Google Workspace

How to access Google Workspace apps like Gmail, Docs, and Drive

Google Apps (or similarly called Workspace) is part of the educational Google suite that is installed on the Sheffield University network.

As a student at Sheffield, you'll have access to all the range of Google products. When you log into your account via MUSE, you can directly access three common apps - Google Mail, Google Calendar and Google Drive.

Alternatively, to see the full range of Google apps, log into MUSE with your University credentials and click on 'My Services' > 'View all services' for an A-Z list (go to ‘G’ in the sections).

See our quick guide video that gives an example of accessing your main Google applications and where to find help and support.

Whichever Google service you are using (for example, Gmail), you can also access a menu of all other Google apps by clicking on the nine dotted square (Waffle’ menu icon) at the top right-hand side of the screen.

If you wish to view a full scale version of this video, and cannot do so on this site, please access the video via the University Kaltura media platform.

When you are fully registered at Sheffield, see our full Google Workspace guides via the IT services section of the student hub:

Using Google apps at Sheffield (restricted to MUSE student login)

Here's a quick overview of the main Google apps you'll likely use and the places you can get further help and advice.

Note: You may also have a separate Google (GMail) account not managed by the University (Google's public service). For example, Joe.bloggs@gmail.com

Don’t confuse the two as they are separate accounts and you cannot access restricted University Google Apps and services via a public account - though you can usually switch accounts directly in browsers.

Google Mail (Gmail)

Your University email is provided by Gmail as part of your University IT account and is your official communication platform (app) and you should check your inbox daily.

You can access your University Google Mail as follows:

Log into MUSE with your University username and password
Select My services
Select Google Mail

Google Mail can also be added to mobile devices and used on the go, via the dedicated Gmail app. In addition, Google Chat and Google Spaces are two instant messaging tools available natively in Google Mail. Google Chat allows for individual chats with another individual, and Google Spaces allows for group chats.

Further instructions and guides on making the most from Google Mail can be found via the student hub. See:

Student guide to using Gmail (restricted to MUSE student login)

Also see the Google Mail training and user guides available from Google (not restricted)

Online communication - the 301 Academic Skills Centre provides a very useful guide to help you to navigate the main forms of communication used at university, some things to watch out for, and some tools and resources that you might want to try.

301 guide to effective communication (not restricted)

Google Drive

Google Drive is the University’s approved cloud storage tool, which lets you store, create and share files online safely and securely. As a student, you have 15GB of secure storage space. For example, to store PDF files, presentations, photos or videos.

Drive also gives you access to create and edit files such as documents, spreadsheets, presentations, forms and other apps that you can share and collaborate on with colleagues.

You can access your University Google Drive as follows:

Log into MUSE with your University login details
Select My services
Select Google Drive

Further instructions and guides on making the most from Google Drive can be found via the student hub. See:

Student guide to using Google Drive (restricted to MUSE student login)

Drive can be accessed both on and off campus through the internet, or through a dedicated Google Drive app or via a mobile device.

Also see the Google Drive training and user guides available from Google (not restricted)

Google Documents

Within your Google Drive storage area, you also have the ability to create Google Docs, Google Sheets, and Google Slides. Google Docs are word processor documents, Google Sheets are spreadsheets and Google Slides are presentations.

Think of these as cloud-based alternatives to Microsoft's version of Word, Excel and PowerPoint. Any work carried out is auto-saved in real time as you go along - so no need for memory sticks either.

All of these Google apps can be worked on individually by you, or can be shared with other people to be worked on together. You can create your Google Doc, Slide, or Sheet directly from your Google Drive area.

When you are fully registered here at Sheffield, you can find further instructions and guides on making the most from Docs, Sheets and Slides can be found via the Student hub here:

Student guide to using Google Docs (restricted to MUSE student login)
Student guide to using Google Sheets (restricted to MUSE student login)
Student guide to using Google Slides (restricted to MUSE student login)

Google Workspace Learning Centre

Alternatively, for users new to Google documents there are comprehensive training and user guides available from Google.

Google Docs training and help (not restricted)
Google Slides training and help (not restricted)
Google Sheets training and help (not restricted)

Guide to Google Docs and Slides from the English Language Teaching Centre

Google Docs and Slides

Google Calendar

Google Calendar can be used to plan your work, schedule meetings, and share your diary with staff and fellow students.

You can access your University Google Calendar as follows:

Log into MUSE with your University login details
Select My services
Select Google Calendar

Google Calendar can be accessed both on and off campus. It can also be added to mobile devices and used on the go, viathe dedicated Google Calendar app.

Further instructions and guides on making the most from Google Calendar can be found via the Student hub here:

Student guide to using Google Calendar (restricted to MUSE student login)

Also see the Google Drive training and user guides available from Google (not restricted)

Note: Your university timetable is provided by the My Timetable service that is listed inder My services when you login to MUSE (or via the iSheffield app). Your module and lecture class schedules are not shown in google Calendar but can be integrated to display. If you wish to add your class timetable to Google Calendar, follow our guide on the timetables section of this site. See:

Guide to accessing student timetables

Google Sites

Google Sites is a simplified website builder which allows you to create a website, without the need for high level technical skills or codign knowledge.

Viewing a Google Site can be made accessible globally to all - or limited to a small group of people, such as a Google Group for a department or workgroup.

You can access your Google Sites as follows:

Log into MUSE with your University login details
Select My services
Select Google Sites

Alternatively, you can access via Google Drive, or from the 'waffle' menu from whatever Google app you are using.

If you are interesting in creating a website using Google sites, whether for extra curricular activities or for a class project, the University provides comprehensive guidance for getting started, planning and building your site. See:

Google Sites guidance (restricted to MUSE student login)

You can also find here comprehensive Google Sites training and user guides available from Google (not restricted).

This video (5 minutes 12 seconds) created by the Library team is a few years old now but is still very useful for a quick introductory guide to creating a Google Site with many of the processes still the same.

If you wish to view a full scale version of this video, and cannot do so on this site, please access the video via the University Kaltura media platform.

Other Google Apps and services

In addition to the main apps mention, with your student IT accounts, you will have access to wide range of Google tools, services and collaborative tools such as:

Google Forms
Google Meet
Google Chat and Spaces
Google Jamboard
Google Keep
Google Groups

When you are fully registered at Sheffield, see our Google Workspace guides via the Student hub:

Using Google apps at Sheffield (restricted to MUSE student login)

Alternatively, you can learn about all the Google apps on Google's website. See:

Google Workspace Centre (not restricted)

Data Privacy

The university uses Google's Workspace Suite for Education and has a special agreement in place with Google to protect your data. That's the information stored in Google Drive, Google Apps and e-mails. This means that the university has made sure that the data in your emails, documents, and drive is safe and secure and not shared with anyone that it shouldn't be.

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