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Workspace Tips is provided by the team at Overdrive. We’re passionate about Google Workspace and everything Google, so we’re delighted to share the latest insights, tips and tricks with you.

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Latest Tips

How to Backup Google Drive to an External Hard Drive

This guide will walk you through the process of downloading and backing up your Google Drive files to an external hard drive. While the cloud offers convenience and accessibility, backing up your Google Drive to an external hard drive, ensures your valuable data remains safe and accessible, even in unforeseen circumstances. Google Drive offers business cloud-based storage that is accessible from anywhere, at any time. With its generous storage capacity and integration with other Google Workspace apps, Google Drive has become a cornerstone for business and education data management. Start your free trial today to streamline your operations and improve collaboration with Google Workspace. If you need a cloud backup solution for all your Google Workspace data, including Google Drive, check out Afi Backup . How to Back Up Google Drive to an External Hard Drive The easiest way to back up your Google Drive files and folders is by using the Google Drive for Desktop app which we have discussed extensively in this article . Step 1: Install Google Drive for Desktop for Mac or PC. This application creates a seamless connection between your local machine and your Google Drive. Step 2: Launch Google Drive for Desktop and sign in to your Google account. Step 3: Choose the specific folders you want to back up to your external hard drive. You can select individual folders or opt for a complete backup of your entire Google Drive. Step 4: Make sure your hard drive is connected, then open Google Drive for Desktop settings and go to Preferences. Step 5: Choose the option called Mirror files, then select a destination folder on your external drive. Mirroring ensures your files exist in two places simultaneously – both on your external hard drive and Google's servers. If a file is present in one location but missing from the other, it will be automatically copied to the missing location, ensuring both are identical. Google Drive for Desktop will start downloading your selected files to the designated folder on your external hard drive. The duration of the backup will depend on the size of your selected folders and your internet connection speed. You will be able to see the status of the sync within the app. Once the backup is complete, you can remove the external hard drive and change the apps’ settings. Please note that this method may not work for items located within shared drives. Backup Google Drive to an External Hard Drive Without the Google Drive for Desktop app If you only need to download or back up a few files or folders, you can use this simple manual method. Step 1: Open Google Drive in your browser. Step 2: Locate the files or folder you want to backup into the external hard drive. Step 3: Right-click on the file or folder and choose the Download option. Step 4: Copy the downloaded file from your computer to your external hard drive. Why Backup Google Drive to an External Hard Drive? While Google Drive comes with robust security and data redundancy, unforeseen events like accidental deletions, cyberattacks, or service disruptions can compromise your data. Backing up your Google Drive to an external hard drive provides an additional layer of protection. It ensures you have a local copy of your files readily available, granting you peace of mind and the ability to recover your data even if the cloud becomes inaccessible. Summary Google Drive is a popular cloud-based storage solution for businesses and educational institutions. Backing up Google Drive to an external hard drive provides additional data security and accessibility. The easiest backup method involves using the Google Drive for Desktop app. Steps include installing the app, signing in, selecting folders for backup, and choosing a destination folder on the external drive. Backup duration depends on folder size and internet speed. Shared drives may not be compatible with this backup method.
How to Block Emails on Gmail

Learn how to keep your Gmail inbox clutter-free with the ability to block unwanted emails. With AI features like Smart Compose, intelligent email categorization, and powerful search capabilities, Gmail helps you stay on top of your communication and prioritize your tasks. Try out Gmail for business along with other Google Workspace apps to easily access your emails, calendar events, documents, and more, all within a unified environment. Start your free Google Workspace trial today! How to Block Emails on Gmail Blocking emails on Gmail is a straightforward process that helps you automatically filter out unwanted messages from specific senders. Here’s how you can do it: On Desktop: Step 1: Open Gmail and log in to your account. Step 2: Navigate to the email from the sender you wish to block. Step 3: Click on the three dots from the top-right corner of the email and select "Block [Sender]. A confirmation message will pop up. Click "Block" to confirm. On an Android phone or tablet: Step 1: Open the Gmail app. Step 2: Open the email from the sender you want to block. Step 3: Tap the three dots in the top right corner of the message. Step 4: Tap "Block [Sender]". On an iPhone: Step 1: Open the Gmail app Step 2: Open the email from the sender you want to block. Step 3: Tap the three dots in the top right corner of the message. Step 4: Tap "Block [Sender]". if you accidentally block someone or change your mind, you can always unblock a sender on Gmail by following the same steps and selecting "Unblock [Sender] from the three-dot menu. How to Block Multiple Emails at Once on Gmail If you receive a lot of unwanted emails, you can block multiple senders at once by creating a filter. You can follow these steps on a computer. Step 1: Go to the search bar in Gmail. Step 2: Enter the criteria for the emails you want to block (e.g., from: [email address removed]). Step 3: Click on the three dots (More) in the search bar. Step 4: Select "Filter messages like these." Step 5: In the "Create filter" window, check the box next to "Delete it." Step 6: Click "Create filter." How to Unsubscribe from Mailing Lists on Gmail To stop receiving emails from mailing lists, you can unsubscribe directly from the email. Look for an "Unsubscribe" link, usually located at the bottom of the email. Gmail can also detect if an email is coming from a mailing list and may suggest unsubscribing. When this happens, you will notice an “Unsubscribe” button at the top of the email. How do I permanently block an email on Gmail? Blocking an email address on Gmail is permanent unless you manually unblock it. Blocked emails are automatically sent to your Spam folder. Why can't I block emails on Gmail? You might be trying to block an email from a Google service or app, such as Google Calendar or Google Drive. These emails are essential for the functionality of these services and cannot be blocked. If you’re using a Gmail account provided by your school or workplace, certain features, including blocking, might be restricted by your organization's admin. Why am I still getting emails from blocked senders on Gmail? If you're still receiving emails from blocked senders, it's possible that: The sender is using a different email address. The emails are being forwarded from another account. The emails are being sent to a mailing list that you're subscribed to. To stop receiving these emails, you can create a filter to delete them automatically or unsubscribe from the mailing list. Summary Blocking emails on Gmail is a simple yet powerful way to manage your inbox and keep unwanted messages at bay. In Gmail, you can block emails from specific senders to automatically filter out unwanted messages. This can be done on desktop or mobile devices. To block multiple senders at once, create a filter that will automatically delete emails from those senders. Unsubscribe from mailing lists directly within the email or by using Gmail's suggested "Unsubscribe" button. Blocking an email address on Gmail is permanent unless you manually unblock it. Blocked emails are sent to the Spam folder. If you're still receiving emails from blocked senders, the sender might be using a different email address, the emails are being forwarded, or they're being sent to a mailing list you're subscribed to.
How to Use Gemini AI in Google Sheets

