Google Workspace vs. O365 Comparisons

Feature	O365	Google Workspace
Mail & Instant Messaging
Spreadsheet
Text Documents
Slideshows
Sharedrive & Storage
Calendar
Video Meetings/Chat

Navigating Google Workspace

You can log into your Workspace applications from any of Google's applications or from https://www.google.com.

Additionally, Google's naming conventions for their applications are very easy to remember:

• Google Docs: docs.google.com or docs.new (This will create a new Google Doc)
• Google Sheets: sheets.google.com or sheets.new (This will create a new Google Sheet)
• Google Slides: slides.google.com or slides.new (This will create a new Google Slide)
• Gmail: mail.google.com or gmail.com
• Drive: drive.google.com
• Chat: chat.google.com
• Meet: meet.google.com
• Calendar: calendar.google.com

Gmail & Chat

Gmail

Navigating Gmail

Formatting and Attachments

• Formatting: Select the text you want to format and then click the A to change the font, size, or color of the text.
• The icon at the bottom of the email will allow you to upload attachments directly from your workstation.
• The icon at the bottom of the email will allow you to upload attachments directly from your Google Drive.

The other options here are: insert a link; insert emoji; insert photo; toggle confidential mode; insert signature; select a layout; set up a time to meet; discard draft.

Adding a Signature Block

To add a signature block to your emails:

1. Start by clicking the Settings icon at the top of your Gmail.
2. Click "See all settings" at the top of the pane that appears.
3. Under the General tab, scroll down to Signature:

Here you can create, edit, and select which type of emails (all, new, responses, etc) your signature will appear on. Images may also be added to your email signature by link or by uploading them from your Drive.

Differences Between Outlook and Gmail

Google and Outlook sometimes use different names for similar features. See the table below to map the differences.

Chat

Google Chat can be accessed two ways:

• chat.google.com
• Via Gmail using the "Chat" button on the left of your screen.

Chat can be used to message and collaborate with anyone you work with. You can use Chat to:

• Talk to people directly or in small group messages.
• Collaborate in large, named groups called Spaces.
• Send and share files from Docs, Slides, Sheets or your personal workstation.

Sheets

Google Sheets can be accessed three ways:

• From the Applications Menu at the top of any Google Site
• By visiting sheets.google.com
  • This site allows you to create an empty Sheet, create a Sheet from a template, or resume working on a previously opened Sheet
• By visiting sheets.new
  • This will create a new, blank Sheet

Navigating Google Sheets

The image below will help identify some of the basic icons and their purposes within Google Sheets.

Open versus Import

If you are trying to use a previously saved Microsoft Excel file or Sheet inside of Google Sheets, there are two options.

• Open: This will allow you to open an Excel spreadsheet (.xsl or .xslx) or Sheet. This will open the file in a new tab.
• Import: This will allow you to create a Sheet from this import, add the selected file to the Sheet you're working on, or replace the data of the Sheet you're working on with the data selected. You can also import Docs, Slides, PDFs, or other files.

Conditional Formatting & Heat Mapping

Conditional formatting will automatically apply formatting to a cell based on a preset condition. For example, you can select to highlight a cell in red if the value entered is below 100 or reads "Error".

Heatmaps work similarly in that they apply a color scale to cells based on a median criteria (values greater than the median will appear darker while values lesser will appear lighter). This helps you view values on a gradient and identifies areas of concern on which to focus your attention.

Commonly Used Sheets Formulas

• =SUM(range): This will add all values within a selected range.
• =AVERAGE(range): This calculates the average of values within a range.
• FILTER(range, condition1, [condition2]): This returns a filtered version of the source range, returning only rows or columns which meet the specified conditions. This is helpful when segmenting data by year or month.
• FIND(search_for, text_to_search, [starting_at]): This returns the position at which a string is first found within the text. The Find formula is case sensitive.
• =COUNTIF(range, criterion): This formula returns a conditional count across a range.
• =CONCATENATE(Value1, " ",Value2): This allows you to combine values of multiple cells into one cell, e.g., first and last names.
• =VLOOKUP(search_key, range, index, [is_sorted]): This stands for vertical lookup. This searches down the first column of a range for a key and returns the value of a specific cell in the row found.
• =SPLIT(text, delimiter, [split_by_each]): This divides text around a specified character or string, and puts the fragment into a separate cell in the row. Use this when you want to break up first names from last names in a list of customers or prospects.
• =SUBSTITUTE(text_to_search, search_for, replace_with, [occurrence_number]): This replaces existing text with new text in a string. For example: You could replace a product name with a new one in a sheet.
• =PROPER(text): This edits text within a cell to title case so you don't have to format each entry manually.

