GOOGLE (G Suite/Gmail)

FAQs related to Google Workspace

How to record a video meeting - Google Meet

  1. On your computer, in Google Meet, click Start or Join.
  2. At the bottom right, click Activities  and then Recording.
    • To record the meeting captions, select a language.
    • In some cases, if the recording is played on Google Drive, the recording file might be ready a few hours before the captions are available.
  3. Click Start recording.
  4. In the pop-up screen, click Start.
  5. Wait for the recording to start. Participants get a notification when the recording starts or stops.
    • Meetings can only be recorded for a total of 8 hours, then the recording stops automatically.
  6. To stop a recording, click Activities  and then Recording and then Stop recording.
  7. In the pop-up screen, click Stop recording.
    • Tip: The recording stops automatically when everyone leaves the meeting.

An email with the recording link is sent to the meeting organizer and the person who started the recording.

The recording is saved to the meeting organizer’s My Drive > Meet Recordings folder.

For meetings created through:

 

Gmail Security: Turn on 2-Step Verification

Two-step verification, also known as 2FA or two-factor authentication, is a security process in which a user provides two different authentication factors to verify their identity. The first factor is typically a password or PIN, while the second factor is usually something the user has, such as a mobile device or security key .

2FA adds an extra layer of security to your account and helps protect it from unauthorized access. If someone tries to log in to your account from an unknown device, they will need to provide the second factor in addition to your password. This makes it much more difficult for hackers to gain access to your account .

Email-security_2steps-verification.jpg

GMAIL (STAFF) : Guidelines Reset Email/Password New Email

Guidelines-Reset-Email-Password-New-Email_page-0001.jpgGuidelines-Reset-Email-Password-New-Email_page-0002.jpg

 

Gmail asks user for phone number when signing in #

When a G Suite user attempts to sign in to a new device, they may be greeted with:

Verify it's you

Verify it's you
This device isn't recognized. For your security, Google wants to make sure it's really you.
Enter a phone number to get a text message with a verification code.

This seems less like additional security and more like phone number harvesting, especially since the user has no preregistered number.

Clicking "Try another way" leads to:

Get a verification code sent to your phone.

Get a verification code sent to your phone.
Get help

Clicking "Get help" results in:

Account recovery

Account recovery
Enter the last password you remember using with this Google Account

Manage Google Drive Guidelines

Google will no longer provide free unlimited storage starting from July 2022. We have also announced that each staff is provided with a maximum total storage quota of 15 GB (for all Google services under the IIUM domain).

  1. HOW TO CLEAR GOOGLE DRIVE STORAGE AFTER MIGRATION
  2. HOW TO CLEAR STORAGE THROUGH GMAIL ACCOUNT
  3. HOW TO CLEAR STORAGE GOOGLE PHOTO
  4. HOW TO MIGRATE AND SYNC FILES FROM GOOGLE DRIVE TO ONEDRIVE (OR ANY CLOUD STORAGE)
  5. HOW TO MANAGE GOOGLE DRIVE STORAGE
  6. HOW TO CHECK GOOGLE STORAGE QUOTA

21 Google Search Tips You'll Want to Learn

Most of us use Google every day, but many have likely only scratched the surface of the search engine's power. Here's how to get better results from a Google search.
 
