Peter Moriarty: Hi there everyone, Pete Moriarty here
from itGenius. If you don't already know us, we help
organizations systemize, organize and scale using Google
workspace and other tools. And if you are a member of our
Google workspace community group, welcome. Thanks so much
for being here. And I'm going to be answering some community
questions. I haven't answered any community questions for a
while. And so I'm going to dive in and answer as many questions
as I can in 10 minutes. And if you're not already subscribed to
our YouTube channel, make sure you jump with the link below. If
you've not already registered for our upcoming bootcamp,
please make sure you check that out as well. And there'll be a
link to that down below as well. So I'm going to jump in and
answer as many questions as I can starting out with Leigh
Ann's question right here. And Leanne asks, I'm looking to set
up multiple Super Admins and workspace is it possible to
enable the whole of drive to be visible to all super admins
without having to share every document and every image? So
that's a great question, then it's pretty common desire for
business owners, or admins to want to be able to kind of see
everything in a business or see everything in an organization,
you're not able to see into the My drives of other staff or
other people who are registered for your business or
organization in workspace. But what you can do is, if you ever
needed to, you could reset a password and get into that
person's account. But if you wanted to have like a kind of
overarching view of everything and see everything, and the best
way to do that is to actually configure shared drives inside
of Google Drive. Now, when you can figure out shared drives,
you actually are able to designate who can see what
across the business. And when you train your staff and your
team to get into the habit of actually storing everything into
shared drives. What that does is it gives you the ability to add
yourself to every one of the shared drives that you set up.
And then effectively, you're able to see into everything
inside the business. So that's probably how I would achieve
that. Remember, you also have the option of enabling Google
vaults, which will actually store every document or a copy
of every document or run across the business. And you could use
Google Vault to actually see into each user's individual
documents if needed. It's not as user friendly or intuitive as
using something like Google Drive to just kind of browse
through the documents. But if you need to search for documents
with a particular key word or something like that, then that
certainly allows you to do that so big. That's one way. Cool.
All right. So I have another question here. And this one is
from Michael and winter. And they ask what is the simplest
way to use Google workspace to create a fillable template form
for directors to use weekly, and save in different shared
folders? This is a great question. If you want to create
a template form, have it automatically saved into
different shared folders. And I'm not sure exactly what you're
trying to achieve here. But obviously, any form template is
going to be best done inside of Google Forms, you can use some
features like macros, or Google script to actually trigger
different things happening in different spreadsheets, for
example. So that may be one way of doing it. There may also be
some third party add ons, or example using the Form add on
marketplace, which is inside the workspace marketplace to send
form responses to different places based on different sets
of validation. And what's going to come into mind for me is
maybe one of the ones that automatically creates them into
a PDF, maybe you would be able to put them into different
folders, the respective folders that you need them to go in into
Drive using one of those add ons. Failing that, if that
doesn't work, you could use an external tool like Zapier and
Zapier is excellent at creating automations and workflows
between different apps and different needs inside the
business. And if you need any help with Zapier, our team are
really great, we can actually help configure these kinds of
different workflows for your business. If you're looking for
someone to just kind of get it done for you might be easy to
just delegate it off to someone else. Okay, cool. So the next
question we have here is from JVM, or maybe Xavier, I'm not
sure since the old version is changing to workspace. So the
old version of G Suite is now changing to workspace. What's
the advantage, besides, you know, having additional storage
compared to Gmail? And I'm going to assume this person is asking,
what's the main difference between using a a private
personal Gmail account as opposed to switching over to
like, you know, a single license on on a workspace account, I
would say, be very, very careful using a Gmail account for
anything important. I personally do not use a Gmail account for
anything in my life, because I've heard horror stories. And
we've had customers who have called us and said, Hey, I've
been locked out or someone's hacked me, or I've tried to
contact Google support, and I can't get back into my account.
And that's a real problem. Particularly if you've got
things like family memories stored in Google Photos, you've
got important documents, like I don't know, maybe your home
insurances and those kinds of things stored in Google Drive.
