Get up to speed after time off

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  • 1. Turn G Suite notifications back on

    If you turned off notifications for your G Suite services when you were out of the office, turn them back on.

    Turn on Google Calendar event notifications:

    1. Open Calendar and click Settings chat_settings_24dp > Settings.
    2. On the left under General, click Event settings.
    3. Click Notifications and select an option:
      • Off
      • Desktop notifications
      • Alerts
    4. (Optional) To set up a sound for your incoming notifications, check the Play sound box.
    5. On the left, select your calendar and then click General notifications to manage what type of event notifications you receive.
    6. Next to each option, click the Down arrow arrow_drop_down and select whether you want notifications on or off.

    Turn on Hangouts Chat notifications:

    In Chat, you can turn notifications on or off for individual direct messages or rooms. If you turn off notifications for a direct message or a room, you’ll still be notified for @mentions.

    Direct messages—On the left, point to the person’s name and click More more_vert > Turn on notifications or Turn off notifications.

    Rooms—On the left, point to the room and click More more_vert > Turn on notifications or Turn off notifications.

    To follow or unfollow different threads in a room, point to the thread and click Follow   or Unfollow  .

    Create a team calendar
  • 2. Turn off your vacation responder

    1. In Gmail in the top right, click Settings settings > Settings.
    2. Scroll down to Vacation responder and select Vacation responder on or Vacation responder off.
    3. If you turned on the vacation responder, enter the dates you're away and add a message. Then, select who should get a response.
    4. At the bottom, click Save Changes.

  • 1. Check email for important messages

    1. Choose which type of email you want to see at the top of your inbox:
      1. Open Gmail.
      2. Point to Inbox and click the Down arrow arrow_drop_down and choose an option:
        • Important first
        • Unread first
        • Starred first
    2. You will see the Important, Unread, and Starred sections appear at the top of your inbox. You can see the rest of your email under Everything else.
    3. Hide email in a section: Next to the section heading, click the Down arrow arrow_drop_down. Click the arrow again to see the email.

  • 2. Reply to new meeting invitations

    When you get an invitation to an event, it appears on your calendar. You also get invitations by email if you subscribe to email notifications. If you're using Gmail, you can respond to the invitation in the email invite.

    Reply to an invitation:

    1. In the Calendar grid, single-click an event to preview it.
    2. At the bottom of the event preview window, select a response. Response options are available only in the preview window. They don't appear in the event details window.
    3. (Optional) To add a note or propose a new meeting time, in the bottom-right corner, click the Down arrow keyboard_arrow_down and choose an option.

    Note: All guests can propose a new time, except for events with more than 200 guests or all-day events.

  • 3. Create a checklist of post-vacation tasks

    Create a task from an email:

    1. Open Gmail and drag an email into the Tasks window. The task is the email subject.
    2. In the task, a link appears so you can easily reopen the message.

  • 4. Check for important to-do items

    Make sure you haven’t missed any important changes to Google Drive files or to-do items in other G Suite services, such as Tasks in Calendar or Gmail.

    You can keep track of changes to items created in or uploaded to Drive. You can also see specific information about your files and folders. To view the activity for a specific file or folder, select the file or folder and click Information info.

    See Drive activity on the Activity tab:

    You can see changes to items in Drive, such as:

    • Who uploaded, copied, moved, or removed the item.
    • Who shared or unshared the item.
    • Who commented in, edited or renamed the item.
    • People affected by the change.

    See Drive activity on the Details tab:

    1. In Drive at the top of the Activity pane, click Details to see information and changes, such as:
      • File type and owner.
      • Folder size and number of items.
      • Person who last modified, created, or opened the item.
    2. Click Edit create to add a description of the item.

    View Tasks on a web browser in Gmail or Calendar:

    Open Gmail or Calendar and on the right, click Tasks  .

    Vew Tasks on Android devices:

    1. Tap Play Store   to open Google Play.
    2. Install the Tasks app.

    View Tasks on iOS devices:

    Install the Tasks app for Apple® iPhone® or iPad®.

    Note: If you can’t access Tasks, contact your G Suite administrator.

