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Google Chat - Spaces

Importing…image

If you haven’t discovered Google Chat, you are missing out. The tech department uses this all the time to communicate with each other and other people on campus. It is like texting, but it is easily accessible within your email. Plus, it works well on mobile.

Anyway, we are going to discuss a specific part of Google Chat in this tip. Spaces.

Spaces is designed for group collaboration. It allows you to organize conversations into threads, collect shared documents into a common space, collect and assign tasks, and install additional apps for things like polls.

Setting Up a Space

Create a New Space
    Visit mail.google.com Click on the “Chat” button in the left menu
    image Click “New chat.”
    image Click on “Create a space”
    image Enter a name, and choose to add an emoji if you want to.
    image Make sure to choose “Collaboration.” Announcements has a purpose as well, but it isn’t what we are currently looking for.
    image The access settings section should USUALLY be left as it is. Again, there are exceptions, but make sure you think about changing these carefully. Click create.
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    Accessing a Space
      Visit mail.google.com Click on the “Chat” button in the left menu
      image On the left, click the name of the space you are looking to participate in.
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      Add People To a Space
        Inside a space, click the name of the space.
        image Click on “Manage members”
        image Click on the “+Add” button
        image Type in the names of the people or groups you want to add to the space.
        image When you have everyone added, click on the “Add” button
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        Add An App to the Space (Using Polls)
          Inside a space, click the name of the space.
          image Click “Apps & Integrations.”
          image Click on “Add apps.”
          image Select the app of your choice from the list. I’m going to select “Absolute Poll” to allow voting on questions in the Space.
          image Click the “Add” button.
          image Once added, you will often get a message from the app that provides instructions on how to use it. For example, since I added the poll app, I can type: /poll and then hit enter, I’ll get a form. I can provide the requested information (I don’t have to put 4 options, and scrolling provides more settings), and when I “Submit,” I’ll get a poll for the users.
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          Using a Space

          Threaded Conversations"

          When a message is posted in a space, replies become “threads.” This concept is just organizing a conversation. Think about threads as topics of discussion.

          To start a thread, it is as easy as sending a message. The magic happens on the replies.
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            To reply, I’ll hover my mouse over the message I want to reply to. I’ll then click on the little word bubble icon
            image You will now see a split screen with the main space on the left, and the thread on the right.
            image I’ll then type my reply in the RIGHT side reply box.
            image when I’m finished typing, I’ll hit enter, or I’ll click the airplane icon.
            image This does two things. First, it adds a reply indicator to the original message. Clicking on that will open up the thread. Second, it adds the response under the original message to the right side of the screen.
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            Viewing All Space Threads

            To view all of the treads that are in a space, click on “Threads” in the top right corner of the space.
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            This will open your screen in a split view, and you will be able to see all of the threads for the space on the right side of the split.

            Quoting Conversations

            Sometimes it is helpful to quote a message.
            Please note that this will NOT create a thread.

              To quote, I’ll hover my mouse over the message I want to interact with.
              image You will see the quoted message and a reply box.
              image Press enter or hit the airplane button.
              This will result in a message with the quoted text above what you sent.
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              Knowing When There Is a Message

              There are two primary indicators to let you know you have a new message in a space.

              First, like your email, the chat icon will show the number of unread messages you have waiting for you.
              image

              Second, in the bottom left corner of your email inbox, there will be a stack with the icons of the spaces you have unread messages in.
              image

              Adding Drive Files to a Space

              Of course, you can share a file like normal, but it is often helpful to have files in a collective area along with communication.

                Inside the space, click the circled plus button next to the message box.
                image Click the “Google Drive” option.
                image If the file already exists in your drive, click on “Attach a Drive file.” If you want to create a new file and automatically share it with the members of the space, choose one of the other options.
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                You will then be prompted to pick the file you want to share or to add a name for the new file you are about to create.
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                If you created a new document, that will open in a split view, but whether the document is new or attached, you will get an icon, and in the lower right corner of the icon, it will allow you to open it in split view.
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                There is plenty more you can do inside of Spaces. Hopefully, this is enough to get your collaboration efforts started though!

                Originally posted by Cory Robbins on the West Fork Technology Hub (2024-03-08).