Maybe you've got other important emails that you've used the
Gmail account for. Personally,
I just don't really trust the consumer service like that for
anything important. Yeah, sure. Maybe I would connect it to a
Google Home and have it do some things around my house, but I
wouldn't put any data in there that I care about. And what I do
instead is I use a Google workspace accounts are paid
Google workspaces. count, it's only eight Australian dollars
per month. And I use that for my personal domain. So I have a
personal domain, it's called moriarty.co. And I use that
personal domain for my, all my home stuff, right. So my Google
Photos and my personal files that sit in Google Drive, you
know, like when I go and capture drone footage or GoPro footage
on my motorbike, I'll put that into Google Drive there. And
then, of course, anything to do with like running my house and
running my investments and anything to do with my home
life, I'll have that all in a personal business account. And
so that's, that's the best way to do things. There is a video
up on our channel about that about how to configure a
personal workspace account. So you can use that. But that would
be my strong, strong recommendation. Google is moving
everybody over to Google workspace. So whether you were
on Gmail previously, and you've been affected by the price
changing and you need to move over to the new plans, or if
potentially, you had a free legacy account from many, many
moons ago, some accounts were created free, some of them with
five users, some of them were even 50 users or more. Those
accounts are now all being transitioned into Google
workspace. So that would be a good idea. Cool. So we have a
question here from Pham. And they asked, Can you help me all
use Google suites G Suite with 30 accounts, they had the main
domain name but using an alias, so alias dot v n. So if you've
got primary domain there, and then alias.vn, where we send
mail to alias to Vn it's redirecting to primary. But now
switching to workspace and it seems to be that seems to be
that their primary domain has has changed here in some way. So
once you are using either G Suite or Google workspace and
you have both of your domains configured, it's actually pretty
easy to switch between the domains. If you have 30. Users,
I would recommend you either read through all of the
administrative guides, or get in touch with our team to help
facilitate the process. But it's pretty straightforward to change
a primary domain, you can use an alias domain and convert that to
a primary domain, if you wish, you can switch and change
between your different domains. But you never you never lose any
of them. Many business owners when they rebrand, or they add
on a sub brand or a secondary brand, they leave that they need
to completely change things up and completely, you know, like
start up a new fresh account that's actually not needed. It's
very easy to update your domains, you just need to follow
the help guides with Google or delegated to our team, our team
have a whole process, it's a big checklist of things to make sure
that you don't lose any data. You don't miss any emails, and
you don't you know, make things difficult for your team. Because
you know, the worst case scenario team can get locked out
of their accounts. And that can be confusing for your staff. And
you definitely, definitely don't want that. So next up, we've got
a poll that was created here by Edwin in our group, and they're
saying, you know, what's, what's the best way to train and fully
immerse oneself in workspace and there's lots of lots of options
here. Are you looking for, you know, training via YouTube
plenty of training videos on YouTube, we also have a channel,
which is pretty busy there and has said, you know, get Google
certified is another suggestion Google support links, probably
wouldn't recommend that might get a bit boring. At the end of
the day, what I would say is that one thing that is not on
that list is actually joining genius Academy. And so inside
our genius Academy, if you are an IT genius subscriber, you
don't have to pay anything to be on any of our paid plans, you
just have to transfer your billing to us. But you actually
get access to all of our professional training videos.
And these are created not just for YouTube, there's
professional videos and a professional Google classroom
library for you and your staff to get up to speed with all the
latest in Google workspace and for you to really know how to
how to work with it correctly. And so those have been created
specifically for the purpose of getting you and your staff up to
speed on the most important features. And so I would
recommend you check out genius University. If you need the link
to that just jump on the link below this video and look out
for the transfer in offer. That transfer in offer gets you a
bunch of perks for transferring your billing through to it
genius doesn't cost you any extra you even get access to a
number of hooks and features just in case you're interested
in that I would highly, highly recommend it. Okay, cool. So
what do we have here? Next, I have backup and sync files that
I shared with others. How do I migrate to a new computer
without losing my links to the files? Well, Google backup and
sync is switching to being just google drive now on the desktop.
So previously, there was Google File Stream and Google backup
and sync, they've both been merged back into one. And
effectively the app allows you to stream your files down to
your computer from wherever you are. So as long as Google has
finished at synchronization and completed its sync and all of
those files are now uploaded, then you can just sign in on
your new computer and all the files will be there. Now, if you
want to have a local copy of those files, if you want them to
be actually available on the local machine, or what you'll
need to do is choose those folders again and make sure with
each one of those folders, you have it set to keep offline and
remain offline. When you do that, then it's going to
download it to your actual computer. But there's no need to
kind of like relink files or anything like that. You just
need to sign on on your computer. Pretty
straightforward. Okay, cool. Next question here from Gareth,
this is a really common question. How do you share email
inboxes across a team. Great question, Gareth. So glad you
asked. The best way to do this is using a feature called
delegated access. And so I would recommend that any mailbox that
needs to be a shared mailbox is set up as a separate user for
your business. And so it might be held out or support ad or
contact that or sales at your business. That's one that you
want to set up as a separate and discrete mailbox. With that, I
would recommend that you log into that account and then
delegate it back to the staff that need to access it. And I
would recommend that you are the only person that logs into that.
Many business owners will just share passwords sharing multiple
people logging into one account at the same time, and it can
turn into a little bit of a mess. We don't want that to
happen. Okay, cool. Thanks so much for checking this out.
Guys. If you're interested in learning more, please make sure
you subscribe to our channel jump in the link below. If you'd
like to either connect to our YouTube channel, reach out to
our team for any help that you need. Or join us on our upcoming
bootcamp. Great way to have you and your team learn about
everything to do with the Google workspace world. I am presenting
the bootcamp. It's been a long time since I've done any in
person presentations. Oh, this is live and online on Zoom, I
guess. But it's been a long time since I've done any live
presentations and I look forward to having you there if you join
us. Until next time, I'll see you in the next video. And
thanks very much for joining