Google Business Fundamentals - For Entrepreneurs | Seth Van Rooyen | Skillshare

Google Business Fundamentals - For Entrepreneurs

Seth Van Rooyen, Entrepreneur Trainer

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48 Lessons (1h 6m)
    • 1. Introduction

      1:37
    • 2. Introduction - Create a Google Business Account

      1:36
    • 3. Gmail - Why do we use it

      0:39
    • 4. Gmail - Advantages of Using Gmail

      1:39
    • 5. Gmail - How to Use Gmail

      2:14
    • 6. Gmail - Create a New Email

      1:41
    • 7. Gmail - Reply to, and Forward Emails

      0:35
    • 8. Gmail - Delete, Archive, Snooze & Mark as Read

      1:07
    • 9. Gmail - Starred Emails

      0:43
    • 10. Gmail - Organise Your Emails Labels

      1:35
    • 11. Gmail - Organise Your Emails Priority Inbox

      1:02
    • 12. Gmail - Bulk Actions

      0:40
    • 13. Gmail - Search for Emails

      0:50
    • 14. Gmail - Gmail Settings

      1:11
    • 15. Gmail - Switch Between Accounts

      0:54
    • 16. Gmail - The Nine Square Icon

      0:36
    • 17. Google Contacts - Why do we use it

      1:37
    • 18. Google Contacts - Advantages of using Google Contacts

      0:46
    • 19. Google Contacts - How to Use Contacts

      0:45
    • 20. Google Contacts - Create a new contact

      1:26
    • 21. Google Contacts - Edit Contacts

      1:10
    • 22. Google Contacts - Merge Contacts

      1:21
    • 23. Google Contacts - Contact Labels

      1:39
    • 24. Google Contacts - Starred Contacts

      0:39
    • 25. Google Calendar - Why do we use it

      1:01
    • 26. Google Calendar - Advantages of using Google Calendar

      0:50
    • 27. Google Calendar - How to use Google Calendar

      1:47
    • 28. Google Calendar - Create an Event or Meeting

      5:59
    • 29. Google Calendar - Set a Reminder

      1:19
    • 30. Google Calendar Sharing Calendars

      3:27
    • 31. Google Drive - Why do we use it

      1:37
    • 32. Google Drive - Advantages of using Google Drive

      1:19
    • 33. Google Drive - How to use Google Drive

      1:12
    • 34. Google Drive - Create Files & Folders

      1:44
    • 35. Google Drive - Upload Files & Folders

      1:07
    • 36. Google Drive - The Right Click Menu

      0:38
    • 37. Google Drive - Download Files & Folders

      1:26
    • 38. Google Drive - Sharing Files & Folders

      1:31
    • 39. Google Drive - How to Share Files & Folders

      2:22
    • 40. Google Drive - Starred Files

      0:57
    • 41. Google Drive - Recent Files

      0:46
    • 42. Google Drive - Move & Organise Files

      1:13
    • 43. Google Drive - Adding Shared Files to My Drive

      1:27
    • 44. Google Drive - Make your Drive look like a file browser

      1:17
    • 45. Google Keep - Why do we use it

      1:05
    • 46. Google Keep - Advantages of using Google Keep

      0:33
    • 47. Google Keep - How to use Google Keep

      0:39
    • 48. Google Keep - Create a new Note

      3:05

About This Class

In this "Google Business Fundamentals" course, we will arm you with the tools you need to start a successful business.

In this beginner training course, we are going to show you how to use 5 of the free tools that Google offers to plan & manage your new start-up business. The free tools we will cover in this module are: Google Mail, Contacts, Calendar, Drive & Keep

Our course is designed for the beginner entrepreneur and structured in a way that will teach you how to use Google's tools even if you are not tech savvy. Our team are professional trainers, our videos are professionally made and you can expect a high-quality training experience.

In each of these modules, we will teach you why these are the perfect tools for an entrepreneur, the advantages of using them, how to navigate the tools and how to use them effectively.
_____________________________________________________________________

MODULES:

Google Mail (also known as Gmail)
Gmail is a very powerful application, although a lot of its features are not immediately obvious.

It is important to Remember that Google is an ecosystem, and as far as we are concerned, Gmail is the centerpiece to this ecosystem.

To make sure you are not overwhelmed by the vast amount of emails that can accumulate within Gmail and to keep your business running as efficiently as possible, our course is designed to help you establish a new way of thinking about how you approach running your business with Gmail.

Google Contacts
Google Contacts is a relatively straightforward and simple application, but if leveraged properly can have a powerful impact on any business.

In this module we will teach you how to create new detailed contacts and manage your business contact list, as well as how to ensure you can access that list from anywhere, on any device, at any time.

Google Calendar
Google Calendar is the primary application that will become the heart of your business and is a far more effective tool for managing a business than it may look on the surface.

It will allow you to plan your business’ time effectively, from scheduling out your day and planning meetings, to coordinating your employees and managing interactions with your clients.

In this module we will teach you everything you need to know to make Google Calendar your daily time & task management application.

Google Drive
Managing your files in a new business (from new clients proposals to supplier invoices) can be a daunting task if you don’t know how.

For businesses today, accessibility and collaboration are essential to success, so knowing how to use Google Drive effectively will not only change how you do business, but save you countless hours of admin

In this module, we teach you how to navigate Google Drive, how to create, upload, download, edit and share files with your team, your suppliers and your clients. We will also show you how to backup your data, how to use Drive to ensure your ideas are kept safe and how to attach files in other Google apps directly from Google Drive.

Google Keep
Keep is simple application that mimics real world sticky notes.

Designed to work on your mobile phone so you can take notes quickly on the fly, it can be used for everything from making a quick shopping list to jotting down evolving ideas for a business project.

Used effectively it will become an incubator for your best ideas, projects, goals and plans.