Gemini AI, Google's latest artificial intelligence innovation is seamlessly integrated into various Google Workspace apps, enhancing productivity, and streamlining workflows. Let's explore how Gemini AI is transforming the way we utilize Google Sheets. Google Workspace has always been important for businesses, offering apps such as Google Sheets that help with communication, organization, and productivity. Now, with Gemini AI integrated, Google Workspace becomes even more useful. Gemini AI helps businesses create content and automate tasks, making work easier. Start your free Google Workspace trial today and experience the power of AI for your business. Gemini AI in Google Sheets Google Sheets , a versatile spreadsheet application, has received a significant boost with the integration of Gemini AI. Let's explore the AI features now available in Google Sheets: "Help me organize": This feature leverages AI to transform raw data into structured tables. Simply provide a prompt like "Plan a marketing campaign," and Gemini AI will generate a table with relevant column headers and sample content. Smart canvas: Gemini AI enhances collaboration in Sheets by enabling features like smart chips, which provide contextually relevant information about people, files, and events. Data analysis and visualization: Gemini AI can analyze data within Sheets and generate insights, summaries, and visualizations. This feature streamlines the process of extracting meaningful information from complex datasets. Formula suggestions: When you start typing a formula, Gemini AI can suggest relevant formulas based on your data and context. This accelerates formula creation and reduces errors. Summarize Google Drive files: You can use Gemini to reference files from your Drive to generate responses in Sheets.Ask Gemini to use your Drive files to generate text. Example: “What are the main points of: Monthly Marketing Meeting.” Using Gemini AI in Google Sheets To harness the power of Gemini AI in Google Sheets, follow these steps: Step 1: Gemini AI features are accessible through a dedicated sidebar or button within Google Sheets. Look for options like "Ask Gemini" or "Help me organize." Step 2: Provide prompts: Depending on the feature you're using, you'll need to provide prompts or questions to guide Gemini AI. For example, you might ask, "Summarize this data" or "Create a table for tracking project milestones." Step 3: Gemini AI will generate results based on your prompts. Review the output and refine your prompts as needed to get the desired outcome. Gemini AI Availability and Integration Is Gemini available for Google Sheets? Yes, Gemini AI is integrated into Google Sheets, offering features like "Help me organize," smart canvas, and data analysis. Can Gemini Advanced access Google Sheets? Gemini Advanced, an enhanced version of Gemini AI, can also access and utilize the AI features in Google Sheets. Is there AI for Google Sheets? Absolutely! Google Sheets incorporates Gemini AI to provide various AI-powered features that enhance productivity and streamline workflows. OpenAI and ChatGPT Integration with Google Sheets While Gemini AI is native to Google Workspace, you might be interested in integrating other AI tools like OpenAI or ChatGPT with Google Sheets. How do I integrate OpenAI with Google Sheets? You can achieve this by utilizing Google Apps Script, a scripting platform for automating tasks within Google Workspace. You can write custom scripts to interact with OpenAI's API and fetch responses directly into Google Sheets. Can ChatGPT work with Google Sheets? Similar to OpenAI, you can leverage Google Apps Script to create custom integrations between ChatGPT and Google Sheets. Summary Google Sheets incorporates Gemini AI to provide various AI-powered features that enhance productivity and streamline workflows. Gemini AI is available in Google Sheets, and Gemini Advanced, an enhanced version of Gemini AI, can also access and utilize the AI features in Google Sheets. Gemini AI is transforming the way Google Sheets are utilized by offering features such as "Help me organize," smart canvas, data analysis, and formula suggestions. To harness the power of Gemini AI in Google Sheets, users can access its features through a dedicated sidebar or button within Google Sheets and provide prompts to guide the AI. While Gemini AI is native to Google Workspace , users can also integrate other AI tools like OpenAI or ChatGPT with Google Sheets using Google Apps Script.

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The go-to place for Google Workspace tips, tools, training & more...

How to Backup Google Drive to an External Hard Drive

How to Block Emails on Gmail

How to Use Gemini AI in Google Sheets