Directions - Google Chat - Spaces

Google Spaces allows the members to organize shared files and assign tasks alongside a Chat thread, putting everything you need for a project in one place. The creator of the space usually adds people and shares a link to make it easier to join but a Space can be created as public, allowing others to browse for it and join on their own.

Step 1

Open Direct Messages

(If you were emailed a link to a Space you likely will want to skip to Step 4.)

A. Open Gmail and select the Chat icon on the left side.

B. Select 'Spaces' on the left side to see a list of active Spaces or, if you do not have previous spaces you will see a message inviting you to create or find a space.

Select a Space you've used previously from the list that appears or go to Step 2

Step 2

New Spaces

A. Select the three dots menu to open the sub-menu.

B. If you would like to begin and share a new workspace that you will manage you should select 'Create a space' and fill in the required details.

C. If you would like to see a list of spaces that are available to join you should select 'Browse spaces' and continue to Step 3.

Step 3

Browse Spaces

A. This selections defaults to only searching 'Spaces I haven't joined' so if you are wanting to search for more than that you should change this selections to 'All Spaces'.

B. 'Internal & external' is an appropriate choice as it is the widest search and will not give an overwhelming list.

Select the blue 'Join' button next to the group you wish to join.

Step 4

Using Spaces

This chat space keeps a list of chat messages that have happened in the Space so it may look different depending on the history and settings of your Space.

A. Returns you to the previous page or email you were on before going into this Space.

B. Gives options for managing the page such as:

Manage members - Add or remove members and change their permissions (if you have that access).

Space settings - Control access the people in your group have to settings.

Space details - Change name and description of Space.

Apps & integrations - Find extra tools to upgrade Spaces.

Copy link to this space - Places a link to the Space on your Clipboard so you can paste the link wherever you want to share it.

Mark as unread - Changes a message you read to unread status.

Pin - Marks a document or conversation so it is kept at the forefront.

Mute - Stops you from being able to view changes to this space, can be toggled back on later.

Notifications - Sets the conditions under which you will be notified about changes to this space.

Logout - Blocks all access you have to this space and removes your name from it as a member.

C. Select this tab heading for the Chat page associated with this Space which is the default page you start on and is used in the image on this page.

D. Select this tab heading to access or add to the Shared documents associated with this page. To add a document select the blue 'Add' button and navigate to the file in your Google Drive.

E. Select this tab heading for the list of Tasks associated with this Space. Click the 'Add space task' and give the task a title. Mouse over the task to see buttons to assign a task deadline or assign the task to a person. Adding a task to a person puts the task on their task list. The three buttons menu allows you to change the order of the task list.

F. Searches the chat for a word or phrase.

G. Reduces the Space into a pop-up so you can work in gmail with it open.

H. Alters your layout view of the Space so Pinned Messages and Pinned Resources show alongside the Space.

I. Alters your layout view of the Space so Active threads are shown alongside the Space.

J. This message frequently populates when a user first accesses a Space. It gives easy access to set how you would like to be notified about changes to posts. The same options can be found in the Notification settings mentioned in Step 4b.

K. This message frequently populates when a user first accesses a Space. It notifies you that putting the @ symbol in the conversation will give you a list of your contacts and Spaces you can mention. Selecting one from the list or typing in their email address will notify the person that they were mentioned and alert them to the conversation.

L. Select this icon to add a Google Drive file, Calendar invite, Google Meet link into the chat.

M. This is the space you type in your message.

N. Select this icon for the font style options.

O. Select this icon to add an emoji into the chat.

P. Select this icon to search and add a GIF into the chat

Q. Select this icon to upload a document that is not in your Google Drive.

R. Select this icon to record a voice or video message to be inserted into the chat.

S. Select this icon to begin a Google Meet and insert a link for others to access.

T. Select this icon to send whatever you put into the Message Space.

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