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Your first week & beyond

Week 4: Run efficient projects

Stay on top of projects, manage your time, and make the most of Google Sheets and Slides

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Manage to-do lists

Checkbox.Manage your to-do lists with Tasks

Manage your tasks and project lists with Google Tasks. Tasks is a simple way to create personal lists of daily tasks with due dates. It integrates seamlessly with Gmail and Calendar, and syncs on all your devices.

Open Tasks

You can add tasks to the side panel in some Google Workspace apps.
  1. Go to Gmail, Calendar, Chat, Drive, or a file in Google Docs, Sheets, or Slides.
    • Important: If you can't see Tasks app, click the arrow in the bottom right of the screen to expand the panel.
  2. On the right, click Tasks Tasks.

Tip: In Gmail spaces, you can create, assign, edit, complete, and delete group tasks.

Checkbox.Drag an email to your Task list

You can drag an email to Tasks, and it appears as a task in a list. You can then edit the task, add details, and schedule recurring or one-time reminders.

  1. Go to Gmail.
  2. On the right, click Tasks Tasks.
  3. Find the email you want to save as a task.
  4. Drag and drop the email to the side panel.
  5. To add a date and time, click Date/time​.
Checkbox.Create and assign tasks in a space

As a member of a space in Google Chat, you can create and manage group tasks and assign tasks to other space members. You can view tasks in the space where they're created. If a task is assigned to you, it appears in your personal task list in Google Tasks. When someone creates or updates a task, a notification appears in the space.

Tip: If you use a work or school account and don't have the “Tasks” tab in a space, contact your Google Workspace administrator to turn on this feature

  1. On your computer, open Google Chat or Gmail.
    • In Gmail: On the left, click Chat.
  2. Select the space where you want to create a task.
  3. On the top, click the Tasks tab and then Add space task.
    Tip: In Gmail, you might have to expand the space to view the Tasks tab.
  4. Enter the task title.
  5. Optional: To add a description or more details, click Add details and enter the information.
  6. Optional: To add a date and time, click Add date/time and then Make selections and then click OK.
    Tip: If you add a date and time to your task, you get notifications at the scheduled dates and times.
  7. Optional: To assign the task to a member of the space, click Assign and then click the name of the person. To assign the task to someone who isn't a member of the space, invite them to the space first.
    Tip: If the assignee leaves the space, the task remains in the space and in their personal task list in Google Tasks.
  8. Click Add.

After you create a task, a notification displays in the space to let everyone know.

Learn more at the Google Tasks Help Center

Checkbox.Set recurring reminders in Tasks

You can set deadlines for Tasks and add recurring reminders. Adding a due date also adds the task to Calendar.

  1. Go to Gmail, Calendar, Chat, Drive, or a file in Google Docs, Sheets, or Slides.
  2. On the right, click Tasks Tasks logo.
  3. Click an existing task or create a new task.
  4. To add a date and time, click Date/time.
  5. Next to “Date/time,” click Repeat .
  6. Under “Repeats every,” select day, week, month, or year.
  7. Under “Ends,” select an option to create a recurring task:
    • With no end date, select Never.
    • With a specific end date, select On, then choose a date.
    • That ends after a certain number of occurrences, select After, then select a number of occurrences.
  8. Click OK.

 

Want more Tasks basics? Get started with Tasks in Google Workspace

Become a spreadsheet expert

Checkbox.Add checkboxes to your spreadsheets
  1. On your computer, open a spreadsheet in Google Sheets.
  2. Select the cells you want to have checkboxes.
  3. In the menu at the top, click Insert and then Checkbox.
  4. To remove checkboxes, select the checkboxes you want to remove and press Delete.

Learn more at the Google Docs Editors Help Center

Checkbox.Create graphs and charts from your data
  1. On your computer, open a spreadsheet in Google Sheets.
  2. Select the cells you want to include in your chart.
  3. Click Insert and then Chart.

Learn more at the Google Docs Editors Help Center

Checkbox.Create custom tab colors

Change the color of tabs on a spreadsheet to quickly tell them apart.

