Google Workspace Tutorial for Small Business | Essential Guide for Beginners

Google workspace is a popular business Suite of world-class productivity and collaboration apps built for all types and sizes of business Google workspace also offers a professional business email service and today I'm going to help you get up and running with all of the essential Google workspace features that you need to know hey guys Stuart here welcome along to this channel I hope all is well in your world now in this Google workspace tutorial for beginners I'm going to gently take your hand and walk you through how you can use Google workspace so that your entire business can make the most of this all-in-one business Suite okay so before we go ahead and launch into Google workspace consider subscribing if you haven't done this already or if you're new to this Channel and that way you'll stay updated with actionable videos and tutorials designed to equip you with the skills knowledge and tools to help your small business Thrive online and with that quick note out the way let's go ahead and dive into Google workspace [Music] foreign [Music] with Google workspace the first thing that we want to do is head over to our browser and type in workspace. google. com and that's going to take you here now if you're completely new to Google workspace and you haven't set up your small business with Google workspace just yet then what you want to do is watch our part 1 tutorial for Google workspace that will guide you through the process of actually setting up your domain name with Google workspace and adding your first business email I also share how you can manage your payment plan within Google workspace so again like I mentioned if you're completely new to Google workspace and you're yet to sign up then check out this initial tutorial first and with this tutorial that I'm about to walk you through will cover everything you need to know all the essentials to get your small business started with Google workspace okay so launching into this tutorial the first thing that we want to do is log into our admin panel you can do that by simply navigating up to admin console and logging into your admin account or alternatively what you can do is head over to your browser and type in admin.

google. com sign in and that's going to take you here also if we navigate over to the top right hand corner and click on Google apps that's going to allow us to access all the collaboration productivity and communication apps that Google workspace offers now if I navigate down you can also locate admin within this app section so if you're using any of these different apps what you can do is simply navigate up to the top right hand corner click here and then you can locate admin you can also jump between any of these other Google Apps if you like for example at the moment I only have one user that's associated with this account and if I wanted to navigate over to my business emails all I need to do is click on Gmail here and that's going to open up my business email each additional user that you add inside your Google workspace account has access to all of these apps and popular apps that your team will most likely use on a day-to-day basis is the Gmail app Google Drve which allows you to store all your documents and other media types within the cloud you can also collaborate with your team on slides these are essentially slide presentations that you can create within slides you can also collaborate on sheets Google Sheets which are essentially spreadsheets and then next to that you can create documents and collaborate with your team on different types of documents we can also access our Google Calendar Google Chat and Google meet for video calls you can also come down and build a free website with Google sites as well as create forms and surveys with Google forms now what I'm going to do in the description of this video is ADD full tutorials on each of these different apps that we've talked about in the past if you want to dive deeper into each of these different apps that each of your users can access and again you have more apps down here okay so once you're arrived inside your Google workspace admin account what we want to do is add additional users to Google workspace so think about your small business and your team members that you need to add to Google workspace so to create and add a new user to your Google workspace account so that they have access to their own business email what we want to do is navigate over to directory over on the left hand side under admin then come down and click on users and under users this is where we can add delete and manage all our users within Google workspace as you can see we only have one user that we added when we first set up our Google workspace account now to add a new user simply navigate up to add new user then go ahead and add the team members first name then add their surname and then navigate down to primary email and here ideally what you want to do is add the first name of this user and then over here you'll see the domain name so this user's email will be first name at the domain name now you might be wondering well I want to add a sales ad an admin at or help at business email for my users well what you can actually do is set up email aliases for each of your users and you can set up up to 30 email aliases per user and I'm going to show you how to do this shortly then navigate down here and add the secondary email what email are they currently using then navigate over here and add their phone number number then you have the option to navigate down and manage the user's password organizational unit and profile photo if we click here we're going to leave the organizational unit the same then come down and you can add a profile picture if you like or you can leave this up to the user to do this themselves and you also have the option to automatically generate a password or create a new password that you want to allocate to that user I'm happy with this information for now so I'm going to navigate down and click on add new user and if we navigate up here it's important to note that your new user can start using Google workspace within 24 hours in most cases it should just take a few minutes now we can come down and copy this information and send it to our new user so that they can access their own account or you can simply come down and click preview and send the instructions directly to the user and this will be sent to the email that you added earlier we can also come down and add another user if we like I'm going to go ahead and click on done so remember you have the option to copy this information and send it to the new user or you can click that option which is preview and send I'm going to leave that for now because this is just an example user I'm going to come down and click on done and what you can do is go ahead and refresh the page and you'll see your new user up here so again if you want to add additional users simply navigate up to add new user and go ahead and add your users now it's important that we touch on administrator roles if I navigate up here this is the first user Stuart gold that I created for this Google workspace account so they are the super admin meaning they have complete control over everything within the Google workspace however let's say that this user Sam Smith the user that I just added is the admin of our business and needs to have access to the admin console and the ability to do essentially everything within Google workspace so to assign roles what we would do is simply click on the user and this is where we can manage everything to do with this new user that we just created now if we navigate down the page and locate admin roles and privileges this is where we can assign roles go ahead and click on assign roles and under roles this is where you can access all the different Google workspace roles and you can assign these to your different users now what I'll do is add a link Down Below in the description that will dive deeper into all the different roles that Google workspace has to offer you can also navigate up to create a custom role however like I mentioned I want this user to have access to this admin console and have full control over Google workspace so I'm going to go ahead and come down and click assigned and then navigate down and click on Save okay so just like that we've assigned the super admin to Sam Smith this is the new user now what we want to do is add email aliases to this user so that they can send and receive emails from from different email aliases so to do that simply navigate over to add alternative emails then simply navigate up to Alternative email and add an email Alias for example Sam Smith is an admin so I'm going to go ahead and add admin and if you have multiple domains you can click on the drop down and add the correct domain I'm also going to navigate down here and add one more alternative email one more email Alias for this user remember you can add up to 30 email aliases per user and I'm happy with these two email aliases now every time someone sends an email to admin at Pat's pizzapizza. com or support pizzapizza.

com then this user will receive those emails so what I'm going to do is navigate down and click on Save and as you can see alternative email addresses have been updated now I'm going to navigate back over to users and navigate down to Stuart gold and then come down and click on ADD alternative emails again and I'm going to add one Alias to this email and that's going to be called sales at petspizzapizza. com so this user will be responsible for all emails coming from sales pizza. com I'm going to navigate down and click on save so at the moment we can receive emails from these aliases but what I want to do is make sure that I can also not just receive emails from sales at petspitspizza.

com but also send emails using this email Alias so to do that what we're going to do is head over to our Gmail account to do that navigate over to Google apps in the top right hand corner come down and locate Gmail okay so once you've arrived inside the Gmail account Associated to the correct user the user that you want to set up the email Alias not only to receive but to send emails with that Alias then simply navigate up to settings in the top right hand corner and come down and click on see all settings the then navigate across and click on accounts and come down and click on add another email address then navigate up to name and you can add any name that you like this user is called Stuart Gould so this is going to be called sales Stuart gold and then come down and add the email Alias remember within the admin panel we just set up this email Alias for this user then come down and make sure treat as an alias is selected then click next step and as you can see we now have two emails we have our primary email for this user and we also have the Alias set up here we can now not only receive emails from sales at petspizzapizza.