Transcripts

1. Introduction: Every new business venture has a learning curve, It experiences growing pains, and it's gonna confront you with a host of unforeseen and unexpected challenges. Now, the key to overcoming these challenges is learning how to plan, communicate, and then execute your business growth strategy. Today, we're gonna arm you with some of the tools you'll need to do this, and we're gonna teach you how to use them. Welcome to Google Business Fundamentals Brought to you by V. R. Squared. Now my name is Matt. And in this beginner training course, we're going to show you five of the free tools that Google offers in order to help you plan and manage your new startup business. The tools were gonna cover in this module are Google Mail, also known as Gmail. Google contacts, Google Calendar, Google Drive and Google Keep. Now, before we jump straight into dealing with these APS, we've got to create ourselves a new Google business account. This is going to serve as your master account going forward for all your business related needs. If you already have an account that you use for business, that's cool. Log into it and then just skip ahead to the Gmail. Why we use it section. If you have a Google account that used for your personal needs, that's also fine. But really, it is best not to mix business with pleasure, so we would strongly recommend that you create a new account that use separately from all of your personal details. This will be your master account that use for all of your applications going forward, including some more advanced APS that will deal with in later modules things like Google Analytics for S CEO and Google ads for PPC. So let's get the show on the road. Let's make ourselves a new Google account. 2. Introduction - Create a Google Business Account: The easiest way to create a Google account is to simply create a Gmail account. Now this could be done by visiting gmail dot com and selecting Create Account on the top right. If you're already logged into a Google account and want to create a new one, go to gmail dot com, click the circular icon on the top right of the window and then select. Add account on the next screen. Select. Create accounts at the bottom, fill in your details and click. Next. Make sure to enter your mobile number during this process, as this will enable some useful business features down the line Now, most importantly, your mobile number will serve as your recovery contact should you lose your log in details . Additionally, it will help with the two step authentication to ensure the safety and security of your Google business account. It will also allow us to use other features like Find my phone, which can help to locate lost or stolen smartphones. Now we're going to dive into more details about these features and how to use them in our advanced Google Fundamentals course. But for now, you can view these settings by visiting my account dot google dot com. By default, your mobile telephone number is kept private, so there's no need to worry about your details becoming public without your consent. Once you're done creating your new account, you'll be taken straight to your new Gmail account. 3. Gmail - Why do we use it: So let's talk about why Gmail is the perfect email tool for you. The entrepreneur. Not only is Google at the bleeding edge of mobile technology, making Gmail the perfect on the go email platform, it's also completely free, making it the perfect platform for any start up business. Now you're in your Google has been improving Gmail since its launch in 2000 and four, making it one of the most integrated and streamlined communication systems in the world today. This means we can always count on Gmail to keep ahead of the times, constantly providing support and improvements that will benefit our business going forward . 4. Gmail - Advantages of Using Gmail: we're gonna take a look at some of the advantages of using Gmail first off, and most importantly, it is free. This means that some of your start up costs will be greatly reduced. It's mobile friendly, which means it's accessible from anywhere on any device Gmail runs on any device, laptop or browser. It's integrated with all of the other Google maps, and this is something we're gonna cover a little bit later. It has 100% uptime. Female is a very stable platform, which makes it very reliable for all of your communication needs that your business may have. You're not reliant on any third party mailing hosts. You can rely, however, on a very strong built in spam filter and virus checks. Now, because at its core Google is a search engine. It stands to reason that Gmail will have very powerful and efficient search functionalities built into it. This means that trying to track down that annoying email that someone sent mid October last year that had something to do with taxes is gonna be pretty quick and easy. It's encrypted and it is secure. This means that all of your business information will be kept safe. Now Google provides about 10 gigs of storage at the start. But this can be raised, and finally you're able to upload 25 megabytes per email that you send. This means you can attach really large documents and files. Send them wherever you want. So now that we know how that works, let's take a look at how to use Gmail. 5. Gmail - How to Use Gmail: This is your Gmail window in the center area is your email preview pain. Now, this is where you're going to see all of your emails and can click to open and read them. This is the left menu. This menu is used to navigate Gmail and locate different types of emails, such as sent emails on finished drafts and those very annoying spam emails. This is the top menu. The icons on the top left allow you to perform different actions on your emails, such as deleting emails or reporting an email. Is spam. The top right of this menu holds the all important Gmail settings cock. This is the right menu. Here you will see links to other Google applications that are integrated with females such as your calendar, your notes and task lists. This is the top right menu. This menu allows you to sign out of Google, switch between Google accounts and open other Google applications such as Google Drive, calendar or keep. Now, it is important to note that this menu is present in every Google app, including the Google APS we're gonna cover in this module. The email preview Pain is structured in easy to read manner. Any emails that are bold have not yet been opened or read, and any emails not in bold have been previously opened. Each email in the preview pain is made up of five columns. The first column is a series of check boxes, which allow you to select multiple emails at the same time in order to perform bulk actions , such as deleting multiple emails at once. The second column is the Star column. This allows you to click and add two stars to any important emails. The third column is the center column. This column shows you who sent the email, how many times it has been replied to afford it, and a brief show of who has interacted with this email chain. The fourth column is a subject line and email body preview column. Here you will see the subject line, followed by a preview of the body text shortly after the fifth column is the date column. This state specifies the last time the email chain has been interacted with 6. Gmail - Create a New Email: to create a new email, click the composed button at the top left of the menu. Your new email will pop up on the bottom right of the screen, allowing you to compose an email while simultaneously interacting with other emails in the background. This could be a very useful feature. Type the email address of the person you wish to send the email to in the recipients bar at the top. Specify the subject line of the email in type or email out in the body section. Carbon copying or blind carbon copying is useful when you want to email more than one person to carbon copy or C C. Someone means that they receive an exact copy of the email you sent to the primary recipient and can reply or ford that email to Blind Carbon Copy or BCC. Someone means they will receive an exact copy of that email, but their names will not be included in the email. Now this is useful when you do not want the primary recipient to know that another party is being copied in on your email. When you are composing, an email picked the CC or BCC, links to the right of the recipients bar. This will open a new field where you can enter the email address of the person that you want to CC or BCC. When you're finished composing your email, click send. Any unfinished email is automatically saved in a draft. You can return to this email at any time by clicking the draft label in the left menu. Simply open up the unfinished email and continue. 