The Complete G Suite Guide for Admin

11 February, 2021

The Complete G Suite Guide for Admin

Google workspace (Formerly G-Suite) is now a family of 6 million users, the stake and significance of G-suite have increased considerably. It has given a major competitive challenge to MS Office 365.

People are relying on G-Suite on larger grounds because it offers a lot of perks and benefits.

Moreover, the interfaces are completely user friendly. Corporates are using it more often because it helps them to boost their productivity.

The pricing structure of G-Suite offers 4 distinct variants; it is segmented as Business Strater, Business Standard, Business Plus, and Enterprise.

All the models have some add ons value that makes them suitable for businesses or companies of different sizes.

G-Suite has many features and the major success of it depends on the admin.

G-Suite Admin decides what features they shall use for the organization and how they should make benefits from the features of it.

So, here is a complete brief of the G-Suite Admin Guide; you can always save it for later.

This guide will help you know more about the G-Suite core features and its adaptability for the admins.

Let’s first understand the term “G-Suite” and then we can take a look at details about the G-Suite Admin Guide.

What is G-Suite Admin?

G-Suite Admin is a major term associated with G-Suite apps and perks.

Admin is a person who decides who will be benefited from the G-Suite and who will have access to which feature.

G-Suite admins are assigned an admin panel, so from the panel they can easily access all the features, take control over things that are necessary and keep an eye on every activity.

In short, the admin panel simplifies the work of admins and helps them to get things done faster.

The responsibility of the G-Suite Admin depends on what kind of role is allotted to the admin. There are various roles of G-Suite Admins; let’s discuss them!

G-Suite Admin Roles and Responsibilities:

1. Super Admin:

Super Admin just as the name suggests they have a maximum of access. They can utilize all the features and manage the accounts of various people in the organization.

Super admins also have full access to all users’ calendars and event details. Generally, it is beneficial to have 2 Super Admins so that if in case one person forgets the id or password the other admin can reset it.

2. Group Admin:

Google Groups are the best way to communicate glitch-free with the team and it makes the task easy.

You can communicate without any delay and the chain of communication remains intact, no need to message any individual personally rather you can send common messages in the group.

For example, you can send an email to everyone in a group with one address, invite a group to an event, or share documents with a group.

For controlling the communication in the group; G-Suite Admin plays an important role in managing the permission for group members, giving access, and other factors.

3. User Management Admin:

This is another category of admin roles wherein the admin can manage all the users and their rights, whether the user is an administrator or not - admins can manage their rights.

User management admins might be the people in the organization responsible for employee onboarding and offboarding, such as an HR team member.

Now, after understanding about various roles of G-Suite Admin, let's understand about G-Suite Apps wherein the admin has to exercise their roles and it helps in functioning smoothly.

Utility of Apps by G-Suite Admin :

1. Gmail:

The first and foremost one is Gmail. People are relying on Gmail to the extent that a lot of people use the word mail and Gmail interchangeably.

Emails are used widely; for individuals and companies, both are using Gmail extensively.

Role of G-Suite Admin:

  • Keep and search email logs
  • Access all the mails id of the employees
  • Track the mails and keep an eye on the mailing system of the company

2. Calendar:

Next on the list is also a prominent one. The calendar is being used in companies for sharing the details of events, programs, meetings, and scheduled activities.

Via calendar, a lot of people are keeping a track of the significant events and it helps them to prevent missing out on any event.

Role of G-Suite Admin:

  • Assign important activities in calenders of employees
  • Schedule reminders on calendars
  • Check the calendar of each employee to know their involvement on a particular day

3. Google Drive:

Can we imagine a day without uploading anything on Google Drive? Everyone is taking maximum benefit of Google Drive as it is open for uploading documents, videos, pdfs, images, audios.

One can combat the fear of missing out on a file by uploading it on Google Drive.

Role of G-Suite Admin:

  • Grant or restrict the access of files on Google Drive
  • Create a Team Drive
  • Control who can view, comment on, edit, create, and remove files
  • Grant access individually to all the employees
  • Delete the documents

4. Google Forms:

It is the easiest way to collect the data and get things done in less time. With Google Forms, you can also save the data and get graphical representation automatically.

Role of G-Suite Admin:

  • You can restrict who can see the data
  • share the forms with each employee
  • share the data of forms with a particular number of people

There are many other applications provided by G-Suite that can help you to work more efficiently.

Now, after understanding the benefits and usage of G-Suite; it's crucial for the admin to gain knowledge about How to Set up a G-Suite Account.

It is always the responsibility of an admin to set up the account and ensure its proper usage.

