Tips to improve communication

Tips for getting in touch with colleagues

See if someone is available now

Check someone's availability in Chat or Gmail

Status icon	Status text	Status meaning
	Active	Gmail or Google Chat is open.
	Do not disturb	Google Chat notifications are muted. *For workspace accounts this is visible at the domain level only
	Away	You aren't connected to the internet. You’ve been idle for more than 10 minutes. You're in "Set as away" status.
	Idle	You've been inactive in Gmail or Google Chat for the last 5 minutes.

Start a video call from Gmail

1. In Chat, open a direct message.
2. At the top, click Start video call . The call opens in a small window.
3. To end the call, click End call .

Tip: If you want to adjust the call window:

• To move the call to a new tab, click Move to a tab .
• To move, click and hold the window.

Share and collaborate using spaces in Chat

To help your organization discuss specific topics or share ideas of interest, create a space. For example, you might create a space dedicated to a specific team, a common area of interest, or to make organizational announcements.

With your work or school account, you can create a restricted or discoverable space:

• Restricted space—To join the space, a user or group in an organization must be invited or added to the space by an existing space member.
• Discoverable space—Can be joined by any user with a shared link.

Schedule a meeting with email recipients right from your inbox

1. In Gmail, compose an email.
2. Click More Set up a time to meetCreate an event.
3. Add details to your new event and click Save.

Schedule an email to send later

1. On your computer, go to Gmail.
2. At the top left, click Compose.
3. Create your email.
4. At the bottom left, next to "Send," click the Down arrow .
5. Click Schedule send.

Tip: You can have up to 100 scheduled emails.

Save time—message large groups using one email address

Create a group email address

1. Sign in to Google Groups.
2. At the top, click Create group.
3. Enter information and choose settings for the group. Here are some suggested settings:
   • Who can view conversations: Only members of the team (if you want to keep project communications private.
   • Group members: Email address of each person on the project team
   • Group managers: Email address of any team member who might need to add others to the team later.
   • Directly add members: Turn this option On so you can control who joins the group.
4. Click Create group.

Have better email conversations

Write replies using Gemini

Gemini can draft a new email or a reply.

• To get suggested replies:
  1. On your computer, open an email thread.
  2. Click Ask Gemini .
  3. At the bottom of the side panel, click Suggest a reply.
• To draft a new email, ask Gemini to create the draft.
  • Examples:
    • “Write an announcement email for the launch of Project Clover.”
    • “Create a thank you note to a colleague for their work on Project Clover.”

Correct spelling and grammar in Gmail

Turn the grammar, spelling, and autocorrect tools on or off 

1. On your computer, open Gmail. 
2. Click Settings  See all settings.
3. At the top, click General.
4. Change your settings for these tools:
   • Grammar
   • Spelling 
   • Autocorrect

Tip: A dashed line will temporarily appear to show in blue for grammar or in red for spelling suggestions. To undo a change, click the underlined word Undo. 

Important: Not available in all languages.

Use the tools

1. In Gmail, click Compose.
2. Start entering your text.
3. As you enter text, if you have errors, you will see the following changes:
   • A blue line appears under incorrect grammar.
   • A red line appears under misspelled words.
   • You might notice some errors getting autocorrected. A dashed line will temporarily appear under the corrected text.
4. (Optional) To accept or ignore a spelling or grammar change, click the underlined text or use the arrow keys to navigate to it and press Tab. Press Enter or click the suggestion to accept the change or click Ignore  .
5. (Optional) To undo an autocorrection, click the underlined text or use the arrow keys to navigate to it and press Tab. In the bubble that appears under the text, click Undo or press Enter.
6. When you’re ready to send your email, click Send.

Use smarter subjects in your email

Change an email's subject

1. Next to Type of response , click the Down arrow Edit subject.
2. Enter a new subject.

Reply inline to email

Reply to an email using Quotes

1. Open Gmail, and copy the part of the email you want to reply to.
2. Click Reply .
3. Click Formatting options Quotes .This adds a gray bar, marking where you quote the original message.
4. Next to the gray bar, paste the original message text.
5. Press Enter and enter your response below the original message.
   Your response has no gray bar, so it stands out from the original text.
6. Click Send.

Attach discussion items to email

Attach a file to an email

Send a Google Drive attachment

1. On your computer, open Gmail.
2. At the top left, click Compose.
3. At the bottom of the message, click Insert files using Drive .
4. Select the files you want to attach.
5. At the bottom of the page, decide how you want to send the file:
   • Drive link: This works for any files stored in Drive, including files created using Google Docs, Sheets, Slides, or Forms.
   • Attachment: This only works for files that weren't created using Google Docs, Sheets, Slides, or Forms.
6. Click Insert.