1. Refine Your Searches With Operators
search modifiers
 
Google's search algorithm is remarkably adept at returning the information you are looking for—even when you aren't exactly sure yourself. But for those times when Google doesn't seem to be giving you exactly what you need, there are a few ways you can refine your search results with what are called operators.
Use quotations (" ") to search for the exact phrase: If you search for Patrick Stewart young, you will get results that have all those words, but not necessarily in the order you search. By adding quotations and searching "Patrick Stewart young," you will get only results that include all those words in that order.
Add a tilde (~) in front of a word to find synonyms: For when you want to search for a specific word and any synonyms for that word. If you search for iPhone ~cheap, you will also get results for "iPhone inexpensive," and so forth.
Exclude terms with a minus (-) symbol: Use the minus symbol to exclude all the terms you don't want, e.g. best apps -android for results that omit roundups of top Android apps.
Insert two periods (..) between numbers to search for a range: If you want to narrow results to a date or price range, use two periods in between the numbers. You could be looking for a computer within a certain price range, so you could search computer $500..$900 to only get results that fit into that range.
Find one result or the other with OR: If you're looking for results that are about one topic or another, but nothing else, use the OR modifier to get more accurate results. For example, searching apple microsoft will surface results relating to either term, but searching "apple OR microsoft" provides you with separate links about Apple and Microsoft.
Add site: to search a single website: If you want results from one specific website, use site: followed directly by the site URL you wish to use. You must include the site's domain, e.g. Google Photos tips site:pcmag.com, and not Google Photos tips site:pcmag.
Search File Types: If you're looking for a specific kind of file on the internet, use filetype: to search only for uploaded files that match your query. For example, use filetype:pdf to find a PDF or filetype:doc to locate a Microsoft Office document. You can find a comprehensive list of searchable file types here(Opens in a new window).
For a comprehensive set of search modifiers, check out this guide(Opens in a new window).
2. Perform an Advanced Search
advanced search
 
Don't want to learn all these modifiers? You can use them in an advanced Google search. From the Google results page, click the gear icon and choose Advanced search to open a new advanced search page.
This feature allows you to enter keywords or phrases in specific fields instead of relying on specific modifiers. Results can be narrowed even further by language, region, last update, domain, term location, explicit content, file type, and usage right. Image searches can also be narrowed by image size, aspect ratio, color, and image type.
While you can't create an advanced search on mobile, you can filter your image search. Tap the slider icon at the top of your image search to filter by most recent, GIF, HD images, images of products, color, and usage rights.
3. Set Time Restraints
time restraints
 
Looking for only the latest news about a subject or trying to find information relevant to a specific time frame? Use Google's search tools on desktop and mobile to filter your search results. When on desktop, click Tools under the magnifying glass icon. On mobile, swipe to the end of the list of Google search types and select Search tools.
Select Any time to open a drop-down menu that can help you narrow results to the past hour, 24 hours, week, month, and year. Desktop users can select Custom range to enter specific dates.
4. Perform a Reverse Image Search
reverse
 
Google supports "backward" image searches on most browsers. This function allows you to upload an image file and find information on that image. For example, if you uploaded a picture of the Eiffel Tower, Google will recognize it and give you information on the Paris monument. It also works with faces, and can direct you to websites where the image appears, identify a work of art, or show you images that are "visually similar."
Go to Google Images and just drag and drop an image into the search bar. You can also click the camera icon to upload an image or enter an image's URL. (Here's how to do a reverse image search on your phone.)
5. Google Search Dark Mode
dark mode
 
Google now has its own dark mode option that can turn your search results black. From a search results page on the desktop, click the the Settings gear on the top right and select Dark Theme under Appearance. (On Google.com, you can also click Settings on the bottom right and select Search Settings > Appearance > Dark theme.) You can also select Device default so it matches your other theme settings.
On mobile, select the hamburger menu in the top-left corner of Google's search results and choose Dark theme to toggle it on and off.
6. Do Math in Your Search Box
calculator
 
Whether you want to figure out a tip on a meal or create a complex geographical rendering, Google search has you covered with the ability to do basic calculations directly in the search bar. For example, searching 34+7, 3 times 7, or 20% of $67.42 will prompt a calculator below the bar with the correct answer already filled in. Or just search "calculator" to input your own equations.
Super math nerds can create interactive 3D virtual objects (on desktop browsers that support WebGL) by plugging in an equation that uses "x" and "y" as free variables. Or plug in different numbers along with some cos(x)s, sin(y)s, and tan(x)s and see what renders.
7. Convert Units With Google
converter
 