7. Gmail - Reply to, and Forward Emails: open the email you wish to respond to and click the reply or Ford button on the top right of the email. Alternatively, you can choose the reply or Ford options found at the bottom left of the email. If you wish to see any of the emails you have previously sent, you can do so by clicking on the sent items link in the left menu. This will show you every email you have ever sent in the past, sorted by the date of sending. 8. Gmail - Delete, Archive, Snooze & Mark as Read: in the email preview window. If you hover over any email, you'll be presented with four icons on the right. These are the archive. Delete Marcus Red and snooze options. Now Delete and Marcus Read. Options are pretty much self explanatory. Archival. Remove the emails from your inbox but not delete it. This means you can clean up your inbox without losing any valuable emails Now. This news option, on the other hand, is incredibly useful for businesses that deal with a lot of email queries on a daily basis . When you click on this news button, you'll be asked when you want this email to reappear in your inbox. Once this date and time is specified, the email will be removed from your inbox and sent to the snooze label at the specified date. In time, the email will reappear in your inbox, reminding you that this email needs to be attended to any emails that are currently archived or snooze can be viewed by simply clicking on the archive or snooze label in the left menu. 9. Gmail - Starred Emails: tagging important emails in Gmail is easy. Gmail offers a star system that allows you to quickly and very easily tag any important emails you wish to keep an eye on. To start an email, click the star shaped icon to the left of the email in the preview window. Or, alternatively, open the email and use the star icon in the top menu. Now to view your start emails at any time, click on the START label in the Left menu to remove a star, simply follow the same process in reverse. 10. Gmail - Organise Your Emails Labels: it's useful to understand how the email management tools that Gmail provides work so that you can better manage and organize the emails in your inbox. Now it's important to note that all emails will remain in your inbox unless otherwise deleted, archived, snoozed or sent to the spam folder. And because almost all the emails that you have will remain in one place, namely your inbox, it's really important to find a good way to try and organize this ever growing list of emails that you'll get so that you can easily find what you're looking for in a heartbeat. Now there's two very effective ways of doing this. The first being labels, the default label, is the starred label, which can be found here. Start emails remain in your inbox. However, selecting the start label will show only start emails and hide the rest for easy management . You can also create your own custom labels that will function in the same way. So to create a new label, go to the left menu, click Mawr, scroll down and select, create new label, then specify the name of the label and click create. The label will now show up on the left hand side menu and can be easily selected at any time. To show only emails that have been assigned that custom label to add, you need able to an email. Simply click and drag the label in the left menu onto the email and let go. Alternatively, open up the email and use the label icon in the top menu to assign that label. 11. Gmail - Organise Your Emails Priority Inbox: The second method for organizing your emails is layouts. Now there are several different layouts that you can choose offered by Gmail to help cater to the needs of your business. Specifically, we highly recommend priority inbox. This is incredibly useful for taking all of the emails that are high priority, as well as ones that you have not yet to attended to and putting them at the top of the email preview pain. To switch over to the priority inbox layout, click on the little down arrow next to the inbox in the left menu, then select Priority Inbox. You'll now see that all important and unready males are grouped at the top of your email preview pain. All of your start emails are grouped under that, and the rest of your emails below. Each of these groupings can be manually changed by clicking on the three dot icon at the top right of the group here, I'm selecting that the top group should be unready males only in this way you can organize your emails to suit your business needs 12. Gmail - Bulk Actions: actions such as Marcus Read, delete or archive can be applied to multiple emails at once. To select the emails, you wish to use the bulk action on Simply check the boxes to the left of each email. Once your selections made, use the top menu to perform your bulk action. Alternatively, select the emails you wish to interact with and right click to bring up a comprehensive drop menu. 13. Gmail - Search for Emails: at the top of the GMO window is a large search box. Here you can type in any word or words to look for a specific email. The search functionality does not only search the contents inside the email, but also recipients subject lines and attachments, making it an incredibly powerful tool for locating lost emails. Should you be looking for a very specific email and your search results are not refined enough, you have the option of using the advanced search options. To see the advanced search window, simply click the down arrow to the right of the search box. Here you will be presented with Siris of options that can narrow down your search to the finest of details. 14. Gmail - Gmail Settings: the Gmail Settings menu can be accessed by clicking the cog like icon on the right hand side of the top menu. Here, you can access a wide variety of settings that allow you to customize your Gmail looks and functions the two most important settings for a new business owner. Our default reply behavior and out of office. The default reply behavior should be set to reply all now. This means that if a email was sent to more than one person, he reply, will include all parties. This ensures that everyone is always kept up to date on the communications. Within that email thread at the bottom of your settings menu, you can set your out of office notifications here. You can specify what day tour out of the office and what your automatic email response should say during that time period. This way, if anyone emails you while you're out of the office, an automatic email reply is sent ensuring that your clients and customers air kept aware of your availability 15. Gmail - Switch Between Accounts: Should you have more than one Google account, for example, a personal and a business account, you can be logged into both of those at the exact same time. Now, if you are logged into more than one Google account on your mobile phone, any new email notifications you receive will happen simultaneously. This also allows you to be able to switch between Google accounts without having to sign in and out each time. In the top right menu of every Google application is your account. Drop down menu toe log into a new account. Select the account, drop down menu and click. Add account at the bottom and sign in using the new accounts, email address and password. Once you've logged into multiple accounts, simply used the same account. Drop down menu in the top right menu and select which account you wish to switch to. 16. Gmail - The Nine Square Icon: the nine square icon can be found at the top. Right of all Google applications, this icon allows us to switch between Google Labs quickly and easily by simply choosing the application of our choice from the drop down menu. Our next module covers the Google context app. This is where we're gonna learn how to save and manage all of our business context for both laptop and mobile phone. Use. This menu now to switch over to Google contacts. 