Top 30 Time Savers in Google Apps
Top 30 Time Savers in Google Apps
G Suite is a set of apps which includes Gmail, Docs, Drive, and Calendar amongst others. However, you can use tools, plugins and the apps own features to enhance their functionality and raise levels of
Top 30 Time Savers in Google Apps
G Suite is a set of apps which includes Gmail, Docs, Drive, and Calendar amongst others. However, you can use tools, plugins and the apps own features to enhance their functionality and raise levels of productivity within a business. These tips are perfect for beginner SEO practitioners to even the most seasoned marketing professionals.
Here are 30 tips to help increase your productivity on the G Suite:
- Work on Google Drive files offline
This is a very convenient feature for those who need to work while on planes or in rural areas without wifi access. Now there’s no excuse not to work when you don’t have internet access. Google Drive now allows you to access your documents offline.
To take full advantage of this, you need to enable offline access to Google Docs editors. Simply log in, click Apps > Google Apps > Drive > Data Access, and allow users to enable offline documents. Then save your changes and you will have access offline.
Rapportive is a Gmail plugin that will give you a deeper understanding of the people you are emailing. It replaces Gmail’s sidebar with details of the sender’s social profiles and current work positions.
- Create document shortcuts
When you’re writing blog posts and have created lots of Google Docs, it’s easy to lose track of where they are stored, and you have to waste time finding them. To avoid this, you can create custom keyboard shortcuts.
To do this, open the document you want to create a shortcut to and copy its URL. Next, go to your desktop, right click and select New > Shortcut. Then enter the URL in the “type the location” > Next > Give it a name.
- Keyboard shortcuts
While we’re on the topic of shortcuts, you can also create keyboard shortcuts. Fortunately, Google has come up with a list of keyboard shortcuts for Google Docs. To find this list, simply press Ctrl and / , and a list of shortcuts will appear.
This might not be efficient or practical for everyone, especially those writing a long document. However, if you have a medical condition or injury which impacts your typing, then being able to transcribe becomes very useful.
Google has a built-in voice typing feature. You just need to make sure you have a working microphone or headset plugged into your computer. Next, open a Google Doc in Chrome, press “Ctrl Shift S”, which will bring up a window with a microphone icon. Make sure you select the right language, as there are options for English (US) and English (Australia). The microphone will be on when you click the icon and the icon turns orange with a circle around it. Don’t worry if you make a mistake, you can still edit the document as usual.
- Remove Duplicates
Any SEO professional who combines keyword lists from different sources will need this. Remove Duplicates finds duplicates in one sheet or in two columns, and gives you the option to move, delete or highlight the results. Using this plugin on Google Sheets means you won’t have to waste time carefully scrutinising your keyword list to see if there’s any double ups.
- Twitter Archiver
Twitter Archiver lets users search Twitter for any keyword or hashtag and automatically save those tweets into a Google Sheet. This is a handy way to come up with content ideas for your business’ blog and to monitor a particular topic.
- SEO Analyzer
This free tool from Neil Patel provides comprehensive website audit report showing on page errors needed to fix to improve optimization of a website for search engines. It also provides competitor research enabling you to dissect competition.
- Content Strategy Generator
The perfect tool for those who need constant ideas for their websites blog. The Content Strategy Discovery Tool gives you trending headlines and topics on keyword searches. It pulls data from Twitter, Google Search Trends, YouTube, Reddit and Google News, to name a few. The Content Strategy Discover Tool website includes instructions on how to install the tool.
- SEOmoz API for Google Docs
SEOmoz API for Google Docs pulls Linkscape/OpenSiteExplorer data into a Google Spreadsheet. It’s pretty simple, and if yours gets messed up, all you need to do is download a new copy.
- SERP Competitive Analysis
SERP Competitive Analysis for Google Sheets allows you to analyse keyword competition quickly. Using a spreadsheet, you can see the MozRank, domain authority and number of linking root domains. This is a great tool to use to show clients their competition.