Google will also help you convert just about anything. You can search 38 Celsius in Fahrenheit, 10 ounces in pounds, and even 17.5 millimeters in light years. Google will serve up the answer and provide an interactive conversion calculator for further converting.
Additionally, you can find up-to-date currency conversion rates without needing to know the official currency symbol ($, €, etc.) or ISO designator (i.e. USD for the US dollar or GBP for the British pound). Google's algorithm is able to discern sentence-style queries to provide an answer, interactive chart, and a calculator for further conversions.
For example, a search for 38 dollars in Iceland returns the answer that (as of Jan. 24) $38 is equal to 4,890.60 Icelandic Króna. A search for 1 bitcoin in dollars reveals that it's worth almost $35K. The convertor table will also include other crypto coins, like Ethereum and Dogecoin.
8. Define Words in Google Search
definition
 
Ask Google search to define unfamiliar words (or two-word phrases) by typing the word followed by define/definition. This will prompt Google to return a card with the definition, pronunciation, and—when available—a detailed etymology. Sometimes Google will define the word inside the autocomplete box before you press Search.
9. Track Packages in Google Search
package tracker
 
Wondering where that delivery has gone? You can track (most) packages in your search bar. Just paste the tracking number into search and Google will recognize it and display the package's current status. A link will take you to the carrier's official tracking page for more details.
10. What's the Time in Tokyo?
search time
 
Calculating time difference is hard, so why not let Google do the work for you? Type time [any location], which could be the name of a country, city or (if it's in the US) a ZIP code, to return a card with the up-to-date local time of your search. It beats having to manually figure out how many hours ahead or behind you are.
11. Search for Sunrise and Sunset
sunset
 
Want to know when the sun will rise or set in your neck of the woods? Search sunrise or sunset and Google will give you the answer based on your device's current location. You can also search for the sunrise/sunset times for other locations, as well.
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12. Search for the Weather
weather
 
Find out the weather in your area by typing weather. Autocomplete will likely give you today's current forecast as you type, but a full search will present an interactive card with weather information for the location of your IP address, courtesy of The Weather Channel. If you're traveling or just want to know what it's like elsewhere, search weather [any location], e.g. weather Toledo, OH or weather Kabul Afghanistan.
13. Real-Time Stock Quotes
stocks
 
Type in any publicly traded company's ticker symbol and Google will present real-time price information on that company, e.g. GOOG (for Alphabet), AAPL (for Apple), or AMZN (for Amazon). Most of the larger exchanges are in real time, though Google offers a comprehensive disclaimer(Opens in a new window) for which exchanges are on a delay.
14. Check Flight Times
flight times
 
If you're headed to the airport or picking up a loved one, type in a flight number and Google will return a card with up-to-date times and terminal/gate information. If you're looking to book a flight, check out Google Flights(Opens in a new window) to find the cheapest flights online.
15. Find Where It's Streaming
streaming
 
It's almost impossible to keep track of what movies are streaming on which services, but Google does the valiant job of keeping track for you. Just search for the movie or show you wish to watch and a card will list all the video-streaming services that currently have it. Select the service and it will link you to the video on the web or in the app.
To help you keep track of all the stuff you want to watch, choose Watchlist to save it for later. Then search my watchlist to see all the movies and shows you have yet to watch.
16. Play Games in Google Search
dice
 
Google has a host of built-in games and tools you can access by Googling them, including Pac-Man(Opens in a new window), tic tac toe, Solitaire, Minesweeper, and Snake. Search flip a coin and Google will do it for you; same thing with a die or spinner. There is also a built-in, metronome, breathing exercise, bubble level (on mobile) and a color picker.
17. Start a Timer
timer
 
Search timer to get a five-minute timer (or stopwatch to time something). To change the amount of time, click and enter your desired time. Press Start. The countdown will continue even if you navigate to a new tab; you'll get a warning if you try to close the tab with the timer by accident. The remaining time will show on your browser tab; once it's up, an alarm will sound and the tab will display an hour-glass icon until you click OK to silence it.
browser tabs with the timer countdown and hour-glass icon
 
18. Spell Those Numbers
spell numbers
 
How do you spell out 6,546,345,645? Google can tell you if you search [number]=english. A card will show you that it's six billion five hundred forty-six million three hundred forty-five thousands six hundred forty-five.
19. Create a Google Alert
google alert
 
