you can repurpose the Google Workspace license for a new hire.

Want to be more efficient with this process? You can use tools like GAM or BetterCloud to automate several of these steps, or at least reduce the number of pages/clicks in the Admin console.

Additional resources:

>> How to Implement Compliance Rules in Google Workspace

>> Should You Work with a Google Cloud Partner?

>> How to Enable 2-Step Verification for Google Workspace

>> Google Vault Video Walkthrough (5 mins)

Answered: How to Convert Google Docs to Microsoft Word?

Wed, 29 May 2024 04:41:50 +0000

The need for switching between Google Docs and Microsoft Word is an ever-increasing one. To make it simpler, here’s a step-by-step guide on how to convert from Google Docs to Microsoft Word.

Step 1: Open your Google Doc.
Step 2: Click “File” at the top left corner.
Step 3: Select “Download” from the dropdown menu.
Step 4: Choose “Microsoft Word (.docx)” from the submenu.
Step 5: Save your file.

Voila! You’ve now successfully converted your Google Doc to Microsoft Word. Technology has made it possible to open up new pathways of productivity & collaboration.

Step 1: Open the Google Docs file

To convert a Google Docs file to Microsoft Word, open it first! Here’s the guide:

Go to Google Drive: Enter “drive.google.com” in the search bar of your web browser.
Sign in: Enter email address and password.
Find the file: Look among the files stored in your drive.
Double-click: Once you find it, double-click to open it in Google Docs.

Now you are ready for the next steps of conversion! It is important to know that when you open a document in Google Docs, the formatting may look different in Microsoft Word due to the two platforms.

Pro Tip: Save a copy of the original Google Docs file before making any changes or formatting in the converted Microsoft Word document.

Step 2: Export the Google Docs file

Having the option to export Google Docs files to Microsoft Word is great! Here’s how you do it:

Open the relevant file.
Select “File” from the top-left corner.
Choose “Download” then “Microsoft Word (.docx)”.
Name the file and pick a save location.
Click “Save” and your Google Docs file is now a Microsoft Word file.

It’s worth noting that formatting might be altered or lost during the export process. Check it over and make any needed changes.

If you’re having trouble exporting, check the help documentation or contact customer service for help.

Now you know how to export your Google Docs file as a Microsoft Word document, so you can switch between programs while keeping your content and formatting intact.

Step 3: Choose the Microsoft Word format

It’s vital to pick the correct format when converting Google Docs to Microsoft Word. Here’s how:

Open a Google Doc and click “File” in the menu bar.
Choose “Download” from the drop-down menu.
Select the option for “Microsoft Word (.docx)”.

Doing these three simple steps will let you turn your Google Doc into a Microsoft Word format with no problem.

Note that the Microsoft Word format is compatible with many different devices and programs, which makes it easier for others to open and edit your work without any difficulty.

So if you ever need to convert a Google Doc to Microsoft Word, remember that the right format can make a major difference.

Interesting Fact: According to TechRadar, Microsoft Word is one of the most widely used word processors around the world.

Step 4: Save the converted file

Convert your Google Docs file to Microsoft Word? No problem! Just follow these four simple steps to save the file:

Click on the “File” tab at the top-left of your screen.
Choose the “Save As” option from the drop-down menu.
Select a folder on your computer where you want to save the file. Or, type in the desired path.
Click “Save” to complete the process.

This easy-to-follow approach ensures that your Google Docs file is converted and securely saved as a Microsoft Word document.

Fun fact: The need to convert between Google Docs and Microsoft Word arose to give users more compatibility and flexibility. Over time, various methods have been developed to bridge this gap, making workflows smoother for everyone.

Answered: How to Create a Free Google Workspace Admin Account without a Gmail email address?

Wed, 08 May 2024 04:25:22 +0000

Log in to your Google Workspace with an Admin Account.
Go to the Billing section, then to License settings.
Find the setting for auto assign licences and turn it off. You turn back on if need be.
Find and turn on Cloud Identity feature. Under Billing click on subscriptions.
Add or activate the Cloud Identity.
Go the Directory section, then click on users and add the new admin user.
Enter in the basic user information. Make sure the uncheck the box that says create a default mailbox for this user.
Once the user is created, you have to go and assign the admin roles to the user.
It is recommended to enable and enforce 2fa.