- Boomerang for Gmail
Boomerang will give you control of when you send and receive email messages. You can schedule an email for later. You can also receive reminders if you don’t hear back from someone, so you remember to follow up that important email.
- Conference Calls
Now you can conduct your conference calls from within Google Docs. All you have to do is instal the UberConference Sidebar. Once installed, it’s straightforward – simply select the sidebar, and dial your conference number, and you’ll be able to see people joining within the sidebar.
- Apps Script
- Translate your document
For those who need to translate a document, it can now be done within Google Docs. Simply select Tools > Translate and select which language you would like to translate your document to.
- Publish or embed a Google Doc on the web
Google Doc allows users to both publish and embed a document on a webpage. To do this, simply click File > Publish to the web. Then you will receive a public URL or an embed code.
- Edit Microsoft Office Documents
Use Office Editing by Google to view and edit Microsoft Word documents within Google Docs. This is a Google Chrome extension, so make sure you’re using the Chrome browser.
This one is great for when you are reading a long document and want to navigate the document easier. Google Docs’ Outline feature creates a table of contents on the left side of the document. You can then click the headlines to quickly navigate to that section of the document. This feature requires you to properly format your document by using heading 1 or heading 2.
Zapier allows you to automatically import or export Gmail, Google Docs or Google Sheets from cloud storage apps such as Dropbox, Box or Onedrive. This tool will automatically transfer documents from one storage service to the other.
You can also use this tool to automatically save email attachments as Google Doc files. This means you’ll have access to read and edit the attachments anywhere.
This add on is perfect for when you’ve subscribed to too many mailing lists and just want to unsubscribe. Unroll.me takes all the hard work out of manually unsubscribing from emails. Best of all it’s completely free.
- Track Changes
Another one that’s useful for those times where several people are working on the one document. Track Changes does exactly what the name suggests. It allows you to keep track of changes made in Google Docs. It also features a chat to fellow collaborators. To use this, simply click “editing” on the top right hand corner, and select “suggesting”.
While boosting productivity is important, so is some down time. Sometimes, it’s best to have a vacation and not be worrying about the work emails. AwayFind will monitor your Gmail account and notify you via text message if it’s absolutely urgent.
PandaDoc allows you to create an electronic signature to use within Google Docs. You can also track when recipients open your document and how much time they spend on each page.
autoCrat creates PDF or shared documents from spreadsheet data on Google Sheets. Simply tell the tool which fields to merge using <<merge tags>> and autoCrat will mass-generate personalised documents. The tool also gives you options to make the process automated by scheduling new forms.
- Create custom maps on Google Sheets
Using spreadsheet data, you can use Google Docs to create custom maps. All you need to do is put location names in one column, addresses in another, and Mapping Sheets will generate the map plotting the data.
- Consistency Checker
This is more than a spell checker or thesaurus. Consistency Checker will check for variations in phrases and spellings (such as part time and part-time, colour and color). It will also highlight abbreviations that are in two different forms. You’ll be able to ensure your blog posts or reports are error free.
- Analytics Canvas
Analytics Canvas allows you to import your Google Analytics data into your Google Sheets. You can also build a dashboard and refresh the data with one click.
- Gliffy diagrams
Gliffy diagrams will create professional looking diagrams within Google Docs. You can produce diagrams including flowcharts, wireframes, UML (unified modelling language) and ERD (entity-relationship model) to name a few.
Supermetrics allows you to get all of your business metrics into Google Docs. Sources include Google Analytics, Facebook, YouTube, Twitter, AdWords, Moz and Google Webmaster Tools. It only takes the click of a button to refresh the data.
The Collavate for Google Docs Add-on is designed to increase team communication and business productivity. It is a unique cloud-based Enterprise Social Networking app. It allows organisations to streamline approval workflows and carry out operations with data security.
These tips will help you to use the G Suite to it’s full potential. Using these tools and plugins will not only make the G Suite apps far more functional, it will also boost your productivity levels and could be the difference come that payrise.