If you want to be notified whenever a keyword is published on the web, create a Google Alert(Opens in a new window). Add topics to track, then customize the alert by determining how often you should be notified, what sources, language, and region should be included, how many results will be shown, and to what email address it should be delivered.
A preview will show you what the alert will look like with existing stories already indexed by the Google. From the main Alerts screen, you can manage all your results by having them sent at a certain time or all in one email.
20. Filter Explicit Content
explicit content filter
 
Have a kid using the computer? Protect them from explicit content with Google's SafeSearch feature(Opens in a new window). From a search results page, click the gear icon on the top right and toggle the Explicit results filter option to on. Though Google admits it's not 100% accurate, it's intended to filter out explicit links, images, or video that may be deemed inappropriate for an all-ages audience. For a more robust solution, check out our picks for the Best Parental Control Software.
21. I'm Feeling Something Else
google search
 
Remember Google's "I'm Feeling Lucky" button? On Google.com, type in a search term and click I'm Feeling Lucky to be immediately taken to the first search result. It's a good way to save time when you know exactly what you're looking for. However, Google added a new wrinkle that can help you find something else.
Before you type anything into Google, hover over the I'm Feeling Lucky button and the wording will change. It may change to "I'm Feeling Adventurous," which will provide you with a coin to flip. "I'm Feeling Hungry" will Google nearby restaurants. "I'm Feeling Trendy" will show you recent Google trends. Every day there are new suggestions with different results.
askew
 
Engineers like to have fun, too, and on Google, there are a number of search-related Easter eggs. Here are a few words or phrases to search if you want a little surprise:

Migrate Your Google Account

Google will no longer provide free unlimited storage starting from July 2022. We have also announced that each staff is provided.

 

Manage Gmail Guidelines

Import Google Calendar into Outlook

Check Google Storage

 

 

How To Fix Gmail Not Showing All Emails

How To Fix Gmail Not Showing All Emails

There are few reasons why your Gmail not showing all emails:

Hidden by Labels Settings

1.Open your Gmail account from desktop.

2. On the dashboard, find “settings” icon at right-top.

gmail-inbox-not-showing-all-mail

3. The settings option will open a drop-down menu. Under “Quick settings”, click on “See all settings”.

gmail-inbox-not-showing-all-mail

4. A Settings pages will be opened. There will be listed multiple options. Find and click “Labels”.

5. Under “Labels”, a menu will be appeared. On “System labels” column, scroll down and find “All Mail”. Then click on “show”.

gmail-inbox-not-showing-all-mail

6. In no time, “All Mail” tab will be shown on left side bar menu.

Now you can proceed to search your emails.

Email was archived, deleted, or marked as spam

Emails might skip your inbox if they were accidentally archived, deleted, or marked as spam. You can search all your emails, including those that aren’t in your inbox, by selecting Mail & Spam & Trash from the All Mail drop down

If you have archived your email, and want to move it back to box, you can do it so now.

If your emails still nowhere to be found, there is possibility that the email might be deleted or you may refine your search query.

Email is filtered can be a reason Gmail not showing all emails

You may have created a filter that automatically archives or deletes certain emails. You can check your filters by going to Gmail settings > Filters and Blocked Addresses tab > Look for filters that include the words “Delete it” or “Skip Inbox”.

 

 

 

To remove a scheduled invitation from Google Calendar

  1. Open Google Calendar: Log in to your Google account and proceed to Google Calendar.
  2. Locate the Meeting: Find the meeting you want to cancel on your calendar. You can scroll through your calendar or use the search function if you have a busy schedule.
  3. Delete the Event: Click on the meeting to view its details. Look for options like “Edit,” “Delete,” or “Cancel.” Select the “Delete” or “Cancel” option. Confirm the action, and the meeting will be removed from your calendar and the calendars of all the guests.

Remember that attendees will automatically receive a notification about the cancellation, so there’s no need to send a separate message. This helps manage your time better and ensures everyone’s calendars stay up to date!