17. Google Contacts - Why do we use it: now. Most importantly, Google contact is the only repository that you will ever need to store your contact information. You'll be able to access any of this information from one location on any device. Now, being part of a new business, you're gonna be making a lot of new contacts way faster than you might have imagined. This is a good thing, but having one application to help manage all of this will help save you time and help save you making mistakes in the future. Google context is also integrated with most Google applications that like to share and communicate. Now, what do we mean by this? Well, simply put, if you wanted to send an email in Gmail or share something on Google Drive, maybe make a booking in Google calendar. Thes applications will check all of the information available in Google contacts to help you fill in that information field and save you time from jumping backwards and forwards between all of these different applications. We're not just talking emails, either. Google Contacts has all the information available shared to you for all the people that you want to stay in contact with. This is things like phone numbers and emails, but obviously other things like physical addresses that you might have, or even website links, and a whole host more. But I think my favorite thing about Google contacts is the fact that it is available on any device. You see, all the information that you gather is stored in the cloud, which means that you don't have to waste time migrating information from one device to the next. If you decide to upgrade, or if you don't have your primary unit on you and you're trying to access it from another device, it's information that you have at your fingertips at any point in time. 18. Google Contacts - Advantages of using Google Contacts: like every other application were teaching you. Today it is free. You're able to save as many contact details as you want. There is no limit. You're able to access it from any place at any time. It will run on any device, laptop or browser. Google Contacts offers a host of fully customizable and detailed fields. It is fully integrated with any of the other Google applications that you're gonna be using on a daily basis. And most importantly, you are able to import contact details from other contact lists and export thes contact lists to other applications that you're gonna be using. 19. Google Contacts - How to Use Contacts: Google contacts is a very simple app. There are only two sections. The contacts preview pain seen here and the left menu found here. The Contact Preview Pain is made up of five columns. The first column is The Contacts First and last name. The second column shows their email address next, their phone number, then job title and company, and lastly, any labels applied to that contact. 20. Google Contacts - Create a new contact: to create a new contact click, create contact in the left menu at the top. This will open the new contact card, where you can fill in the details of your new contact. In some fields like telephone number, you will see a small blue plus on the right click this plus button toe. Add more than one telephone number to a single contact. Using this, you were able to store multiple email addresses and telephone numbers for a single contact . This is important. Lead Iran by making sure you only have one contact card per contact right from the start. You'll not waste time later trying to clean up a contact list that has grown far too big for telephone number field. If you click the flag to the left, you can specify which country the telephone number is in, and Google will fill in the darling code for that country automatically for you. Once you are complete toe, enter your new contact into your Google contacts up. Click safe on the bottom right of the card. You will now see your new contact in the preview pain. Click this contact at any time to open it and view the details you have saved 21. Google Contacts - Edit Contacts: select the contact you wish to edit by clicking on it in the preview pain. When the card opens, click the Edit Icon, which looks like a small pencil on the top right of the window. This will switch the card into edit mode. You can now add, remove and change any details you like. The details you see initially are not the only fields that you can edit. There are more to see the additional fields, click on the more fields link at the bottom left of the card, and you will be presented with extra contact fields such as website addresses, social media contacts and more. When you're done, click save to make your changes. Now Google also tries to help populate your contact card with any additional information automatically. If you create a Google account and add a Gmail address, Google will look at that Google account and see if there was any details that were made public. If there were, these details will appear automatically blow your contact fields here 22. Google Contacts - Merge Contacts: the number of contacts you save in Google contacts can very quickly grow as you start your new business, and you may sometimes find duplicate cards for a single contact. An example of how this may happen is that you may enter a person's telephone number using the Google Contacts app on your phone while you're talking to them. And then later you used the add context link while hovering over an email address in Jammu . This would create to contact cards one for the telephone number and one for the email. Now, thankfully, Google Contacts offers a way to easily merge duplicate contacts in tow. One. The easiest way to find duplicates is to click on the duplicates link in the left menu. Google contacts will automatically look for any cards that have similar details in the same fields and show both contact cards next to each other so that you can compare them. If you decide that these contact should be emergent, one simply click the merged link. Alternatively, you can select the contacts manually in the preview pane by clicking on the icons in the left of each contact and then clicking the merge icon in the top menu. 23. Google Contacts - Contact Labels: you can group contacts in the same way you can with Gmail by using labels to create a new label, click create label in the Left menu and give your label and name. Once your label has been created, you will see the new label in the Left menu to sign this label to multiple contacts. Select the contacts by hovering your mouse over the icon to the left of their name and selecting the check boxes. Once you've selected everyone you want to group in this new label, click the Blue Manage label icon in the top menu. Select the new label name and click apply to see all the contacts attached to your new label, simply click the label name in the left menu. Now, in the beginning, labeling your context may seem trivial or even a waste of time. But as your business grows and you're dealing with mork clients and more suppliers, you'll be thankful that each time you created a new contact, you diligently labeled them. Lastly, you can label effectively groups of multiple email addresses together. If you compose a new email in Gmail, then type the name of your Google contact label in the recipients field. Gmail will add all the email addresses linked to that label. This allows you to quickly email groups of people without having to manually source each email address. This will save you time in the long run and prevent you from forgetting any emails to certain people in a group. 24. Google Contacts - Starred Contacts: now, in the same way that you can start emails that are important to you in Gmail, you can also start contacts that are important to you in your Google contacts. App. Simply hover your mouse over the contact in the preview pain and click the star icon on the right. All Star contacts will be kept at the top of the contacts application window at all times for quick access, and that's it for Google contacts. Now use your nine score icon to switch over to Google Calendar. 