Set Up G-Suite Account:

The process of setup g suite account is extremely simple and quick; all you have to do is follow the below steps and get it done!

Step 1:

Open G-Suite Homepage, and click “Get Started”

Set up G Suite Account

Step 2:

Open G-Suite Homepage, and click “Get Started”

Get Started  G Suite Admin Guide

Step 3:

Enter your company name and number of employees ( you can change the number of employees as and when required)

G Suite admin guide - signin

Step 4:

Enter the details asked like contact information and other details. Once the details are filled; you will receive an email of confirmation

G Suite Admin Guide - Review and Check

Step 5:

Enter your business domain, business name and business address

G Suite Admin Guide - Enter Business name and Domain

Step 6:

Select a user name and enter a password

G Suite Admin Guide

Now, your account is all set to use and explore the benefits of G-Suite.

But, before exploring the perks you must understand about How to access google apps admin console?

G-Suite Admin Console simply means the admin panel from where the G-Suite admin can undertake various tasks.

Also, the panel has insights about which employee is making use of G-Suite and how many devices are connected, etc.

Admin console plays a crucial role in keeping track of the activities of employees while using G-Suite. It gives a proper brief about each application connected with G-Suite and its usage.

How to access Google apps admin console?

You can access your Admin console at admin.google.com. Enter your email address and password to sign in, and the console appears.

If you are wondering how to login as an administrator for Google apps; the process remains the same.

Once you have logged in as an admin; you can take things ahead in a sorted manner via the admin panel/admin console.

Allotment of employee’s id is done from here, give an individual user account to employees, add them to Google Workspace and also you can easily create accounts to use as mailing lists and give people alternate email addresses.

Once you understand about admin panel, you need to manage your G-Suite Account; we have listed the steps below for the same:

Manage G Suite Account

Users

Here in this section, you have to add details about the users. Also, you can add the designation or job title for each user and make the process customized.

Company Profile

You can add details of the company, customized URL, add company logo and tagline.

Reports

Under this section, you can check all the details about the usage of particular apps and products. Overview of the usages of different employees and other details.

Device Management

You can easily find out How many devices are connected and how many chrome tabs are accessing G-Suite applications. Also, you can restrict access to any particular device if you want.

Groups

You can easily make groups and communicate with the entire group. You can create a mailing list. Also, you can give each group their own calendar according to their events.

Related Article:

Quick and Effective ways G-Suite Admin can perform better:

There are many applications covered in G-Suite, we have already discussed its utility but here are few apps that help G-Suite Admin to perform better and work hassle-free.

Also following applications shall be used on a daily basis for impactful use of G-Suite.

1. Brand Template by Admins:

G-Suite allows you to create professional-effective templates for your brand that can be used in presentations, documents, meetings, excel sheets.

The benefit of creating a brand template is that it helps you build an identity for your company; we see a lot of companies have their designated color palette that reminds us about the brand.

So, creating a brand template is one of the best G-Suite Admin tools.

2. Feedbacks from employees:

As we have already discussed, Google Forms have high utility, not only from a company's perspective but for the internal growth of the company also.

Using Google Forms to get feedback or to conduct any survey within the company will be easy and convenient.

Moreover, g suite admin roles and responsibilities include conducting surveys for the smooth functioning of the company.

3. Focused Communication with remote workers:

Whether an employee is working from home or working from office premises; it is necessary to have effective co with them, keep them posted about updates, take follow-ups from them, reminders for meetings, and much more.

Communication is not only restricted to making reports or completing daily tasks; it includes a lot of things!

Therefore, Google Hangouts is an essential G-Suite admin tool that helps G-Suite admin to communicate about events, meetings, and video calls for each employee individually or for all employees collectively.

4. Manage task of each employee:

As a G-Suite Admin, you can have access to all employees' task list. You can check the workload of each employee and can add or remove the task depending on the availability of that person.

With Google Keep, you can check which tasks are done and what’s the status of other tasks.

Use Keep to manage team tasks, outstanding projects, and ongoing collaborations.

You can also save articles and websites to your Keep folder and add notes with important thoughts to refer later or to share with someone.

5. G-Suite Reports:

G-Suite Admin can check how employees are using G-Suite!

If you have a bit of knowledge about Google admin console training; you might be aware of the reports available for G-Suite Admin. Reports are one of the google apps for business consoles.

Reports contain details about which devices are connected, what are the login details, which emails are sent, and other details.

Summing Up:

G-Suite is gradually becoming an inseparable part of the business and the dependency of business on G-Suite is obvious due to its high-end productive apps. G-Suite has been helping businesses to grow; with their simple user interface and simpler process.

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