Google Docs

Organize your inbox with labels and filters

• To start, think of labels that might be useful to your role -- for example, as a development officer you may want to create a label for all emails from high value donors.
• To create a label in Gmail:
  • Click “Settings” icon and then select “Settings” from the menu.
  • Click the Labels tab.
  • Scroll to the Labels section and click “Create new label.”
  • Enter the label name and click “Create.”
  • To apply a label to a new email:
    • In your inbox, check the boxes next to the email.
    • Click the “Labels” icon .
    • Check the boxes next to the labels you want to add and click “Apply.”
    • To move the email from your inbox to a label:
      • In your inbox, check the boxes next to the email you want to move.
      • Click the “Move to” icon .
      • Click the label you want to move your email to.
      • Your email will move from your inbox into the folder you specified.
      • You can find the email again by selecting the label from the left-hand navigation.

  Collaborate with colleagues on a Google Doc

  • Create and share a document:
    • You can start a new Google Doc from a few places:
      • In Google Drive, click the “New” button on the left with the plus sign, and then select Google Docs from the dropdown list.
      • Type www.docs.google.com in a new browser window to create a new blank document.
      • Name your document by clicking the “Untitled” name at the top of your page, and get to work on your draft!
    • Consider what access you want to give each person:
      • View access allows users to see the document itself, but does not allow them to see comments or suggestions from other reviewers.
      • Comment access allows users to suggest changes to your document text via “Suggesting” mode. It also allows users to insert comments into the document by highlighting text and clicking the small comment bubble that pops up to the right of the page.
      • Edit access allows users to directly edit, add, and remove content from your document. It also allows them to add other users with varying permissions.
    • When you are ready to share, click “Share” at the top right, then click “Advanced,” and finally by reviewing and checking the boxes listed under Owner Settings.
    • If you are adding multiple users with the same permissions, click “Share” at the top right and then add each user email and change the permission setting accordingly.
    • It's best practice to enter a quick message to your users telling them why you are adding them to the document. Click “Share” at the bottom, and Google Docs will email each user letting them know you've shared the document and providing the link.
    • If you are adding multiple users with different permissions and would like to add them without sending notifications, click “Share” at the top right, then click “Advanced.” Enter the names of the people you want to invite to the document and their permission level, but be sure to uncheck the “Notify People” box.
  • Review comments / suggestions and check version history:
    • Open your document and review the comments by scrolling through the document and clicking comments to see what text is highlighted.
    • To quickly scroll through comments listed in chronological order, click the “Comment” icon at the top right of the page.
    • To resolve a comment, click “Resolve” at the top right to remove the comment from the document.
    • To revert to a previous version, click "File" > "Version history" > "See version history", to see every change that was made to your document, when, and by whom.

  Track your to-do list

  • Use Tasks or Keep to track your to-do list.

  Use Google Calendar to schedule meetings

  • To set up your individual work Google Calendar, you'll need to login to the nonprofit Google account provided to you by your Google Workspace Administrator.
  • Next, go to calendar.google.com and bookmark this link!
  • Check you are logged into your nonprofit account by looking at the picture in the circle at the top right.
  • Set up your individual work Google Calendar:
    • Click the gear icon at the top and then click “Settings.”
    • On the left-hand side, scroll to the “General” section.
    • A few settings that may come in handy include:
      • Timezone. If your team works in a few different locations, you can select to display a second timezone on your Google Calendar so that you are scheduling meetings at the right time for both parties.
      • Working Hours. If you tend to work consistent hours in the office and leave time for commutes or childcare pickup, you can let your colleagues know by checking the “Enable working hours” box and specifying when you are available.
  • To set up a team calendar:
    • Go to Calendar Settings and on the left-hand navigation, click “Add calendar” and then “New calendar.”
    • Pick a name and provide a description for your team calendar, and click “Create calendar.”
    • Under “Share with specific people” you can either add the individuals from your team with permissions to make changes and manage sharing, or you can add the entire team.