This guide explains how to work with information using the different G Suite tools.
This guide is in beta. This means that we are still working to improve it, so your feedback will help us make sure that they are easy to understand and useful. Please let us know your suggestions.
Storage means keeping information. You should keep information in a place where everyone who needs it can find it. Some information has a particular retention period. A retention period is the amount of time you should keep something for. This might be for a legal reason, or because you need it to do your job. Wherever you keep information, you must be able to delete it when it is no longer needed.
Not all information should be in G Suite. Some services use specific systems to keep records in. For example, Mosaic, iTrent and Paris. Read Where to Keep Information for more information.
Collaboration means working together to create or change something. For example, working with colleagues to edit a report. Collaboration can be a one-off or regular action.
Communication means giving or receiving information. For example, advertising something, or telling colleagues about a policy. Communication can be a one-off or regular action.
There are lots of places to store information in G Suite. Make sure you know where it should be first. Read Where to Keep Information for more information.
If you are collaborating with the same group of colleagues often, we recommend using a Shared Drive.
If you are collaborating with a smaller group of people, or less often, we recommend sharing a file or folder using your My Drive. You might also be able to do what you need using Hangouts Chat, or a Google+ Community.
Use Gmail for:
Use My Drive for:
Use Shared Drives for:
Use Hangouts Chat for:
Use Google + Communities for:
Use Sites for:
Use Forms for:
Let us know - your feedback will help us improve it.