It's a very large, coordinated set of apps that allow businesses, including nonprofits, to perform many of the functions necessary to operate. There is, not by accident, a very large overlap with Microsoft's Office Suite (MS365).
It Includes:
Mail - Gmail for business, with your domain name
AI - Gemini - Create and Edit: Text, Images, Movies +++ (many other tools too)
Search - Google.com - What started it all. Now AI enabled
Documents - Google Docs
Spreadsheets - Google Sheets
Presentations - Google Slides
Calendar - Google Calendar
Document Storage - Google Drive - Where you save all your documents
Notebook - NotebookLM - Your trusted documents, reliably searched and analyzed.
Video - Youtube - Watch others, and display your own
Maps - Google Maps
Photos - Google Photos
Forms - Google Forms
Conferencing - Google Meet
Chat - Google Chat
Websites - Google Sites
And many others (e.g. Google Keep for short notes)
Small nonprofits can subscribe for free - directly or easily through TechSoup to validate your nonprofit status
Here are several videos on how to understand and use Google Workspace
How to Use Google Workspace - 2025 10:41
Focuses on Setting up initially, Admin, Shared documents, drive, meet, chat
Skip to here (4:46) if your Workplace is already setup.
Quick Guide to Google Workspace: Complete Tour of ALL Apps 2025 10:07
It covers, very briefly, many of the services available in Workspace
My Video on how to use AI as a helper for any tech support - 6/2026 3:00
It uses Gemini to ask for help, but ChatGPT or Claude will work just as well
Note that you can paste in Screenshotes of something puzzling and ask about it.
Google's Documentation for Everything Workspace (text, not video)
Look in the panel on the left for what you want, or use the search
How to Add a new user Users (Tutorial 2025) 2:44
Clean, short video showing how to do so
"Offboarding" an Employee" 2025 2:34
Emphasis on how to remove employee properly, maintaining data
My Video on how to use AI as a helper for any tech support - 6/2026 3:00
It uses Gemini to ask for help, but ChatGPT or Claude will work just as well
Note that you can paste in Screenshots of something puzzling and ask about it.
Official Google Document on Adding a user
Note the panel on the left addressing all Admin tools
Official Google Document on Removing a user
They emphasize transferring the user's data before removing them
Most of your documents will be saved in Google Drive. It's easy to become overwhelmed.
Their search is very helpful, but you can be more proactively organized.
How to Create a Shared Drive in Google Workspace (Tutorial 2025) 2:12
This is important because anything on a Shared Drive belongs to you
This is different from sharing a document or even a folder on yur drive
Use this if you have 3rd parties developing things for you. When they put them on a drive you shared you take ownership
Google forms are excellent, with far more capabilities than initially appears. Unfortunately, it's possible for users to have problems, which is why they should always be thoroughly tested by someone taking the role of an end user.
Common Problems and How To Address them
This is a shared response from Google Gemini
The Beginner's Guide to Google Forms 2026 24:52
This is a longer video, but it's complete and will give you a good understanding of the ins and outs of creating forms and looking at the data collected. It helps that it's current.
How To Export Google Forms Responses To Sheets Or Excel (Tutorial 2026) 2:27
Much shorter, but focusing only on how to get data out
How To Collect Data In Google Forms (Tutorial 2026) 2:29
Another short video on how to see data collected in a form, and how to save to a Google Sheet