Objectives:
At the end of this topic, the employees should be able to:
understand the difference a Space and a group conversation;
create a Space in the Google Mail;
pin a Space in the Google Mail;
assign tasks in a Space;
send files in a Space; and
adjust the size of the section allotted for Space in the Google Mail.
Space vs Group Conversation
As mentioned in the previous part, a Space is where users can send files and assign tasks. Aside from that, users can see the the list of shared files, and tasks in a Space. Creating one is helpful when managing a project.
To the right is an image carousel of differences and similarities between a group conversation and a space.
In general, creating a group conversation has a sole purpose of talking to a group of people. Meanwhile, creating a space is better suited for managing projects.
Creating a Space in the Google Mail
1. If the name isn't already under "Spaces," click Start a chat using the + icon. You will see several features such as:
Start a group conversation
Create space
Browse spaces
Find apps
Message requests
2. Select 'Create space'. This will open a pop-up window where you can choose the initial setting of the space that you will create. You can add the name and description of the space. Then, type the names of the people that you want to invite.
3. You can adjust the access of the space as Restricted (only added people and groups can join) or Reedley International School (where anyone from the reedleyschool or risfamily domain can join. People outside of the domain can also be added.
4. You can set the space as threaded replies where each post will have its own thread of replies or the default setting which is similar to a group conversation.
Pinning a Space in the Google Mail
Click the three vertical dots on the right of the name of the space.
Here, you can click 'Pin' to set the chosen space at the very top of the list.
Also, you can click 'Mark as unread' and manage the notifications of that space.
You may also leave or block the space using that panel. Leaving the space is suitable if the project has already been done.
Assigning tasks in a Space
Open a Space by clicking its name from the list. This way, the Space will open in a big window.
On the upper part of the screen, click the tab for 'Tasks'.
Then, click 'Add space task'.
Type the title of the task and the details before you click the 'Add' button.
The date and the who assigned a task will be seen on the details of the space.
Send files in a Space
While on the details section of the space, you can also see the files uploaded on the Space. It will also show the file name, who posted it, and the date when it was posted.
To add a file, click the 'Add file' button.
OR
3. You can simply drag a file into the Space then press the 'send' button.
Adjust the size of the section allotted for Space in the Google Mail.
Similar to how you adjust the size of a section for group conversations, you can also adjust the size of the section allotted for the spaces.
At the bottom of the section allotted for the Spaces, click and drag the thin line in order to give more or less space for Spaces in your Google Mail.
You can also click the arrow on the left of 'Spaces' in order to hide it in your Google Mail.