25. Google Calendar - Why do we use it: the Google calendar, APP is a far more effective tool than it may 1st appear on the surface. Now this really will become the single most important resource you have for managing your events in your task. From this point going forward, it allows you to easily plan and set up meetings with multiple people, create professional looking online video conference rooms in seconds and send GPS details to anyone needing directions in the real world. It offers you the ability to share files, manage attendance, email guests, send reminders to your phone and allows you to plan and manage your workload with multiple people in your contact list. Now, not only can you plan and strategize using Google calendar, but it gives you the tools necessary to bring all the hard work that you've been doing into one place so that you can manage it effectively. We really want to change people's perceptions on how they see Google Calendar to really start noting its true potential to manage your entire business efficiently so that you can deliver a professional service on time every time 26. Google Calendar - Advantages of using Google Calendar: it's free. Creating events and reminders is quick and easy. Creating multiple calendars is an ease, and you can do this for both personal and business related needs. You can share these calendars between individuals, departments or clients, its mobile accessible from anywhere. It's integrated with Google maps so that everyone can get to the meeting with the right directions. It's integrated with Google hangouts so that you can create online professional video conferences. It has a built in task management system. It sends reminders directly to your phone so that you don't forget anything, and more importantly, it runs on any device, laptop or browser. 27. Google Calendar - How to use Google Calendar: this is the calendar pain. Here you will see all of your events, reminders and tasks displayed in a way that is easy to view and manage. At the top of the left menu is your jump to date box. Here you can select any date and your calendar pain will jump to the week surrounding that date to return to the current date in the calendar. Pain Click the button called Today in the Top menu each day of the week, and it's corresponding. Date is shown at the top of the calendar. Pain. The entire day's events reminders are represented by one column going from the top of the page to the bottom. The time of day is shown in the Left column, allowing you to view whatever events are happening at any given time on any specific day. The default calendar view shows the current week starting from Sunday and ending on Saturday. Across the preview pain. This can be changed by selecting a different calendar view from the top menu here. Selecting schedule view, for instance, will show the day's schedule in order. More like today's task list. Try a few of these options to see what suits your businesses needs best or switch between them on the fly, using the corresponding shortcut keys shown in the menu. In the left menu below the jump to date box, you can see other calendars. You have created calendars that have been shared with you, or reminders and task calendars, as well as a few others, like birthdays and local holidays. 28. Google Calendar - Create an Event or Meeting: a Google calendar event is where multiple people are invited to gather together at a specific time, either online or in the real world. Alternatively, it could also be a time where you yourself are considered unavailable, either tasked with doing something for the business or being out on the job. Now a few examples of this could be a department meeting scheduled via an online video conference. Setting up a meeting with a client in the real world at any designated location or just being back at the off was putting together that slick new business proposal to create a new event. Either click the create button on the top left of the screen or simply click and drag inside the calendar pain to create a quick event. From here, you can add a title, select the day in time and click safe. You'll now see your event inside the calendar. The column the event is in represents the day the event is scheduled for, and the positioning of the event shows when it starts and finishes within the calendar Preview pane. You can move or scale any event by simply selecting and dragging the event where you want it to be here. You can see I'm moving an event from Monday to Tuesday, and now I'm increasing the time of this event by an additional hour. This simple drag and drop functionality makes managing your events quick and simple because each event shows you when you're busy and when you have available time, take a moment to consider that creating an event on Tuesday morning from 10 till 11 a.m. called by new office supplies will not only remind you that you have a task scheduled for that time, but it also allows you to plan around that time to edit or add more options to an event. DoubleClick the event in the calendar, pain or click the event once and then select the small pencil icon on the top right of the event card. Let's take a look at all the options that are available in a calendar event and walk through how using the right options for the right type of event can be crucial to your business Is planning. At the top of the edit page is the title. This is the name of the event, and it is the first thing that anyone will see in their email or calendar, make this title clear and easily understandable so that you and your attendees can quickly understand what type of event this is and what the event is about. For instance, if this is a meeting to be held in a boardroom, then write something like this. If this is an online conference meeting, then try something like this. And if this is an event that everyone has to travel to, then maybe something like this immediately under the title is the date and time that the meeting starts and then the date and time that it ends. Selecting the all day check box removes the time fields and marks you as unavailable for the entire day. Next to the all day box is a drop down menu that says doesn't repeat. This is the default events setting, meaning that the event you're creating will not repeat in your calendar. If you would like this instance to automatically repeat, for instance, setting a weekly Tuesday morning meeting with your team, you can use this drop down menu to have the event repeat at any interval of your choice, such as the first Wednesday of every month. Adding a location to an event means that everyone invited will know exactly where to go for that event. This could be a simple as meeting Room three, where you can type in a physical address with the street name, city and even country. Now anyone who opens this event can click on the physical address and be taken directly to Google maps, where they can request directions. If you want to set up in online video conference room, Google calendars makes it as simple as adding conferencing. Tier event. Click the add conferencing, drop down menu and select hangouts meat. It's a simple is that your conference room for that date and time is now set up. Anyone viewing this calendar event will now have a direct link to the conference room, as well as information on how to dialing using a mobile phone or landline phone. This is one of the most powerful communication features that Google has introduced and is largely missed by the general public. Every event created in Google calendar will have a default 30 minute notification set to it . This will send a notification to your smartphone 30 minutes prior to the event, you can edit the default notification or add multiple notifications for each event toe. Add additional customer details about the event. Simply start typing in the description box below. You can also click the paperclip icon to attach or upload files that will be accessible to everyone viewing the event. Now that your details are specified, it's time to invite those people that you want to attend on the right hand side of the edit window. Click in the ad guests box and begin typing the email address of the guest you wish to invite. Do this multiple times to invite multiple people. When you finish updating the event, each guest you add will be emailed with the event, date and time and all of the other details that you specified. Each of these emails will provide the guest with an option to R S V P. When each guest clicks, Yes, no. Or maybe you will be notified by email. And the event in your calendar will be