Answered: How to Make a call with Google Voice?

Fri, 29 Mar 2024 05:24:11 +0000

Make a call with Google Voice

You can make domestic and international calls from your Google Voice number on desktop or mobile.

Computer Android iPhone & iPad

Call someone with Google Voice

Important:

To call someone from your computer, you must use one of these browsers:
- Google Chrome
- Mozilla Firefox
- Microsoft Edge
- Safari
You can’t make emergency calls with Google Voice. To make an emergency call, use your device’s phone app.

Go to Google Voice.
On the left, in the “Calls” tab, point to the name of a person in your recent calls list and click Call .

Optional: You can also choose one of these methods in the Calls , Messages , or Voicemail tabs:

If the person appears in your contacts list: On the right, click their name.
If the number you want to call is a saved contact: At the top, in the “Enter name or number” search bar, enter their name. In the list, click their name.
If the number you want to call isn’t a saved contact: Use the keypad to dial the number click Call .

Tips:

To show the keypad, at the bottom right, click Show keypad.
For international calls, enter the country code before the phone number. For example, for Brazil, enter 55 before the phone number.
At the top right, the “Call as” field shows your Google Voice number.

Check your balance

Add money to your account

Confirm your paid call uses Google Voice

Call someone from a URL with Google Voice

Sign in to your Google Account.
In the address bar, enter “https://voice.google.com/u/0/calls?a=nc,%2Bphonenumber”.
Make sure to replace phonenumber with the number you want to call without hyphens.

Tips:

For example, to call 1-800-555-0111, enter https://voice.google.com/u/0/calls?a=nc,%2B18005550111
For international calls, include the country code.

Know how much a call costs

When you’re calling from the US, almost all Google Voice calls to the US and Canada are free.
Calls to a few places in the US and Canada cost 1 cent per minute USD, or the listed rate for your local currency.
Calls to places outside the US are at listed rates.
Learn more about calling rates.

Domestic and international calls use minutes from your phone plan, and you might be charged long-distance rates.
If you have a US phone number and make a call when you're in another country/region, you're charged international rates.
Make Google Voice calls over the internet.

Tip: If your internet connection isn’t stable, you get a notification to use minutes from your phone plan, which may include carrier call charges. If you don’t want to switch to a carrier call, on the notification, select Cancel.

Answered: How to Screen your Google Voice calls?

Fri, 29 Mar 2024 03:33:47 +0000

Screen your Google Voice calls

When you get calls to your Google Voice number, you can screen your calls to hear the name of the caller before you answer the call. After hearing the caller's name, you have these choices:

Press 1 to accept the call.
Press 2 to send the call to your voicemail in Voice. You can listen to the caller leave their message and then hang up, or talk to the caller by pressing Star (*).

Turn on call screening

When you turn on call screening, all calls to your Voice number are screened on all your devices.

Computer Android iPhone & iPad

On your computer, go to voice.google.com.
In the top right, click Settings .
On the left, click Calls.
Turn Screen Calls On .
- If you don't want to screen your incoming calls, turn Screen Calls Off .

Tip: To screen calls from a specific individual or group, set up rules in Google Voice.

Hear who's calling before you answer

Callers whose phone number isn't in your Google Contacts are asked to speak their name before being connected. Their recorded name is played back to you. These callers are always asked to speak their name until you add their name and phone number to your contacts.
Callers with a phone number in your Contacts aren't asked to speak their name. Voice reads their name to you.
Businesses known to Google, such as businesses with a phone number in Google Maps, aren't asked for their name. Voice reads the name to you during screening, such as "Call from Walgreen's Pharmacy".

Answered: How to Turn Voice notifications on or off

Fri, 29 Mar 2024 03:13:17 +0000

Turn Voice notifications on or off

Get notified about your text messages, missed calls, or voicemail.

Android Computer iPhone & iPad

Change your notifications

Important: For notifications to work correctly in Voice on Android 13 phones, you must turn on notifications for incoming calls, text messages, and voicemail. Without notifications turned on, you may miss phone calls, or other critical Voice events.

