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How To Be More Productive With Google Workspace

Getting The Most Out of Everyday Tools


We all use the Google Suite in the form of our emails, docs, spreadsheets, and presentations on the daily. While these tools are awesome on their own, there are a ton of advanced features and hidden gems in the suite that you might not be taking full advantage of (or maybe haven't even heard about). Here's a quick look at some of these under-the-radar tools, features, and applications that could seriously boost your productivity, whether you're working or studying.


Applications

Google Tasks 

This is a comprehensive task manager capable of tracking your ongoing to-dos. In addition to basic checklists, you can add extensive details, subtasks, repeating tasks, and reminders. Most usefully, Tasks syncs across all other Google products, specifically Google Calendar. 

Screenshot of the default workspace in the Google tasks application, with no current tasks set.Screenshot of a demo task underneath the My Tasks list, with the capability to add subtasks highlighted.

For additional help with Tasks, please consult the Google Tasks Help Center


Google Keep

Keep is Google's note-taking app, great for jotting down quick ideas, to-do lists, or reminders on the go. You can add voice notes, images, and even color-code your things for better organization. You can also set time or location-based reminders, making it perfect for staying on top of things throughout the day. 

Screenshot of the default workspace within Google Keep, demonstrating the ability to add a note.

Screenshot of a demo note in google keep, with the menu for adding time-based reminders open.

For additional help with Keep, please consult the Google Keep Help Center


Features

'Find a Time'  in Google Calendar

Struggling with busy schedules not lining up? Calendar can automatically find a time where all participants are available for an event with guests. 


Under 'more options', the Find a Time menu shows all guest schedules side-by-side. 

Screenshot of the find a time menu in Google Calendar


For additional help with Calendar, please consult the Calendar Help Center 


Gmail Tasks Integration

Gmail has a useful integration with the previously mentioned Tasks application, allowing you to turn an email into a task. 

After opening an important email, simply click on the checkmark in the top bar. The email will automatically be marked on your tasks To-Do lists. 

Cropped screenshot of the top options bar on a standard email in Gmail, with the 'Add to Tasks' option highlighted.

For more help with Gmail, please consult the Gmail Help Center


Google Drive's PDF to Doc Conversion

With only a few clicks, you can instantly open a PDF file in Google Docs for editing. 

Cropped screenshot of the menu opened by left-clicking on a Google Drive file, with the option to open with Google Docs highlighted.
Cropped screenshot of the top options bar when viewing a PDF file in Google Drive, with the option to open in Google Docs highlighted.

Within Google Drive, left click on a PDF file, select 'open with', and choose Google Docs. The 'open with' feature is also available at the top of your screen when directly viewing a PDF through drive. 


Google Calendar Daily Email Brief

Google Calendar offers the useful feature of delivering your tasks for the day as a daily email brief, and enabling it is quite simple. 


Through the settings menu on Google Calendar, under 'settings for my calendars', the option can be found in the 'other notifications' category.

A screenshot of the settings menu within Google Calendar, with the 'settings for my calendars' submenu highlighted at the bottom.

Cropped screenshot of the 'other notifications' menu in Google Calendar, with the option to email the calendars daily agenda highlighted.

For additional help with Calendar, please consult the Calendar Help Center 








Posted: October 29, 2025, 12:46 PM

Read Original Post in myUMBC
Google Workspace application logos against a white Maryland flag background, underneath the text 'Productivity Tips'