updated for everyone to see who is attending and who is not. When you're done, click save on the top right to enter the new details into your Google calendar. Now click once on your detailed event in the calendar pain too quickly. View the details of your event 29. Google Calendar - Set a Reminder: while an event is something that can be assigned to multiple people and has a host of options such as uploading files or writing detailed descriptions, a reminder sole purpose is to send a notification to your smartphone at a specified time. Unlike events, he should be quick tasks, things that don't take up a lot of time and don't designate in a lot of amount of time as unavailable. This could be things like, Oh, remember to send Nick that quote or oh, I have to go feed the neighbor's cat. I hate that thing. Another thing to remember is that though people may have access to your calendar, they cannot see your reminders. This means that though you can see it in your calendar and they're sent your phone, no one else can see him to create a reminder, click the create button on the top left or click inside the calendar pain. And when the pop up window appears, select the reminder option just underneath the title. Add your title, select your date and time and click save. Now take note that reminders are specifically designed to notify you on your mobile device at the specified time so it will only work if you have the Google calendar. App installed on that device 30. Google Calendar Sharing Calendars: One of the best features about Google Calendar is that you can share calendars amongst each other. Any calendars that have been shared with you can be viewed in the left menu at the bottom. Each calendar has a check box next to it. If the box is checked, then you will see that calendars events in your calendar pain. The events from that calendar will be represented in the same color as the check box next to the calendar name. To illustrate this, let's open a calendar from another Google account and share it with this one. I am now in a different Google account calendar to share my calendar. I hover over the calendar I wish to share in the left menu, click the three dot icon and then select settings and sharing Here. I will see all the settings for this calendar, including the option to share select share with specific people in the left menu, Then click the add people. But now enter the email address for the person you wish to share your calendar with and click Send the person you have just shared your calendar with will now receive an email notification and be able to view your calendar in their Google calendar. APP exit the settings menu by clicking the arrow on the top left. Now, any time I edit an event on my calendar, it will almost instantly update those details in the person's calendar that I shared it with. Let's take a look here. I have my calendar on the left and on the right is the calendar I shared mine with. I'm creating an event in my calendar. Now watch out, automatically updated in the calendar on the right. If you take into consideration that an event can also be a task like create a design brief or deliver goods, then sharing calendars will allow you to manage your team's tasks if their calendars are all shared with you. If you have a calendar shared with you, you will see that calendar in the left menu and can choose to show or hide that calendar at any time by clicking on the check box. You can also change the color of that shared calendar by clicking the three dot icon next to the calendar. Name. A business that shares its calendars properly can be incredibly effective at organizing and managing the businesses needs Here, you can see a great example of how a company's calendar might look. Note how each team member has shared a calendar with me and how I've managed that weeks, tasks and time. I can view each calendar individually or all at once to quickly determine who has time to take on extra work and who was already working at capacity. Take some time to play around by sharing your calendar with friends and family and get familiar with how it works. Well, that just about does it for our tutorial on Google calendar. Now next up, my personal favorite in this module is Google Drive. However, if you have been powering through all of this up until this point, we suggest that you just take a short 30 minute break just to refresh, and we will see you soon. 31. Google Drive - Why do we use it: The best way to describe Google Drive is to say that it is a shared online hard drive. It allows you to store farce and folders in one location in the cloud. Now in the cloud means that you have accessibility to these files and folders anywhere that there is an Internet connection on any device, and you can share these files with anyone you want. Now for the modern business today, accessibility and collaboration or key for success. Gone are the days when you needed to have multiple copies of the same file on many different computers. What Google Drive allows you to do is to collaborate with your team and your fellow co workers and give you a platform to have accessibility to all of these same files and folders at the same time. And not only that, but you can edit the same documents at the same time. Now, the most commonly used computer files for many years now have been Microsoft Word for documents, Excel for spreadsheets and PowerPoint for presentations or Google Drive is unique in that it has the specific document types in mind. When it was created, Google Drive allows you as a new business owner to be able to create documents, spreadsheets and presentations for free. And you get to store them online for free as well, as well as giving all of your co workers and teammates accessibility to that whenever they need it. Now for today's module, we're gonna focus on Google Drive, which is for storage. But once you've done with this course, feel free to go and have a look at some of our other courses so that you can learn how to work with Google docks, sheets, slides and forms and maximize them to their full potential. 32. Google Drive - Advantages of using Google Drive: Google drive is free. You can share files with anyone at any time, anywhere, and you can revoke the access they have to those files at any time as well. The fact that you're storing things online and Google Drive means that you will always have them backed up. You can access school drive from anywhere at any time, and if you forget where you put something that's OK, the search functionality of Google Drive is second to none, and you will easily be able to find what you're missing just by typing in a few key words. Now you can also save files as their offline counterparts. For example, you could save a Google doc as a Microsoft Word or PdF. You could do the same with the sheets, the slides or the forms, and vice versa. You could taken offline file and upload it as a Google doc sheet or slide. But the best part of all the most important any changes you make to any file on Google Drive are saved immediately. This means you don't have to worry in case your Internet dies or your PC crashes. This alone will save you and your business countless hours of having to remake, redo and recheck all of your documents 33. Google Drive - How to use Google Drive: This is your Google drive window. This is the preview pain. Here, you will see your files and folders. This is the quick access menu. This menu will learn from you and try to anticipate what files you want to access. Next. This is the left menu. This menu allows you to move between different areas of Google drive. This is the top menu. Here. You can access your Google Drive menu and on the right, you can change the layout of the drive and open additional information like file and folder activity. This is the right menu. Like most Google APS, you can access Dr Integrated APS like Calendar and keep. This is the top right menu. Here you will find one additional element you will not find in any other Google app. The Google Drive Settings menu. 34. Google Drive - Create Files & Folders: every fall browser out there uses a folder system to allow you to manage your files, And Google Drive is no different to grouper falls in a folder. First, create a folder by thinking the new button on the top left of the menu, then choose folder in the