  • 5. Review changes to your files

    See changes at a glance:

    1. In Google Drive, open your file.
    2. If there are new changes to a document, you can do one of the following options:
      • Next to the menu bar, click See new changes.
      • Click File > See new changes.
    3. At the top, use the arrows to scroll through the list of changes. Added text is highlighted, and deleted text has a strikethrough.
    4. (Optional) To see your document’s entire revision history, in the top corner, click See revision history.
    5. (Optional) To go back to the original view, click the back arrow at the top.

    See or revert to an earlier version:

    1. In Google Drive, open your file.
    2. Click File > Version history > See version history.
    3. Click a timestamp to see a previous version of the file. Below the timestamp, you’ll see:
      • Names of people who edited the document.
      • A color next to each person’s name. The edits they made appear in that color.
    4. Click Restore this version to make it the active version.

    Note: You need Owner or Can edit access to see the version history.

  • 1. Get up to date on important and upcoming work

    To find out about current priorities or upcoming plans, send an email to your team or send a message to your co-workers in Chat.

    1. Open Gmail.
    2. On the left, click   Compose .
    3. (Optional) To change your window size, in the upper corner, click Maximize   or Exit full screen   .
    4. Add recipients and a subject.
    5. Enter your message.

      Email you start writing but don't send are automatically saved in Drafts on the left.

    6. (Optional) Add attachments, such as Drive files drive or photos image.
    7. Click Send.

    Tip: To cancel sending an email, at the bottom of the window, click Undo. This option appears briefly, but you can change how long it lasts. See Undo sending your mail.

    Send a direct message to someone:

    1. Open Chat.
    2. On the left, click Find people, rooms, bots.
    3. Enter a name or email address or select a contact from the suggestions.
    4. Enter your direct message and click Send  .

    Send a direct message to a group:

    1. On the left, click Find people, rooms, bots > Group Message.
    2. Enter names or email addresses or select contacts from the suggestions.
    3. After you add your contacts, click Message.
    4. Enter your DM and click Send  .
    5. (Optional) To hide a group DM, on the left, point to the direct message and click More more_vert > Hide conversation remove_circle_outline.

  • 2. Review your transition doc

    If you created a transition doc for your co-workers while you were out of the office, check to see if there are any updates or changes to it.

    1. In Google Drive, open your file.
    2. If there are new changes to a document, you can do one of the following options:
      • Next to the menu bar, click See new changes.
      • Click File > See new changes.
    3. At the top, use the arrows to scroll through the list of changes. Added text is highlighted, and deleted text has a strikethrough.
    4. (Optional) To see your document’s entire revision history, in the top corner, click See revision history.
    5. (Optional) To go back to the original view, click the back arrow at the top.

  • 3. Check project plan for updates

    Want to see tasks assigned to you or due on a specific day? Create a filter view in Sheets.

    1. At the top, click Data > Filter views > Create new filter view.
    2. In the top left corner, click next to Name and enter a name for the filter view.
    3. Click the arrows in the column headers and select options to sort and filter the data.
    4. (Optional) To email a link to the filter view, copy the URL and paste it in an email.
    5. At the top right, click Close close to close your filter view. Your filter view is automatically saved.

  • 4. Track tasks

    Keep track of tasks and important deadlines using Tasks. Open Gmail or Calendar, and on the right, click Tasks  .

    In Tasks, each task goes into a list. There's a default list that you can add tasks to, or you can create your own lists.

    Create a list:

    1. At the top of the Tasks window, click the Down arrow arrow_drop_down> Create new list.
    2. Name the list and click Done.

    Add a task to a list:

    1. At the top of the Tasks window, click the Down arrow arrow_drop_down and select the list you want to add the task to.
    2. Click Add a task.
    3. Enter a task. As you enter text, the task automatically saves.

    Create a task from an email:

    1. Open Gmail and drag an email into the Tasks window. The task is the email subject.
    2. In the task, a link appears so you can easily reopen the message.

    Create a subtask—Organize related tasks under a main task.

    To create a subtask, choose an option:

    • Right-click a task and select Add a subtask.
    • Under the main task, add a new task and press Command + ].
    • Next to the main task, click Edit chat_icon_edit_24dp and in the Add subtasks field, enter a task.

    To un-indent a subtask, right-click the subtask and click Unindent. You can also click on the subtask and press Command + [.