Google Workspace quick reference

Sign in for the first time

1. 1. Go to accounts.google.com
2. 2. Enter your name.lastname@qbfab.com address
3. 3. Enter the temporary password you were given
4. 4. Create a new, private password when prompted

Turn on 2-Step Verification

1. 1. While already signed in, open myaccount.google.com/signinoptions/twosv
2. 2. Click Get started or Turn on 2-Step Verification
3. 3. If it asks for a phone number, choose Authenticator app, Skip, Not now, or Try another way — do not enter your cell unless you want to
4. 4. Preferred: set up Google Authenticator (next card). Phone number/SMS is optional, not required

Set up Google Authenticator (no cell number needed)

1. 1. Install Google Authenticator from the App Store or Google Play
2. 2. In 2-Step Verification, choose Authenticator app
3. 3. Scan the QR code with the Authenticator app
4. 4. Type the 6-digit code from the app and save
5. 5. When it offers backup codes, print or write them down and keep them at work

Add a profile photo

1. 1. Click your profile circle (top right) → Camera icon or Add photo
2. 2. Upload a clear photo of yourself
3. 3. Save

Install on Android

1. 1. Open the Play Store
2. 2. Search “Gmail,” “Google Chat,” and “Google Drive”
3. 3. Install each app
4. 4. Sign in with your @qbfab.com address

Install on iPhone

1. 1. Open the App Store
2. 2. Search “Gmail,” “Google Chat,” and “Google Drive”
3. 3. Get each app
4. 4. Sign in with your @qbfab.com address

Set up your signature

1. 1. Cog → See all settings
2. 2. General → Signature → + Create new → name it → paste
3. 3. Signature defaults → same name for new mail and replies

Create a label

1. 1. Scroll down the left sidebar → Click Create new label
2. 2. Name it (e.g. “Active Jobs”)
3. 3. Drag any email onto the label to file it

Set up a filter

1. 1. Click the search bar → Click the sliders icon
2. 2. Enter the sender, subject, or keyword to match
3. 3. Click Create filter → choose what happens (label, archive, forward)

Search like a pro

1. 1. Click the Gmail search bar
2. 2. Try from:name, has:attachment, or older_than:7d
3. 3. Combine them: from:jobs has:attachment

Find or join a Space

1. 1. Open Chat → click the + next to Spaces
2. 2. Select Browse spaces or ask your lead which one to join
3. 3. Spaces are created as the team finds them useful — ask if yours doesn't exist yet

Send a direct message

1. 1. Click the + next to Direct messages
2. 2. Type a coworker's name
3. 3. Type your message and press Enter

Set your status and notifications

1. 1. Click your profile photo → Set status
2. 2. Choose an emoji and message (e.g. “On the shop floor”)
3. 3. Click the gear icon → Notifications to adjust how often you're pinged

Join a meeting

1. 1. Click the meeting link in your Calendar invite or Chat message
2. 2. Click Join now
3. 3. Turn your camera/mic on or off before joining

Start an instant meeting

1. 1. Go to meet.google.com
2. 2. Click New meeting → Start an instant meeting
3. 3. Share the link with others

Set up your My Drive folders

1. 1. Open Drive → click New → Folder
2. 2. Create four folders: 01_Active Work, 02_Reference, 03_Personal/Scratch, 04_Archive
3. 3. Keep only your personal working files here — team files go in Shared Drives

Find the Shared Drives

1. 1. Click Shared drives in the left sidebar
2. 2. You'll see the 7 team Shared Drives (Estimating, Operations, QA/QC, etc.)
3. 3. Ask your lead if you don't have access to one you need

Install Drive for desktop

1. 1. Go to google.com/drive/download
2. 2. Install Drive for desktop
3. 3. Sign in — your files show up in File Explorer or Finder

Share a file

1. 1. Right-click the file → Share
2. 2. Type the person's email or name
3. 3. Choose Viewer, Commenter, or Editor → Send

Add an event

1. 1. Click any time slot on your calendar
2. 2. Add a title, time, and guests
3. 3. Click Save → Send to notify guests

Check someone's availability

1. 1. Create a new event
2. 2. Click Add guests and type their name
3. 3. Their free/busy time appears automatically