Google Docs
About the guide
Your time is important—every minute spent searching for email in your inbox or coordinating your next meeting is time away from writing your nonprofit’s next grant or making a difference for the communities or causes you serve. Google Workspace is designed to help teams work faster, smarter, and more collaboratively than ever before. Whether you are starting fresh with Google Workspace for Nonprofits or migrating from another office productivity tool, this guide will help you hit the ground running.
Prerequisites
- A Google Workspace for Nonprofits Account (best practice is for your nonprofit to set up Google Workspace for Nonprofits and provide all employees with their own login under that account).
- Alternatively, a personal Google account.
- For teams new to Google Workspace, share the Google Workspace Learning Center for additional resources.
Organize your inbox with Gmail labels and filters
Gmail’s labels feature helps you categorize and group similar emails to make them easier to find and organize in your inbox.
Set up labels
Labels function like folders but allow multiple labels per message. To create a label:
- Click the “Settings” icon and 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 an email:
- In your inbox, check the boxes next to the email.
- Click the “Labels” icon and select the desired label(s).
To move an email from your inbox to a label:
- Check the boxes next to the email.
- Click the “Move to” icon and select the label.
Set up filters
Automatically apply labels to incoming emails using filters. For example, label all emails from a high-value donor to ensure timely responses.
- In the Gmail search box, click the Down arrow.
- Enter search criteria (e.g., donor’s email in the From field) and click “Create filter.”
- Check “Apply the label” and select a label (e.g., “High Value Donor”).
- Optionally, check “Skip the Inbox (Archive it)” to remove from inbox but retain access.
- Click “Create filter.”
More tips on applying common email filters.
Collaborate with colleagues using Google Docs
Google Docs enables real-time collaboration, eliminating version control issues when working on shared documents like grants.
Create and share a document
- Start a new Google Doc from Google Drive (click “New” > “Google Docs”) or visit docs.google.com.
- Name your document by clicking “Untitled” at the top.
When sharing, assign permissions:
- View access: Users can see the document but not comments or suggestions.
- Comment access: Users can suggest changes (“Suggesting” mode) and add comments.
- Edit access: Users can directly edit content and add other users.
For sensitive documents, adjust access under “Share” > “Advanced” > “Owner Settings.”
To share with multiple users:
- Click “Share” in the top right, add email addresses, and set permissions.
- Include a message explaining the purpose of the share.
- Click “Share” to send email notifications with the document link.
To share without notifications:
- Click “Share” > “Advanced” and uncheck “Notify People.”
- Manually email the link with instructions for feedback.
Review comments, suggestions, and version history
- Review comments by scrolling the document or clicking the “Comment” icon.
- Reply to comments in the “Reply” field; the original commenter will be notified.
- Resolve comments by clicking “Resolve” to remove them (they remain accessible via the “Comment” icon).
- In “Suggesting” mode, additions appear as colored text and deletions as strikethroughs. Accept or reject suggestions using the checkmark or X.
- Revert to a previous version via “File” > “Version history” > “See version history.”
More details on managing comments and suggestions.
Finalize and share the document
- Change collaborators’ access to view-only to prevent further edits.
- Add additional team members or aliases for broader visibility.
- Download the document in other formats (e.g., PDF) via “File” > “Download as.”
More tips on collaborating with Google Docs.
Share your schedule and plan meetings with Google Calendar
Google Calendar streamlines scheduling by allowing you to view colleagues’ availability and book meetings without back-and-forth emails.
Set up an individual or team calendar
For your individual calendar:
- Log in to your nonprofit Google account and visit calendar.google.com.
- Access settings via the gear icon > “Settings.”
- Under “General,” configure:
- Timezone: Display a second timezone if working across locations.
- Working Hours: Set availability to avoid meetings outside your schedule.
- Under “Settings for My Calendars,” adjust:
- Access Permissions: Share your calendar with colleagues (show all details or only free/busy status).
- Event Notifications: Customize reminders to suit your workflow.
To create a shared team calendar:
- Go to “Settings” > “Add calendar” > “New calendar.”
- Name the calendar, add a description, and click “Create calendar.”
- Under “Share with specific people,” add team members and set permissions.