To trace the location of an email sender in Gmail

  1. Log into your Gmail Account:

    • Open Gmail and sign in with your account credentials.

  2. Open the Email:

    • Locate the email you want to trace and open it.

  3. View Email Header:

    • Click on the three dots (located on the right-hand side corner) in the email interface.
    • Select “Show original” from the dropdown menu.

  4. Find the IP Address:

    • Scroll down in the new window that opens.
    • Look for the word “Received” in the header information.
    • Next to “Received: From,” you’ll find the IP address of the sender.

  5. Use an IP Tracking Service:

    • Once you have the IP address, use an IP tracking service to find the sender’s location.
    • Visit a website like IP-Tracker.org and input the IP address.
    • Click on “Lookup IP Address” to get details such as the country, city, time zone, and internet service provider associated with that IP address.

Remember that this method provides an approximate location based on the IP address.

How to Find Lost Emails in Gmail

If you’re missing emails in Gmail, here are some steps you can take to find them:

  1. Check Spam Folder: Start by looking in the Gmail Spam folder. Sometimes emails end up there accidentally.

  2. Archived Messages: If you use Gmail’s Archive feature, check the archived messages. Archived emails won’t appear in your regular Inbox or Sent folders.

  3. Trash or Bin Folder: Check the Trash or Bin folder. Deleted emails might be there.

  4. Use Gmail Search: Utilize the Gmail search feature. Enter relevant information from the missing email, such as the sender’s name or subject.

  5. Gmail Message Recovery Tool: If an email was deleted, you might be able to recover it using the Gmail Message Recovery Tool. Scroll through these folders and move the missing email back to your mailbox

Remember that emails in the Spam or Trash folder are typically saved for 30 days. If you’ve checked these options and still can’t find your missing emails, consider reaching out to Gmail support for further assistance

How to download the new Google Meet app

Google Duo and Google Meet have been combined into a new Meet app for video calling and meetings.

 

How to start or schedule a Google Meet video meeting

ou can set up or start a new Google Meet video meeting from:

Tip: To make sure you don't join a meeting with an expired code and to better plan for the future meetings you create, check when meeting codes expire. Learn about meeting codes in Google Meet.

Start a video meeting from Meet

  1. ​Go to Google Meet.
  2. Click New Meeting.
  3. Select an option:
    • Create a meeting for later:
      • To share the meeting details for a future meeting, copy the meeting link and share with participants.
      • To directly start the meeting with this link, paste the link into a browser; or enter the link into the “Enter a code or link” field and then click Join.
    • Start an instant meeting: Create a new meeting and join the meeting directly. 
    • Schedule in Google Calendar: To schedule a meeting, you’re directed to Google Calendar.

Tip: Google Workspace Essentials users can't schedule a meeting in Google Calendar.

Start a video meeting from Gmail

  1. Open Gmail.
  2. In the Meet section, click New meeting.
  3. To send the meeting invite via link or email, click Send invite. 
    • To copy the meeting invite details, click Copy meeting invite .
    • To send an email invite, click Share via email.
  4. When you’re ready to join the meeting, click Join now.
  5. Before you join your first meeting, make sure to allow permissions for your microphone and camera. Once you grant permission: 
    • To turn your microphone on or off, click Microphone Microphone.
    • To turn your camera on or off, click Camera Video call.
  6. To join the call, click Join now.
  7. To end the call, click Leave call Call end icon.

Learn how to start or join a video call in Gmail.

Schedule a video meeting from Google Calendar

When you create an event on Google Calendar, you can add a video meeting link.

  • Google Workspace users: You can also add a dial-in number to the Calendar event. 
  • Google Workspace Essentials users: You can't schedule a meeting in Google Calendar.

Important: Guests can forward the meeting link to other people. If an uninvited person tries to join, a meeting participant from your organization must accept their request. For meetings organized by a personal Google Account, only the meeting creator can admit these participants.

  1. In Calendar, create an event.
  2. Click Add guests.
  3. Enter the names or email of the people you want to invite.
  4. Click Save.
  5. To notify guests, click Send.

