Ten Tips & Tricks for Google Chat

For the practical use of Google Chat, there are numerous tricks that make everyday work easier. Therefore, this article shows how to set up Google Chat and which tips and tricks help end users as well as admins.

Google Chat is part of all Google Workspace plans. The solution for communication and collaboration - bilaterally between two people or by means of the group areas with several participants - has emerged from the former video conferencing and instant messaging service Google Hangouts. Google has differentiated its functions into the two tools Google Chat for instant messaging and Google Meet for audio and video conferencing. But this in no way means that communication becomes more complicated with this division. On the contrary, all Google Workspace services are seamlessly and deeply integrated with each other. Users can start a video conference in Meet directly from a chat, edit documents and access calendars, notes, tasks and contacts via the sidebar.

Basically, Google has preconfigured the chat and all other functions of Workspace with sensible default settings ex works. But the following options help users and admins customize the functionality of Business Chat:

1. set up Google Chat: Admins can find the configuration in the Google Admin Console under "Apps \ Google Workspace \ Google Chat and Classic Hangouts." Here they can turn chat on and off globally, as well as for individual organizational units or groups of users, and configure details.

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2. differentiation between internal and external: Above all, admins can optionally differentiate between internal and external participants and define in the Admin Console that users are allowed to share all file types internally, but externally perhaps only images or no files at all. Furthermore, they have the option to define whether external participants are allowed to participate in chats and group areas.

3. open Google Chat: Users simply access the chat via web browser at https://chat.google.com. Once logged in to Google Workspace, they will find the chat alongside all the other features in the launcher at the top right of the page.

4 Google Chat as an app: Alternatively, Google Chat integrates as a so-called Progressive Web App (PWA) under Linux, macOS, and Windows. This can be easily installed from the address bar of the Chrome browser. chromeOS comes with the PWA out of the box. Advantages: The chat subsequently behaves similar to a native application and can start automatically with the operating system.

5. please do not disturb: Both in the browser and via PWA, Google Chat can send desktop notifications in the context of the operating system. Users can deactivate these if necessary by changing their status to "Do not disturb" at the top right of the page, thus letting other users know that they are not available.

6. do not disturb... for advanced users: The drop-down menu of the status can also be used to access the detailed "settings for chat notifications". There, users can store several schedules in which "Do not disturb" automatically becomes active, and even adapt these schedules to changing time zones for international activity.

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7. google chat away note: Also via the status drop-down menu, they set their status to "Away" and can also add an individual "Add status" to let others know how long they will be away. Chats and status settings can also be accessed directly in Gmail, by the way, without having to switch apps first.

8. email notifications: If users want to make sure they don't miss updates in their chats despite being away or saying "Do not disturb", they can configure email notifications in the "Chat Notifications Settings". This is active by default when they are addressed by direct message or @mention. If desired, the notifications can be turned off completely.

9. in groups: Those who want to exchange with several other users can start a "group conversation" with several participants for a quick and informal exchange via the "+" icon in the chat area.

10. in groups... for advanced: If the communication in a group is rather formal and intended for a longer collaboration, for example in the form of a project, it is recommended to add a "group area" instead of a group conversation. Such an area provides more options for sharing files and also assigning tasks to members of the group.

Google Chat optimally supports communication and collaboration within the company as well as with external customers and project partners. Thanks to the deep integration in Google Workspace and the context-oriented work on documents, Google Chat can replace traditional e-mails in many cases. We are happy to support you in using this modern way of communicating.