A complete list of Formulas that are the same (and different) in Microsoft Excel and Sheets can be found here: Excel vs Sheets Formulas

Docs

Google Docs can be accessed three ways:

• From the Applications Menu at the top of any Google Site
• By visiting docs.google.com
  • This site allows you to create an empty Doc, create a Doc from a template, or resume working on a previously opened Doc
• By visiting docs.new
  • This will create a new, blank Doc

Navigating Google Docs

The image below will help identify some of the basic icons and their purposes within Google Docs.

Formatting a Doc

Page margins can be adjusted two ways.

1. Manually by adjusting the position of arrows on the ruler.

      2. All at once using the Page Setup tool.

Inserting Charts and Graphs

Charts and graphs that you have created in a Google Sheet can easily be imported into a Doc.

Smart Chips & Voice Typing

Smart Chips are useful tools that allow you to link files, calendar events, dates, people, or even voting tools into a Doc directly.

Google Docs also allow you to use Voice Typing if you have a microphone attached to your workstation.

Slides

Google Slides can be accessed three ways:

• From the Applications Menu at the top of any Google Site
• By visiting slides.google.com
  • This site allows you to create an empty Slide, create a Slide from a template, or resume working on a previously opened Slide
• By visiting slides.new
  • This will create a new, blank Slide

Navigating Google Slides

The icon in the top right corner allows you to present your Slide directly to a call in Google Meet.

Adding Additional Slides

Adding additional slides can be done two ways.

Drive

Google Drive can be accessed two ways:

• From the Applications Menu at the top of any Google Site
• By visiting drive.google.com

Google Drive can store any file type, but not all file types can be previewed or directly interacted with. For example, ZIP files can be stored and their contents can be previewed, but that cannot be unzipped without the use of third party applications or App Scripts.

Note: There are file size limits restrictions, but these restrictions will likely not cause any problems for most users.

• Documents: Up to 1.02 million characters. If you convert a text document to Google Docs format, it can be up to 50 MB.
• Spreadsheets: Up to ten million cells or 18,278 columns for spreadsheets created in or converted to Google Sheets. The same limit exists for Excel spreadsheets.
• Presentations: Up to 100MB for presentations converted to Google Slides.
• Google Sites: Up to 15,000,000 characters per page, 40,000,000 characters per site, 10,000 pages per site, and 15,000 images per site.
• All other files: Up to 5TB.
• Individual users can only upload 750GB a day. If a single file is larger than 750GB, the user won't be able to upload more that day.

Navigating and Using Google Drive

Uploading Files to Drive

There are multiple ways to upload files into your Drive.

The most common upload process is displayed below:

Source: Google, Upload files & folders to Google Drive

Other options are:

• Drag and drop files from your desktop into your Google Drive
• Right click inside of the folder you want to upload a file into, and select Upload file
• Click the arrow to the right of My Drive, and select Upload file

Important Notes:

If you want to upload files like Microsoft Word documents, you can change your settings to automatically convert them upon upload.

1. Go to drive.google.com/drive/settings or click the icon.
2. Scroll down to “Convert Uploads,” and check the box beside it.

If you upload a file with the same name, Drive will upload the file as a revision of the file already in Google Drive. To keep both files:

1. Upload a file.
2. Click Keep as a separate file.

Calendar

Google Calendar can be accessed three ways:

• From the Applications Menu at the top of any Google Site
• By visiting calendar.google.com
• By clicking the on the right pane of your Gmail or Drive.
  • Note: This displays a condensed daily version of your calendar

Navigating Google Calendar

Scheduling on Google Calendar

There are two primary ways to schedule on Google Calendar.

1. You can click the Create button at the top left of your Calendar.

2. Clicking anywhere inside the Calendar

If guests are added to the event, you will be prompted to email them an invitation. 

Scheduling Types

1. Events: meetings of some kind. Physical locations can be added, and Google will autofill the address. For example:  

2. Focus time: Sets your calendar to “Do not disturb” during the scheduled period. Meetings can be set to automatically decline.
3. Out of office: Automatically declines meetings during the selected period, and responds to invitations with an email.
4. Working location: Displays your working location during the selected period.
5. Task: Creates tasks that are displayed on your calendar.
6. Appointment schedule: Create a booking page you can share with others so they can book time with you themselves. This can be emailed or embedded into a website.

Meet

Google Meet can be accessed several ways:

• From the Applications Menu at the top of any Google Site
• By visiting meet.google.com
• By selecting an event from Google Calendar, and clicking “Join with Google Meet”
• By calling the phone number associated with a Meet from any call-capable device.

Navigating Google Meet

The meeting selection screen:

Meeting waiting room:

After you have joined the meeting, the toolbar below will be displayed: