Google Workspace, formerly known as G Suite, is a powerful collection of cloud-based productivity tools designed for businesses, students, and personal users. Many people are familiar with Gmail, Google Docs, Google Drive, and other core applications, but what they don’t realize is that these tools are packed with hidden features that can significantly enhance productivity. These hidden features allow users to automate tasks, improve collaboration, and streamline workflows, making Google Workspace a must-have for efficient work.
In this article, we will explore 90+ hidden features in Google Workspace, breaking them down into groups of 10 for better understanding. Each group will highlight lesser-known tools and shortcuts that can help you get the most out of Google Workspace. By the end of this article, you’ll have an in-depth knowledge of the powerful capabilities within these applications and how to use them to maximize efficiency.
Hidden Features in Gmail
Gmail is one of the most widely used email services, but many users are unaware of the advanced features that can help them manage emails faster and more efficiently. These hidden tools improve email organization, security, and communication.
1. Undo Send Feature
Sometimes, you hit send on an email and instantly regret it. The Undo Send feature allows you to recall an email within a few seconds after sending it. To enable it, go to Settings > General > Undo Send and set a cancellation period of up to 30 seconds.
2. Confidential Mode
Confidential Mode lets you send sensitive emails that self-destruct after a certain time. You can also set a password to open the email, preventing unauthorized access. Click the lock icon in the compose window to activate it.
3. Email Templates
Instead of writing the same emails repeatedly, use email templates to save time. Go to Settings > Advanced > Templates and enable them. You can create and insert pre-written messages with just a few clicks.
4. Smart Compose & Smart Reply
Gmail’s AI-powered Smart Compose suggests text as you type, helping you write emails faster. Smart Reply provides quick response suggestions for incoming emails, allowing you to reply instantly with one click.
5. Schedule Emails
If you need to send an email at a specific time, use the schedule send feature. Click the drop-down arrow next to the send button and choose a date and time for your email to be delivered.
6. Mute Conversations
If you’re stuck in a never-ending email thread, use the Mute option to stop receiving notifications from it. Open the email, click on the three-dot menu, and select Mute to remove it from your inbox.
7. Google Tasks Integration
Turn emails into actionable tasks by clicking the “Add to Tasks” button in Gmail. This helps you create to-do lists and reminders based on important emails.
8. Labels and Filters
Organize your inbox better by creating labels and setting up filters to automatically categorize incoming emails. Go to Settings > Filters and Blocked Addresses to create rules based on sender, keywords, or attachments.
9. Google Meet Integration
Gmail allows you to start or join a Google Meet video call directly from your inbox. Look for the Meet section in the left sidebar and click New Meeting or Join a Meeting to connect instantly.
10. Advanced Search Operators
Find emails faster using search operators like from:, to:, has:attachment, or before:. These advanced filters allow you to locate specific emails quickly without scrolling through your inbox.
Hidden Features in Google Drive
Google Drive is a powerful cloud storage service, but it offers much more than just file storage. These hidden features can help you organize files, improve collaboration, and boost productivity.
11. File Version History
Google Drive automatically saves previous versions of files. Right-click a document, select Version history, and restore or review older file versions if needed.
12. Offline Mode
Enable offline access to work on files even without an internet connection. Go to Drive settings > Offline mode, and your recent files will be available for offline editing.
13. Advanced Search Filters
Use Drive’s advanced search options to find files quickly. Click on the search bar and filter by file type, owner, modified date, or keywords.
14. Shared Drives
Create Shared Drives to collaborate with teams. Unlike personal folders, files in Shared Drives belong to the team rather than an individual, preventing data loss if someone leaves the company.
15. Color Code Folders
Make file organization easier by color-coding folders. Right-click a folder, select Change Color, and choose a color that helps you quickly identify different categories of files.
16. Star Important Files
Quickly access frequently used files by starring them. Right-click a file and select Add to Starred for easy retrieval from the Starred section in Drive.
17. Drag and Drop Uploads
Instead of clicking the upload button, simply drag and drop files or folders into Google Drive from your desktop for instant uploading.
18. Convert PDFs to Google Docs
Need to edit a PDF? Open the PDF in Google Drive, right-click, and choose Open with Google Docs to convert it into an editable document.
19. Request File Uploads
If you need someone to upload files without giving them full access, use Request File Uploads in Google Forms, where others can submit files directly to your Drive.
20. Backup Your Computer
Google Drive allows you to backup and sync your entire computer, including files and folders. Use Google Drive for Desktop to automatically sync files from your computer to the cloud.
Hidden Features in Google Docs
Google Docs is a feature-rich word processor, but beyond basic text editing, it offers powerful tools to enhance writing, collaboration, and efficiency.
21. Voice Typing
Use voice typing to dictate text instead of typing. Go to Tools > Voice Typing, click the microphone icon, and start speaking. This feature works well for taking notes quickly.
22. Commenting & Mentions
Collaborate effectively by adding comments and mentioning team members using @name to notify them directly in a document.
23. Explore Tool
Need research help? Click on Tools > Explore to get search results, images, and quick summaries without leaving your document.
24. Translate Documents
Translate entire documents instantly. Go to Tools > Translate Document, select a language, and create a translated copy in seconds.
25. Suggesting Mode
Turn on Suggesting Mode to edit documents like track changes in Microsoft Word. This feature is useful for reviewing and approving edits.
26. Table of Contents
Create a clickable table of contents by using Heading styles and inserting a Table of Contents under Insert > Table of Contents.
27. Insert Special Characters
Add symbols, emojis, and special characters by going to Insert > Special Characters and drawing or searching for the symbol you need.
28. Offline Editing
Enable Offline Mode in Docs to edit documents without an internet connection. Changes will sync once you’re online.
29. Compare Documents
Compare two versions of a document by going to Tools > Compare Documents to track changes and differences.
30. Add Watermarks
Insert watermarks in documents for branding or copyright protection. Go to Insert > Watermark to add images or text-based watermarks.
Hidden Features in Google Sheets
Google Sheets is a powerful alternative to Microsoft Excel, offering cloud-based spreadsheet capabilities with advanced formulas, data visualization, automation, and collaboration features. However, many users are unaware of the hidden tools that can make data management even more efficient.
31. Explore Tool for Automatic Data Insights
The Explore Tool in Google Sheets can automatically analyze your data and provide insights. By clicking the Explore button in the bottom right, you can generate instant charts, graphs, and even AI-powered formula suggestions to summarize your data. This feature helps users who are not familiar with complex spreadsheet functions but need quick insights.
32. Remove Duplicates Instantly
Instead of manually searching for duplicate data, use the built-in Remove Duplicates tool. Go to Data > Data Cleanup > Remove Duplicates, select the columns, and Sheets will automatically clean your data set. This is particularly useful for handling large data tables without errors.
33. Protect Ranges to Prevent Editing
If multiple people are working on a shared sheet, you might want to lock certain cells to prevent accidental edits. Go to Data > Protect Sheets and Ranges, select the range you want to protect, and set permissions for specific users. This ensures that critical formulas or data points remain unchanged.
34. Conditional Formatting for Automatic Highlights
Use Conditional Formatting to make important data stand out. For example, if you want to highlight all sales figures above $10,000, select the range, go to Format > Conditional Formatting, and set a rule. This helps in visually analyzing trends without manually searching for key values.
35. Google Finance for Real-Time Stock Data
Google Sheets allows you to fetch live stock market data using the GOOGLEFINANCE function. Type =GOOGLEFINANCE("GOOGL", "price"), and Sheets will display the real-time stock price for Google. You can track company performance, exchange rates, and financial statistics directly within your spreadsheet.
36. Smart Fill for Automatic Data Completion
Similar to Excel’s Flash Fill, Smart Fill in Google Sheets predicts patterns and auto-fills data. If you’re manually typing names, numbers, or email addresses in a structured pattern, Sheets will suggest autofilling the remaining cells. Accept the suggestion, and your data is instantly completed.
37. Create Dropdown Lists for Easy Data Entry
To standardize data entry, create dropdown lists using Data Validation. Select a column, go to Data > Data Validation, and add a predefined list of options. This is useful for managing structured databases, ensuring accuracy in data collection.
38. Import Data from Websites with IMPORTHTML
You can scrape data from websites directly into Google Sheets using the IMPORTHTML function. For example, to pull a list from a webpage, use =IMPORTHTML("URL", "table", 1). This is particularly useful for financial analysts or researchers gathering live data from web sources.
39. Pivot Tables for Advanced Data Analysis
Pivot tables help summarize large datasets with ease. Go to Insert > Pivot Table, select your data range, and generate a customizable report. This feature is incredibly useful for sales reports, inventory tracking, and financial analysis.
40. Split Text into Columns Automatically
If you have data that needs separating (e.g., names and email addresses in one column), use the Split Text to Columns tool. Select the column, go to Data > Split Text to Columns, and choose a separator like a comma or space. This saves time compared to manually copying and pasting values into new columns.
Hidden Features in Google Slides
Google Slides is an essential tool for creating presentations, but it offers much more than just basic slides. With hidden features like real-time collaboration, animations, templates, and integration tools, you can create professional-looking slideshows effortlessly.
41. Master Slides for Consistent Formatting
Instead of manually adjusting every slide, use Master Slides to apply uniform formatting across all slides. Go to View > Master, customize the layout, and all new slides will inherit the design. This ensures consistency and saves time when editing multiple slides.
42. Automatic Closed Captions for Live Presentations
If you’re presenting to a multilingual audience or individuals with hearing impairments, Google Slides can automatically generate captions as you speak. Click on Slideshow Mode, then enable Captions to display real-time subtitles based on your speech.
43. Publish to the Web for Live Updates
Instead of sending static presentation files, you can publish your slides to the web. Go to File > Publish to the Web, and anyone with the link can see the latest version of your slides with automatic updates. This is perfect for sharing presentations that require real-time changes.
44. Insert YouTube Videos with Start & End Times
Google Slides allows you to embed YouTube videos with customized start and end times. Instead of playing an entire video, you can specify which portion is relevant. Click Insert > Video, paste the YouTube link, and set the start and end times.
45. Commenting & Feedback for Collaboration
Like Google Docs, you can comment on slides and mention specific people for feedback. Right-click on a slide, choose Comment, and type @name to notify collaborators about the changes needed.
46. Add GIFs for Dynamic Presentations
Make your presentations more engaging by inserting GIFs. Instead of using static images, search for animated GIFs and drag them into your slides to create dynamic content.
47. Custom Slide Sizes for Social Media Graphics
Did you know you can use Google Slides to create social media posts? Go to File > Page Setup, select Custom, and set dimensions for Instagram posts, YouTube thumbnails, or Facebook banners. This transforms Google Slides into a simple graphic design tool.
48. Build Interactive Presentations with Hyperlinks
Enhance presentations by adding interactive links. Link slides together using the Insert > Link feature, allowing viewers to click on buttons for navigation, quizzes, or choose-your-own-adventure presentations.
49. Use Grid & Guides for Perfect Alignment
For precise positioning of images, text, and elements, enable Grid & Guides under View > Guides. This helps maintain alignment and consistency across slides.
50. Add Speaker Notes for Better Presentations
Prepare for presentations by adding Speaker Notes at the bottom of each slide. During the presentation, use Presenter View to see your notes while the audience only sees the slides.
Hidden Features in Google Calendar
Google Calendar is more than just a scheduling tool. It includes hidden features that allow users to manage time efficiently, integrate tasks, automate reminders, and streamline event organization. These lesser-known tools can help professionals, students, and teams stay productive.