How to Create a Group Email Account in Gmail

To create a group email account, follow the steps below:

  1. Visit Google Groups and click "Create Group."
  2. Enter a name for the group and type in the email address you want to use, which will end in "@iium.edu.my."
  3. Enter a description of the group for members to view
  4. Select "Collaborative Inbox" from the Select a Group Type drop-down list.
  5. Choose the types of members you want to authorize to access inbox features.
  6. Pick the necessary permissions you want to apply, such as allowing the public to view topics or allowing all members to post messages.
  7. Click "Create," then "OK" to manage inbox settings.

How to Create a Group Email in Gmail

To create an email group in Gmail, follow these steps:

  1. Log in contact.google.com
  2. Log in with your preferred account
  3. Once logged in, click on the menu at the top left
  4. Click "create contact."
  5. The option will be expanded into two options: "create contact" and "create multiple contacts."
  6. Click create multiple contacts
  7. On top of the next window, you will find a label where you can add a name to that contact list. So if you are wondering how to create a group email in Gmail and label it with a name, here is how you set a label name. Click the no label text and set a preferred name for that email group. If you had already set up labels/groups, you would be given the opportunity to select from a list of created names.
  8. The next step is imputing names and addresses. To do so, you can either add each name and address individually or add them in bulk.
  9. To add individually, simply type in each user name and address separating each with a comma. You can either add only name or address or address and name together.
  10. To upload an email list in bulk into a group, you must first have it saved as a CSV or vCard file. If you do, at the bottom of the create multiple contacts, you will find import contacts.
  11. Once you are done importing or manually adding your contacts, simply click create at the bottom to save the email list.

How to set up an email group in Gmail mobile app

Since mobile apps are what most people use on a daily basis, you might be asking how to set up an email group in Gmail using the mobile app. The short answer is that you can't because the Gmail app is quite limited. However, there is also a way to get this done using an app.

To do this, simply login to your Gmail mobile app and on the menu option look for contacts. On mobile, if you click on contacts, you will be redirected to a contact app on Google Play marketplace if you use an Android device or App Store for iPhone users. If the contact app is already installed on your device, it will simply pop up. The contact mobile app is where you can create an email group if you decide to create one using a mobile device.

The method of creating a contact group on the contact app is the same as the steps above.

How to Send Email to a Group in Gmail Without Showing Recipients

When sending group emails on Gmail, without the proper settings, all list members will see the address of every other person in the group. This might not sit well with people who are conscious about their privacy. So, if you are wondering how to send email to a group in Gmail without showing recipients, here is how you can do this.

 

How to send a group email

After attaining an understanding of how to create a group in Gmail contacts, the next step is how to send messages to groups/labels.

To do this, whenever you want to compose a message, simply type in the set list name on either the To or Bcc field.

Make your google account more secure

Step 1: Do a Security Checkup
Go to Security Checkup to get personalized security recommendations for your
Google Account, including:
 Add or update account recovery options
 Turn on 2-Step Verification
 Remove risky access to your data
 Turn on screen lock

Step 2: Update your software
 If your browser, operating system, or apps are out-of-date, the software might
not be safe from hackers. To help protect your account, keep your software
updated.
 Update your browser
 Update your operating system
 Update your apps

Step 3: Use unique, strong passwords
It’s risky to use the same password on multiple sites. If your password for one site is
hacked, it could be used to get into your accounts for multiple sites.
 Make sure to create a strong, unique password for each account.
 Manage your passwords
 Help protect your password from hackers

Step 4: Remove apps & browser extensions you don’t need
As more apps are installed on a device, it can become more vulnerable. On devices
that have access to sensitive information, only install the apps and browser
extensions you need. To better protect your personal info, don’t install unknown apps
or apps from unknown sources.

Step 5: Protect against suspicious messages & content

Hackers can use emails, text messages, phone calls, and web pages to pretend to
be institutions, family members, or colleagues.
Avoid suspicious requests
Avoid suspicious emails
Avoid suspicious web pages