pop up menu. Here, type the name of the folder and click create. You will now see your new folder in the preview pain to create a new file like a Google doc sheet or slide, click new in the left menu and select the type of file you wish to create in the drop down menu. Here. I'm going to choose Google Doc. When you create a new file, notice how it opens a new tab in the browser. Here. Your new file can be edited inside this tab, and when you close the tab, you can close that file. The very first thing you want to do is give the file and name you will remember. I'm going to call this file video training example document. It is very important to note that all of your changes in Google Drive are saved immediately , so there is no need to save documents as you work. And you can rest assured that your changes will remain when you close the file. Once you're done editing your file to close it, simply close your browser tab here. 35. Google Drive - Upload Files & Folders: your business will need to deal with many types of files as the years go on. Fortunately, Google Drive allows you to upload nearly any type of file, so those files can be accessed by anyone in your company at any time. To upload a file to Google drive first, open the folder. You want the file to be uploaded to next, click the new button in the left menu, then choose file upload from the drop down menu. The window that pops up will ask you which files on your computer you want to upload. Use this window to find and select your file and click open. Once the false starts, uploading a pop up window will appear in the bottom right of Google Drive to show you the upload progress. Once completed, you will see a green check mark next to the file name. Using this method, you can upload multiple falls at once or even choose to upload folder from your computer with all the files inside. 36. Google Drive - The Right Click Menu: Should you right click on any file or folder in Google Drive or even in the white space? Inside the preview window, you will be presented with a menu allowing you to choose what you would like to do with that file or folder. Now the most important options in the right click menu for your business, our download share and add to start. You can play around with other options in your free time, but for now, let's focus on these three. 37. Google Drive - Download Files & Folders: downloading is as easy as right clicking on the file or folder and selecting download. Once downloaded, the file will be accessible on your local computer, separate from what is on your Google drive. Don't forget when you download you now have two files, one in drive and one on your local computer. Now this is important to remember, because any edits to the file on your local computer will not be updated and drive. Lastly, any Google drive files like a Google sheet, for instance, when downloaded, will automatically be converted to their Microsoft equivalents. This is because Google Drive files are designed to be online collaborative documents and cannot be used in that format on your local computer. Our advice. Until you are comfortable with using drive on a daily basis, try to avoid downloading files unless absolutely necessary. Remember, you can attach falls in your Gmail calendar and other Google APS directly from Dr without ever having to download them. Just look out for the Google drive symbol like this one over here 38. Google Drive - Sharing Files & Folders: Now you can share or grant access to any fall or folder with anyone with an email address being a member of the team, an employee or a client by simply selecting the share option in Google Drive, this becomes really useful to any business, both internally and externally. When you share a file in Google Drive, it's gonna ask you what level of access you wish to grant to the person you're sharing with . So you could send a Google sheet, toe a client and give them the ability to read the file but not make any changes of the content inside of it. You could send a Google docked one of your team members and allow them to be able to write comments down the side of the document and edit the document at the same time as you now imagine using this file to send a proposal to a client and knowing that they will be able to send back comments and feedback in the same file or preparing a performance report and knowing that you can still edit that report even after you sent it to the client, picture your entire team editing the same document at the same time working together in the comments and the feedback that they give each other. They're working on that thing at that time. Now, once you understand the power of sharing files within Google drive, an entirely new world of possibilities becomes open to you on Working online becomes a fun and enjoyable experience instead of a drag. Mastering Google drive means that it will save you countless hours. And to an entrepreneur, time is money, so take note. 39. Google Drive - How to Share Files & Folders: now, the easiest way to share anything in Google Drive is through the use of the right click menu. Simply right, click the file or folder you wish to share and then select Share. The window that pops up will offer you two choices, the first of which is to share via a link, and the second is to share via an email address. Essentially, these options are identical. Either way, the person will have access to the file. The difference is that the one sent via an email is a professional looking attachment. The other is a link that can be sent via any method you like. Facebook Messenger, WhatsApp or even printed on a flyer to share via email address. Type the email address of the person you want to share within the box here. Then select the drop down menu to the right here. Select what level of access you wish to give, and when you're done, click send. That's it. That person will now receive an email with a link to access that file to share. Using a link, click get share OBL link on the top right of the sharing window. Select the level of access you wish to give them from the drop down menu here. Once you've chosen your level of access click copy link, you can now go to which ever application you want, like Facebook or Google hangouts. Chat and paste in the link. And don't forget. Once you have shared the file, you can still edit it afterwards, and your changes will reflect on their side, too. Lastly, if you create a fall and share it, the people with whom you have shared that file will not own that file. They can only access it remotely. Google Records, who accesses a file who changes anything on that file and, most importantly, who owns it Now, legally speaking, this can become incredibly beneficial if you need to prove ownership of an idea or a concept at any point in time, a paper trail, so to speak. Now this could be an incredibly beneficial thing for any new business. So don't overlook this incredible piece of Google drive 40. Google Drive - Starred Files: Now that we know how to create, edit and share files, your Google drive is going to quickly start filling up with folders full of files before this becomes an unmanageable mess. We need to understand the best tools available to browse, find and organize these files. Just like Gmail and Google contacts. You can tag any file or folder as important by adding a star, making it easier to find them at a later date. To add a start to a file right click and choose add. To start from the drop down menu, you can add entire folders by using the same method. Once a file or folder has been tagged with the star, they can easily be found by clicking the Start folder in the Left menu to remove a star, used the right click menu again and choose removed from start. 41. Google Drive - Recent Files: just above start in the left menu. Click on Recent to view the most recent files you have created or edited in Google Drive. This folder is exceptional, useful if you use Google drive regularly or need to return to edit on a constant basis, or even just take a few days to finish editing a file and have to return to it regularly. Once your Google drive starts to fill up with files and folders, the simple act of browsing through a folder tree to find that one file in amongst hundreds can be very time consuming. Recent files allows you to quickly return to the last files you edited without the hassle. 