Google Workspace is the operating system for millions of businesses, yet most people only use about 10% of its capabilities. If you are still manually typing long strings of text or spending time searching for files, you are wasting valuable minutes that the platform is designed to save.

It’s time to move beyond simple sharing and start working smarter with these seven hidden gems in Google Workspace.

1. Smart Chips in Google Docs and Sheets

This is one of the biggest game-changers for collaborative documentation. Instead of pasting a messy link or tagging someone in a comment, you can insert dynamic, interactive objects directly into your file.

• How to use it: Simply type the “@” symbol in a Google Doc or Sheet.

• What it does: It pulls up a menu allowing you to insert:

  • People: Tags a colleague and notifies them.

  • Dates: Inserts a date that links to a Google Calendar event.

  • Files: Inserts a dynamic link to another Drive file.

  • Meeting Notes: Generates a pre-formatted meeting note template and links it to a Calendar event.

• The benefit: Your documents become actionable hubs of information, linking to all necessary context with clean formatting.

2. Gmail’s Confidential Mode

If you are sending sensitive information—contracts, financial data, or proprietary concepts—Gmail’s standard security might not be enough. Confidential Mode adds an extra layer of protection.

• How to use it: When composing a new email in Gmail, click the lock icon with a clock at the bottom of the window (next to the send button).

• What it does: It allows you to set an expiration date for the email and restrict the recipient's ability to forward, copy, print, or download the message and its attachments. You can also revoke access at any time.

• The benefit: Provides legal and security protection by ensuring that highly sensitive information is viewable only for a limited time.

3. Google Docs’ Voice Typing

For days when your hands are tired, or you need to capture a stream of consciousness, simply speak your document into existence.

• How to use it: In Google Docs, go to Tools > Voice typing. A microphone icon will appear.

• What it does: It transcribes your spoken words in real-time with surprising accuracy. You can even dictate punctuation ("comma," "period," "new paragraph") to format as you speak.

• The benefit: It’s an invaluable tool for hands-free drafting, overcoming writer's block, and for users who prefer verbal communication.

4. Google Sheets’ Explore Feature

Need to analyze data in a spreadsheet but don't know the right formula? Let the AI do the heavy lifting.

• How to use it: Select a range of data in Google Sheets and click the Explore icon (a star) in the bottom-right corner.

• What it does: The panel uses machine learning to suggest pivot tables, formulas, and charts based on your selected data. You can simply ask questions in plain language (e.g., "What is the average sale in Q3?") and it provides the answer or the formula to generate it.

• The benefit: Cuts down on time spent building reports and makes complex data analysis accessible to non-experts.

5. Calendar's Appointment Schedules

If you frequently schedule meetings with people outside your organization (clients, prospects, vendors), ditch the email ping-pong.

• How to use it: In Google Calendar, instead of creating an "Event," select "Appointment Schedule."

• What it does: You set your recurring availability (e.g., Tuesdays and Thursdays, 1 pm–4 pm). Calendar then generates a public booking page that people can use to book time directly on your calendar without seeing your private details.

• The benefit: Saves time, reduces scheduling errors, and provides a professional, friction-free booking experience.

6. Gmail’s Email Templates

If you send the same response repeatedly—an onboarding welcome, a pricing request, or a standard confirmation—Email Templates (formerly "Canned Responses") are a must-use feature.

• How to use it: First, enable it in Settings > See all settings > Advanced > Templates. When composing an email, click the three-dot menu, select Templates, and choose your saved draft.

• What it does: It allows you to save and instantly insert entire email bodies, including subject lines.

• The benefit: Dramatically speeds up common responses and ensures professional, consistent messaging across your team.

7. Version History (and Naming Versions)

Most users know they can view past versions of a file, but few realize how powerful naming those versions can be for project management.

• How to use it: In any Doc, Sheet, or Slide, go to File > Version history > See version history. Once the panel opens, click the three dots next to a specific version and select "Name this version."

• What it does: Instead of a generic timestamp ("3:15 PM, edited by John"), you can rename it to something meaningful, like "Final Draft for Legal Review" or "Q4 Budget Approved."

• The benefit: Provides clear project milestones and ensures team members can instantly locate the official, key version of a document without searching.

Start experimenting with just one of these hidden features this week. You will be surprised at how quickly these small, smart efficiencies transform your daily productivity.