51. Create Appointment Slots for Easy Scheduling
Instead of sending multiple emails to find a meeting time, use Appointment Slots in Google Calendar. Open your calendar, click on a time slot, select Appointment Schedule, and share the link. Others can book a time that works for them without any hassle.
52. Add Multiple Time Zones for International Meetings
If you work with teams across different time zones, enable the multiple time zones feature. Go to Settings > Time Zone and add secondary time zones. This prevents scheduling conflicts and ensures that meetings are set at convenient times for all participants.
53. Set Goals for Personal Productivity
Google Calendar’s Goals feature helps users schedule time for personal development activities like exercise, learning, or meditation. Click on the + button, select Goal, and Google Calendar will find time for your activity based on your schedule.
54. Enable Working Hours & Location
If you don’t want to receive meeting invitations outside your working hours, enable Working Hours & Location under Settings > Working Hours. This lets colleagues know when you’re available and helps them schedule meetings accordingly.
55. Use Color Coding for Better Organization
Improve calendar readability by assigning different colors to events. Right-click on an event and choose a color that represents its category (e.g., red for deadlines, blue for team meetings, green for personal tasks).
56. Add Public Holidays & Event Calendars
Google Calendar allows users to add national holidays, sports events, or religious holidays. Go to Settings > Add Calendar > Browse Calendars of Interest, and select the ones relevant to you.
57. Get Daily Agenda Emails for Planning
Enable Daily Agenda Emails to receive a summary of your schedule every morning. Go to Settings > Other Notifications > Daily Agenda, and Google will send an email listing all your scheduled meetings and tasks for the day.
58. Integrate Google Keep & Google Tasks
For better productivity, link Google Keep or Google Tasks with Google Calendar. This allows you to convert notes into tasks, set reminders, and see them directly on your calendar.
59. Use Speedy Meetings to Save Time
Shorten meetings by enabling Speedy Meetings under Settings > Event Settings. This automatically reduces the duration of scheduled meetings (e.g., 30-minute meetings become 25 minutes) to allow transition time between events.
60. Attach Documents to Calendar Events
Instead of sending separate emails with meeting materials, attach Google Docs, Sheets, or PDFs directly to a calendar event. Open the event, click on Add Attachment, and upload the necessary documents for all participants to access.
Hidden Features in Google Meet
Google Meet is a powerful video conferencing tool with advanced collaboration features, making virtual meetings more efficient and engaging. Many users overlook hidden settings that can improve meeting quality, security, and participant interaction.
61. Enable Noise Cancellation for Clearer Audio
Google Meet has a built-in Noise Cancellation feature that removes background noise like keyboard typing, dog barking, or traffic sounds. Go to Settings > Audio > Noise Cancellation and enable it for clearer communication.
62. Use Breakout Rooms for Group Discussions
During large meetings, break participants into smaller groups using Breakout Rooms. Click on Activities > Breakout Rooms, assign members to different rooms, and bring them back when discussions are complete.
63. Blur or Change Backgrounds for Privacy
If you don’t want others to see your background, use background blur or virtual backgrounds. Click on Effects before joining a meeting and select from a range of preset backgrounds or upload your own.
64. Enable Live Captions for Accessibility
Google Meet can automatically generate real-time captions for meetings, helping participants who are deaf or non-native speakers follow the conversation. Click on Turn on Captions (CC) during a call to enable this feature.
65. Record Meetings for Future Reference
If you need to save a meeting for later review, use the Record Meeting option. Click More Options > Record Meeting, and a video of the session will be saved to Google Drive.
66. Use Companion Mode for Multi-Device Participation
Join a meeting using Companion Mode to connect from multiple devices. This is useful when using one device for video/audio and another for taking notes or viewing documents.
67. Pin & Spotlight Participants
Keep key speakers visible throughout the meeting by pinning or spotlighting participants. Click on a person’s video and select Pin to keep them on screen, even when others speak.
68. Control Who Can Share Their Screen
Prevent unwanted interruptions by restricting screen sharing permissions. Go to Host Controls > Screen Sharing, and select whether all participants or only hosts can share their screen.