  1. On a sheet tab, click the Down arrow .
  2. Click Change color and select a color.
  3. (Optional) To choose a custom color, click Custom and select a color using the sliders or by entering a color number.
Checkbox.Remove duplicate data

You can easily remove duplicate values from your sheet, without having to write an app script or manually removing the data.

  1. In Sheets, open a spreadsheet.
  2. Select the data range that you want to remove duplicate data in.
  3. Click Dataand thenRemove duplicates.
  4. Select which columns to include and whether the data has headers.
  5. Click Remove duplicates.
  6. In the status window, click OK.
Checkbox.Automate tasks with macros
 

Save time by automating repetitive tasks with macros in Google Sheets. Say you need to format new data imports or build the same chart across multiple sheets of quarterly data. Repeating the same steps manually can take hours. Use a Sheets macro to record these actions and easily use them again without having to write code.

  1. On your computer, open a spreadsheet at sheets.google.com.
  2. At the top, click Extensions and then Macros and then Record macro.
  3. At the bottom, choose which type of cell reference you want your macro to use:
  • Use absolute references: The macro will do tasks on the exact cell you record. For example, if you bold cell A1, the macro will only ever bold cell A1 regardless of which cell you clicked.
  • Use relative references: The macro will do tasks on the cell you select and its nearby cells. For example, if you record bolding cells A1 and B1, the macro can later be used to bold cells C1 and D1.
  1. Complete the task you want to record. When you’re done, click Save.
  2. Name the macro, create a custom shortcut, and click Save.
  • Note: When you create a macro in Google Sheets, an Apps Script is created. To edit this Apps Script, at the top, click Tools and then Script editor.

To perform a macro, click Extensions and then Macros and then the macro you want.

Learn more at the Google Docs Editors Help Center

Checkbox.Limit what people can see or edit with protected ranges and sheets

Prevent others from making changes to sheets and ranges

  1. Open a spreadsheet in Google Sheets.
  2. Click Data and then Protect sheets and ranges. A box will open on the right.
  3. Click Add a sheet or range or click an existing protection to edit it.
  4. To protect a range, click Range. To protect a sheet, click Sheet.
    • Range: To change or enter the range you’re protecting, click the spreadsheet icon and highlight the range in the spreadsheet.
    • Sheet: Choose a sheet to protect. If you want a set of cells to be unprotected in a sheet, check the box next to "Except certain cells."
  5. Click Set permissions or Change permissions.
  6. Choose how you want to limit editing:
  • To show a warning when anyone makes an edit: Select "Show a warning when editing this range." It doesn’t block people from editing, but they’ll see a message asking them to confirm if they really want to make an edit.
  • To choose who can edit the range or sheet: select "Restrict who can edit this range." Choose:
    • Only you: Only you (and the owner if you’re not the owner) can edit the range or sheet.
    • Only domain: If you use Google Sheets for work or school, only people in your domain can edit the range or sheet. This option is only available when everyone in your domain can edit the spreadsheet.
    • Custom: Only the people you choose can edit the range or sheet.
    • Copy permissions from another range: Reuse the same permissions you set up on a different set of cells or sheet.
  1. Click Save or Done.

To see protected cells, click View and then Show and then Protected ranges. A striped background will appear over the cells.

Hide a sheet

  1. Open a spreadsheet in Google Sheets.
  2. Click the sheet you want to hide.
  3. On the sheet tab, click the Down arrow Down arrow.
  4. Click Hide sheet. This option won’t show if your spreadsheet doesn’t contain two or more sheets.

Note: People with Edit access can unhide a sheet. People with View access won't see the sheet, but they can make a copy of the spreadsheet and can unhide the sheet.

Learn more at the Google Docs Editors Help Center

Checkbox.Sort and filter your data

Filter your data without changing what others see

On a computer, you can filter data so the filtered data only applies to your view of the spreadsheet. Your filter view changes are automatically saved.

  1. On your computer, open a spreadsheet in Google Sheets.
  2. Click Data and then Create filter view.
  3. Sort and filter the data.
  4. To save your filter view, at the top right, click Save View.
  5. Click Save.