42. Google Drive - Move & Organise Files: the need to move and restructure of files and folders to best suit your business needs will become more and more evident as time moves on. Now there are two ways that a file or folder can be moved to a new location within Google Drive. The first is a simple drag and drop method. Left, Click and drag a file over the top of the folder. You wish to place the file into here I am moving a file in placing it into a folder. You can do the same with the folder, even if it has falls inside it, and all the files in that folder will move with that folder. The second method is by using the right click menu. Choose the option moved to and in the drop down menu. Browse until you find the location. You want your file to be moved to. To go back in a folder tree, click the left arrow on the top of the left pop up window and to choose a folder to deposit to fall into double click the folder. Once you're happy with the new location of the file, click move here 43. Google Drive - Adding Shared Files to My Drive: in order to truly understand how Google Drive works. It's important to understand that no matter how many times a father has been shared or how many people have access to that file, the file belongs to its creator and that is stored on their Google drive. So if someone shares a fire with me and I see it on my Google drive, what I'm really seeing is a short cut to that file on their drive. This means that no matter how many times I move it around, all I'm moving around is a shortcut, and I'm not affecting the location of the original file from the Creator. This leaves me free to organize my Google drive the way I want to and not affect the original creators file. Any files that have been shared with you can be found by clicking on Shared with Me in the Left menu. If a folder that has been shared with you is particularly important and you will want to use it often, you have the option of adding the shared file to your Google drive as a shortcut, which can then be organized as it suits you to add a file to your Google drive right, click the shared file and select Add to my drive. This will place the file shortcut in the root of your Google drive, which can be found by simply clicking my drive in the left menu. Now you can move the shortcut to any folder within your Google drive. 44. Google Drive - Make your Drive look like a file browser: Google Drive displays her files as large icons. This could be useful to someone who doesn't have a lot of files or doesn't spend a lot of time regularly working in Google Drive. However, as a new business owner, you will spend a lot of your time in Google Drive creating documents, proposals, invoices, etcetera. And the more falls you have, the more annoying this large icon view can become. Google Drive can be changed to look more like your standard computer file browser by simply clicking on the list view icon in the top menu here to create an even more compact view. To get more details on screen, go to the settings menu in the top right menu and select settings from the drop down. Scroll down until you see the option called Density and change it from comfortable to compact. Now you can see her Google drive looks a lot more like the file browser is that you have become accustomed to great Well, that does it for Google Drive. Now let's take a short little break and we'll meet back here to learn how to take notes on the fly with Google. Keep 45. Google Keep - Why do we use it: Google keep is a simple but very effective app for any startup business. And though not a lot of people may know about it or use it often, it really will become one of the handiest little business tools that you should be using compulsively Think about it like having sticky notes in your office except thes. You can access from anywhere and read them at any time. You can share them with anyone. They never get lost. And you can even set your stickies to send reminders to your phone to remind you when to take notes. Google keep is designed for mobile phone use, and that means that you can take notes very quickly and easily on the fly. This could be anything from taking notes for a shopping list to riding down new ideas that are evolving from new business projects. Having Google keep handy on your phone means that you're never again going to be warring about whether you have a note pad and a pen. And those evolving but elusive ideas will never again be for gotten really use it regularly , and Google keep will become an incubator for all of your best ideas, plans, goals and dreams. 46. Google Keep - Advantages of using Google Keep: it's free notes will send reminders to your phone. You can prioritize and organize your notes. You can even color code your notes. No note is ever truly deleted, so you can find that lost note from many years ago. And best of all, you can attach files to your notes. You could even take a picture of a little doodle you do in note pad and attach that to your keep note. 47. Google Keep - How to use Google Keep: here is the preview pain. In this pain, you will see all of your active notes. Notes can be dragged around in any order you like. Over here is the left menu. This menu allows you to filter by notes that have reminders notes that have labels and notes that have been archived or deleted. This is the top menu here. You can search for notes, change Google, keep settings and switch between Google accounts. 48. Google Keep - Create a new Note: to create a new note, click inside the box at the top of the preview pane, where it says, Take a note and begin typing. You have the option to add a heading above the note. If you want to give a quick description of what the note is about, the new note has a few options along the bottom. Let's take a look at what they do. Adding a reminder is one of the most important options to remember. Not only will it send a reminder notification to your phone at the specified date and time , it will also put this note in your Google calendar. Adding a collaborator means that person will seethe same note in their Google keep. It also means that you can both edit that note in the same way that you could edit the same file in Google Drive. Changing the color of the note helps to make that note standout Tri color coding your notes to make it easier to identify. For instance, all blue notes could be ideas you want to revisit later. While all green notes are notes made at a client meeting, you can upload an image from your computer or from your phone gallery and attach it to a note. This drops the image into the top of the note, making it highly visible and easy to identify. Archiving a note removes the note and places it in the archive folder in the left menu. Use this regularly to clean up and organize your notes while ensuring you never lose the information in those notes. The three dot icon offers more options, like adding a label similar to the way you'd add a label in Gmail or showing tick boxes, which will turn your note into a handy checklist at the top. Right of the note. You will see a pin icon. Click this icon to pin an important note at the top of your note. Preview pain for easy access later. Once you're done creating your note, click close. The details in the note are saved as you type, so there's no need to save a note. Well, now that you know the five pillars of Google, we suggest that you start playing around with them right away. The best way to become truly familiar with them is to start using them every single day. If there's ever anything that you ever forget. Feel free to return to this module and recap. I guess that brings us to the end of the Google business fundamentals by the VR Square team . Guys, we had a blast bringing this to you. And we really do hope that you learned something valuable today. And if you have any questions, suggestions or any feedback that you might have, please feel free to contact us and let us know. In the meantime, why don't you check out our bonus content and see how to use these applications on a mobile device? There's also some tips and tricks in there to see how to use Google integrated features and also a few little tips. And we're gonna show you how different business types might be able to use these little tools that we've showed you today to maximum effect.