69. Conduct Polls & Q&A Sessions
Engage participants by using Polls & Q&A. Click on Activities > Polls or Q&A, set up questions, and collect responses in real time.
70. Adjust Video Resolution for Better Performance
If you experience lag during a meeting, lower the video quality under Settings > Video. Choose Standard Definition instead of High Definition to improve performance on slow connections.
Hidden Features in Google Forms
Google Forms is a versatile tool for creating surveys, quizzes, feedback forms, and registration sheets. Many users overlook advanced features that can automate responses, improve form design, and enhance data collection.
71. Enable Response Validation for Accurate Data
Prevent errors in form submissions by setting Response Validation rules. For example, you can require email addresses to follow the correct format or set a numerical range for responses.
72. Turn Forms into Quizzes with Auto-Grading
Teachers and trainers can use Google Forms to create auto-graded quizzes. Go to Settings > Quizzes and enable grading, allowing Google Forms to automatically assign scores based on correct answers.
73. Shuffle Questions for Randomized Tests
Prevent cheating by randomizing question order. Click on Settings > Presentation > Shuffle Question Order to ensure that each respondent sees questions in a different sequence.
74. Customize Confirmation Messages
Instead of a generic submission message, personalize it by editing the confirmation message under Settings > Presentation > Confirmation Message.
75. Limit Responses per Person
To prevent multiple submissions, require respondents to sign in with their Google account and enable Limit to 1 Response under Settings > Responses.
76. Add File Uploads for Documents & Images
Allow users to upload files directly into Google Forms. Use this feature for job applications, assignment submissions, or collecting documents.
77. Pre-Fill Forms for Faster Completion
Send users a pre-filled form to save time. Click More > Get pre-filled link, fill out some fields, and share the link with respondents.
78. Embed Forms in Websites for Direct Responses
Google Forms can be embedded in websites using the Embed HTML code under Send > Embed. This is useful for collecting customer feedback or event registrations without redirecting users.
79. Use Add-ons for Advanced Features
Enhance Google Forms with add-ons like Form Publisher (to generate PDFs) or Email Notifications for Forms (to send automatic alerts when someone submits a response).
80. Analyze Form Responses in Google Sheets
Connect responses to Google Sheets for real-time analysis. Click on Responses > Link to Sheets, and all submissions will be stored in a spreadsheet for further processing.
Hidden Features in Google Keep
Google Keep is a simple yet powerful note-taking and organization tool that integrates seamlessly with other Google Workspace apps. Many users only use it for basic note-taking, but it has hidden features that can boost productivity, improve organization, and enhance collaboration.
81. Convert Notes into Google Docs Instantly
Instead of manually copying text from Google Keep to Google Docs, you can convert a note into a document with one click. Open a note, click on the three-dot menu, and select Copy to Google Docs. The note will instantly appear as a document in Google Drive.
82. Use Labels to Organize Notes by Category
Google Keep allows you to add labels to notes for better organization. Click on a note, select Edit Labels, and categorize your notes into topics like “Work,” “Personal,” or “Projects.” This makes it easier to find important notes later.
83. Pin Important Notes for Quick Access
To prevent important notes from getting lost in a cluttered list, pin them to the top. Click on the pin icon on a note, and it will always stay at the top of your Keep homepage.
84. Share Notes for Collaborative Brainstorming
Google Keep allows you to share notes with others for real-time collaboration. Click on the collaborator icon, enter an email address, and the recipient will be able to edit, add, or remove content from the note.
85. Create To-Do Lists with Checkboxes
Instead of keeping long text-based to-do lists, convert your notes into interactive checklists. Click on the three-dot menu > Show Checkboxes, and you’ll get a task list where completed items can be checked off.
86. Use Voice Memos for Quick Note-Taking
If you’re in a rush or prefer speaking over typing, you can record voice memos in Google Keep. Tap the microphone icon, and Keep will not only save your voice recording but also transcribe it into text automatically.