You can also filter data in ways other people can see.

Learn more at the Google Docs Editors Help Center

Checkbox.Create a table with Gemini
You can use this feature only if your organization supports it. For help, contact your administrator.
Gemini for Google Workspace is available when your Google account language is set to an English dialect. Additionally, some features are available in Spanish and Portuguese. Learn more about language availability.
  1. On your computer, open a new spreadsheet or tab in Google Sheets. The Help me organize sidebar opens.

  2. In the sidebar, enter a prompt. For example:
    • "Create a framework for researching a sales prospect, or their company, to prepare for a customer meeting."
    • “Set up a task tracker for a project to build a new website.”
    • “Plan a kick off event for the sales team.”
  3. Click Create.
  4. (Optional) After generating a table, you can:
    • Send feedback about the suggested table: Click Good suggestion for a table that fulfills your request or Bad suggestion for a table that does not meet your needs. 
    • Edit your prompt: At the top of the sidebar, click the prompt. Edit your prompt and click Create.
    • Create a new version of the table: Click Create.
      • Important: After creating a new version, you can’t go back to the previous version.
  5. When you’re finished, in the preview, click Insert.

Note: For best results, use Help me organize in a new tab. If you use the Help me organize in a tab that already has data and insert the generated result, it will overwrite any existing data it replaces.

 

Learn more:  Google Sheets productivity guides

Give impactful, interactive presentations

Checkbox.Create a presentation with Docs editors templates
Whether you're creating a template that your team can reuse or keeping your external branding consistent, use templates to help your presentations look sharp and professional.
  1. On your computer, go to Google Docs, Sheets, Slides, Forms, or Sites homepage.
  2. At the top right , click Template Gallery.
  3. Click the template you want to use.
  4. A new file with the template opens.

Tip: If the template you choose has "Add-on" next to it, you may have to install an add-on to use it. Learn more about add-ons.

Learn more at the Google Docs Editors Help Center

Checkbox.Create slides with Gemini

 You can use this feature only if your organization supports it. For help, contact your administrator.

Gemini for Google Workspace is available when your Google account language is set to an English dialect. Additionally, some features are available in Spanish and Portuguese. Learn more about language availability.

  1. On your computer, open a presentation in Google Slides.
  2. Click the slide where you want to add the image.
  3. At the top right, click Ask Gemini .
  4. On the side panel, select a prompt or create your own. Reference files with @ to create slides using your documents from Google Drive.
    • Examples:
      • “Create a slide about how to optimally train for a marathon.”
      • “Create a slide about @ Company 2023 Goals deck.”
      • "Create a slide about doc @Core Team sync."
      • "Create a slide proposing ideas for engaging with our customers."
  5. (Optional) You can click Add a style to customize the image you create.
  6. Click Create to see several suggested images.
  7. (Optional)
    • Edit your prompt: At the top of the panel on the right, click the prompt. Edit your prompt and click Create.
    • See more suggested images: Click View more.
  8. When you’re done, click Insert.
  9. (Optional) From the generated slide, you can:
    • Get a different version: In the menu at the bottom of the slide, click Retry .
    • Add the slide to your presentation: In the menu at the bottom of the slide, click Insert .
    • Refine the generated slide: In the menu at the bottom of the slide, click Close Close. On the side panel, write a new prompt.
    • Send feedback: In the menu at the bottom of the slide, click Good suggestion or Bad suggestion .
Checkbox.Copy text formats or themes
Copy text formatting
You can quickly copy the formatting of text you like to other areas.
  1. In a Sheet, Doc or Slide, format your text or cell the way you want it. 
  2. Highlight the text or cell and click the paint roller icon in the top left corner. 
  3. Click a cell or highlight text. The cell or highlighted text will pick up the same formatting. 

Copy a theme to a new presentation

You can also copy a Slides theme you like to an existing or new presentation.

Important: Your imported theme must be from an existing Google Slides or PowerPoint presentation. You can also use your own image as the background for the entire presentation. 