Open the Google Voice app .
At the top left, tap Menu Settings.
Under Messages, Calls, or Voicemail, tap the notification setting:
- Message notifications
- Missed call notifications
- Voicemail notifications
Tap On or Off.
If On, set the following options:
- Importance—Tap, and then select the level of importance for notifications.
- Sound—Tap, select a ringtone, and then tap Ok.
- Vibrate—Turn on or off. Available if Importance is set to High or Urgent.
- On the lock screen—Tap, and then select the notification content to show.
- Show notification dot—Turn on or off.
- Override Do Not Disturb—Turn on or off. Available if Importance is set to High or Urgent.

Get an email when you miss a call

Open the Voice app .
At the top left, tap Menu Settings.
Under Calls, turn on Get email alerts for missed calls.

Set a custom ringtone

Important: These steps work only on Android 8 and up. Learn how to check your Android version.

You can set custom ringtones in Google Voice on Android devices.

To customize a ringtone in Google Voice:

Open the Google Voice app .
At the top left, tap Menu Settings.
Under “Calls,” tap Incoming call notifications Sound.
Browse the ringtone options. To listen to a ringtone, tap it.
When you find the ringtone you want to use, tap it. On some Android phones, to save the new ringtone, at the top right, tap Save.

Tip: This setting only applies to calls received through the Google Voice app. Calls to your device's phone number go through your mobile carrier and ring your device.

Answered: How to Block Spam Emails on Google Workspace Gmail?

Wed, 18 Jan 2023 23:21:10 +0000

Here's how you can permanently block spam emails on Google Workspace Gmail

Step 1: Sign in to your Workspace Admin Console

Open a new browser window and go to Google Admin Console. You can sign in from inside your Rocket Domains Mission Control Dashboard too.
Enter your username and password.
Click Sign In.
If you don’t know your account information, just retrieve your username or reset your password.

Step 2: Go to Spam, Phishing & Malware Settings

From the Admin Console Home Page, click on the Menu, and go to Apps
Go to Google Workspace >> Gmail >> Spam, Phishing & Malware.
Scroll down and click on Block Senders >> Configure
A pop up will appear as follows. Enter the description of what you're doing.
If you have an existing Email Block List, click on Use Existing List.
If you don't currently have a Block List and are doing it for the first time or if you want to banish new spamming addresses, click on Create or edit list. A new window will open where you can create or edit a list of email addresses that you never want to hear from. After creating or editing a list, re-open the same pop up shown at bullet point number 4 above and click on Use existing list
Enter a default rejection notice that'll be sent to the spammers. You can use the one we used in the screenshot above to enrage and annoy the spammers :)
Scroll down and see if you have a Trusted Email Senders List to which you don't want to apply the above settings. If you don't currently have a Trusted Email Senders list, simply uncheck the box.
Hit Save and voilà, you have blocked those pesky spam emails forever!!!

Answered: How to Approve or deny Calendar room & resource bookings?

Thu, 29 Dec 2022 21:16:48 +0000

https://support.google.com/a/answer/7046439?product_name=UnuFlow&hl=en&visit_id=638079244005626147-1926721132&rd=1&src=supportwidget0&hl=en

Approve or deny Calendar room & resource bookings

Your organization might want a resource manager who can accept or decline when a resource is scheduled. For example, a resource manager might make sure that a particular room is booked only by classroom trainers in the mornings.

Set up a resource manager

A resource manager doesn't have to be an administrator, but you must be an administrator with Super Admin privileges to set this up.

As an administrator, sign in to Google Calendar.
Share the resource with your organization or specific people who are allowed to book the resource.
Share the resource with the resource manager. Give the resource manager permission to Make changes AND manage sharing.
On the Calendar Details tab for the resource, set Auto-accept invitations to be Automatically add all invitations to this calendar.
As the resource manager, arrange to get resource notifications.

Now when a user schedules the resource, the resource manager gets notified and can accept or decline the event on behalf of the resource.

Accept or decline events for a resource

If you haven't already done so, set up a resource manager as described above.
As the resource manager, when you get email titled "New Event," click more details to go to the event.

Tip: If you're personally invited to the event, you'll receive both an "Invitation" message for yourself and the "New Event" message for the resource. Make sure to respond for yourself and separately on behalf of the resource.
To confirm an event's booking, tentatively accept, or remove the resource from the event, click one of these:
- Yes
- Maybe
- No