87. Set Location-Based Reminders
Unlike standard reminders, Google Keep lets you set location-based alerts. When you reach a specified location (e.g., home, office, or a store), Keep will send you a reminder for relevant tasks, such as “Buy groceries” when you arrive at the supermarket.
88. Color-Code Notes for Visual Organization
Make it easier to distinguish between different types of notes by assigning different colors. Click on the palette icon and choose a color that corresponds to your note category (e.g., red for urgent tasks, green for personal notes).
89. Draw and Sketch Directly on Notes
Google Keep allows users to draw directly on notes for quick diagrams or handwritten reminders. Tap the pen icon and use your mouse, touchscreen, or stylus to create sketches. This is useful for quick brainstorming sessions.
90. Archive Notes Instead of Deleting Them
If you don’t need a note right now but may need it later, use the Archive feature instead of deleting it. Click on the archive icon, and the note will be removed from the main view but will still be accessible in the Archive section when needed.
Hidden Features in Google Chat & Google Sites
Google Chat is a team communication tool that enhances collaboration through group messaging, file sharing, and task management. Google Sites, on the other hand, is a website-building tool that allows teams to create internal sites, portfolios, and documentation pages.
91. Use Smart Replies for Quick Responses in Google Chat
Instead of typing out full messages, Google Chat offers Smart Replies—suggested responses based on the context of a conversation. Simply click on a suggestion to reply instantly.
92. Create Private Spaces for Focused Discussions
Google Chat allows users to create private Spaces where only invited members can participate. This is useful for sensitive discussions or project-specific conversations that need restricted access.
93. Schedule Messages to Send Later
If you don’t want to interrupt someone outside of work hours, you can schedule messages in Google Chat. Click on the three-dot menu next to the send button and choose a time for the message to be delivered.
94. Use @Mentions to Notify Team Members
To ensure that someone sees your message in a busy chat, use @name to tag them. This sends them a direct notification so they don’t miss important updates.
95. Pin Important Conversations for Easy Access
Instead of scrolling through endless chats, pin important conversations to the top of Google Chat. Click on the three-dot menu next to a chat and select Pin. This makes frequently accessed conversations easy to find.
96. Create Websites Without Coding in Google Sites
Google Sites lets you build websites easily without coding. You can create an internal company site, a knowledge base, or a team portal by simply dragging and dropping elements.
97. Embed Google Docs, Sheets, and Slides into Google Sites
Instead of manually updating website content, embed live Google Docs, Sheets, or Slides directly into a Google Site. This ensures that any updates made to the document reflect on the site automatically.
98. Control Viewer & Editor Permissions in Google Sites
Google Sites allows users to restrict access based on roles. You can allow certain users to edit the site, while others can only view it, ensuring proper content management and security.
99. Track Website Changes with Version History in Google Sites
Just like Google Docs, Google Sites has a Version History feature. If someone accidentally deletes content, you can restore an earlier version by going to More > Version History.
100. Add Custom Domains to Google Sites
If you want to make your Google Site look professional, you can link it to a custom domain. Go to Settings > Custom Domains, and follow the steps to use your own web address instead of the default Google Sites URL.
Google Workspace is packed with powerful tools that go far beyond basic functionality. Whether you’re using Gmail, Google Drive, Docs, Sheets, Slides, Meet, Calendar, Forms, Keep, Chat, or Sites, there are numerous hidden features that can enhance productivity, streamline collaboration, and automate tasks. Many of these features are designed to save time, reduce manual work, and make workflows more efficient, yet they often go unnoticed by the average user.
By leveraging features like email templates, smart replies, appointment scheduling, data automation, live captions, voice typing, and website embedding, users can optimize their experience and unlock the full potential of Google Workspace. Tools like conditional formatting in Sheets, version history in Drive, smart compose in Gmail, and interactive presentations in Slides can make everyday tasks easier and more effective, especially in professional or academic settings