  1. On your computer, open a presentation in Google Slides. 
  2. At the top, click Slide Change theme.
  3. In the bottom right, click Import theme.
  4. Double-click the presentation you want to use. 
  5. Click the theme you want. 
  6. Click Import theme.

Learn more at the Google Docs Editors Help Center

Checkbox.Add a data chart from Sheets

If your Slides presentation has a lot of data, help your audience easily visualize it by turning your information into charts. Just create a chart in Sheets and add it to your presentation. Your chart is linked to your Sheets data, so any changes you make to your data automatically update in your presentation.

Insert a chart

  1. On your computer, open a document or presentation in Google Docs or Google Slides.
  2. Click Insert and then Chart and then From Sheets.
  3. Click the spreadsheet with the chart you want to add, then click Select.
  4. Click the chart you want to add.
    • If you don't want the chart linked to the spreadsheet, uncheck "Link to spreadsheet."
  5. Click Import.

 Edit the chart directly from your presentation

  1. On your computer, open a document or presentation in Google Docs or Google Slides.
  2. Click Insert and then Chart and then From Sheets.
  3. Click the spreadsheet with the chart you want to add, then click Select.
  4. Click the chart you want to add.
    • If you don't want the chart linked to the spreadsheet, uncheck "Link to spreadsheet."
  5. Click Import.

Update the chart to match the original in Sheets

If you make a change on the fly, you might want to make sure any data is updated.

  1. On your computer, open a document or presentation in Google Docs or Google Slides.
  2. In the top right corner of the chart, table, or slide click Update.
Learn more at the Google Docs Editors Help Center
Checkbox.Create flow charts with drawings

Create a flowchart, diagram, or other type of drawing

  1. On your computer, open a document.
  2. In the top left, click Insert and then Drawing and then New.
  3. Insert shapes, lines or text with the editing tools.

Add your drawing to a document or presentation

  1. On your computer, open a document.
  2. In the top left, click Insert and then Drawing and then From Drive.
  3. Click the drawing you want to insert. 
  4. Click Select.
Learn more at the Google Docs Editors Help Center

Insert other types of diagrams

Important: You can insert a diagram in any language that uses the Latin alphabet.

  1. On your computer, open a presentation in Google Slides.
  2. Go to the slide where you want to add the diagram.
  3. At the top, click Insert and then Diagram.
  4. Choose your style, number of levels, and template.
  5. The diagram will get added to the slide. You can change it how you want.
Checkbox.Add speaker notes

You can add speaker notes to presentations that only you will see when you present. People you share the presentation with will be able to see the notes. When you present your slides, your speaker notes show in a separate window.

  1. Open a presentation in Google Slides.
  2. In the top right corner, next to Slideshow , click the Down arrow .
  3. Click Presenter view.
  4. Click Speaker notes.

You can then add your text below the slide.

Learn more at the Google Docs Editors Help Center

Checkbox.Hold a live Q&A

You can start a live Q&A session in your Google Slides presentation and present questions at any time. Viewers can ask questions from any device.

Start your Q&A and get questions from viewers

  1. Open a Google Slides presentation.
  2. At the top, next to Slideshow , click the Down arrow .
  3. Click Presenter View.
  4. In the new window, click Audience tools.
    • To start a new session, click Start new.
    • To resume a recent session, click Continue recent.
    • To end Q&A, click the on/off switch in the Q&A window.
      • Tip: Even if you don't turn off Q&A, the Q&A view closes shortly after you end your Google Slide presentation.

When you start the session, a short URL for the presentation shows up at the top of the slides as you're presenting. Viewers can enter the URL in their browser to submit a question. You'll see questions in the Presenter view window.

Display a question to viewers

Presenters can display audience questions in a presentation:

  1. Under "Audience Tools," find a question to display.
  2. Click Present.
    • To change the question, find a different question and click Present.
    • To hide the question, click Hide.

Learn more at the Google Docs Editors Help Center

 

Learn more:  Tips for great presentations

Next steps

 Week 5 : Increase your productivity

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