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Google Chat and Spaces Icon

Chat and Spaces Overview

Google Chat, previously known as Hangouts, is a Google-developed communication platform designed to facilitate team collaboration. It offers direct messaging, group chats, and dedicated workspaces called Spaces. Access Chat and Spaces by opening a new tab in your browser and navigating to Google Chat, or downloading the app.

  • Have real-time conversations with individuals or groups.
  • Upload items from Drive or collaborate on Docs, Sheets, or Slides.
  • Click on the video icon to start a video call with Meet.

Google Spaces 

Google Spaces functions similarly to a discussion board or forum. Each space is managed by an admin or the creator, enabling users to track conversation threads, collaborate on documents, and schedule meetings within the space.

  • Collaborate in large groups that can include everyone in your office or another group of people who you frequently work with.
  • Search to look up room members, past conversations, and shared files.

Access Options

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titleGmail Integration

In your Gmail, click Chat to open the Chat and Spaces sidebar. 
Chat and Spaces in your Gmail sidebar.
Chat and Spaces in your Gmail full screen.

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titleChat on Mobile

On a mobile device, access Google Chat via Google's official Google Chat app, which is available for free in the App Store (iOS devices) or Play Store (Android devices).

Chat and Spaces Interface

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titleChat and Space Sidebar in Gmail

Your Chat interface features two sections: Direct Messages and Spaces. Direct Messages shows your recent one-on-one chats, while Spaces lists your joined Spaces. Both are sorted with the most active at the top for quick access.
Chat and Spaces sidebar. Image Removed

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titleChat and Space Expanded Options

Hover over a Chat or Space to unhide the three-dot settings icon.  Clicking on that settings icon you can modify options per Chat or Space.

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Specific Space Settings

Space settings sidebar. Image Removed

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titlePin

Pinned messages and Spaces will always appear at the top of the Chat or Space list.

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titleMute

You can mute specific messages or spaces, to no longer receive notifications from that group.

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titleMark as Unread

 Messages or Spaces marked as unread will appear bold and have a blue unread marker to make it stand out from other conversations.

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titleDelete Chats or Block Spaces

Chat Management:

  • Chats can be deleted but are not recoverable.
  • Users can be blocked to prevent further communication.

Space Management:

  • Spaces cannot be removed from the system.
  • Blocking a Space will hide it from your view, stop all notifications, and prevent future invitations.

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titleNotifications

To change whether you receive notifications from a Chat

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Managing Chat and Space Options in Gmail

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titleSetting a Custom Status

To create a custom status

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titleActivating Do Not Disturb

Do Not Disturb mutes Chat and Gmail notifications across all devices, creating uninterrupted focus time. Others will see that you've paused notifications. To turn on Do Not Disturb

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Universal Notification Settings

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titleChat Settings

To change your universal notification settings for Chat

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2. From this menu you can see your universal chat settings where you can choose to 

  • Allow notifications
  • Open Chat bubbles when you receive new messages
  • Open Chat bubbles in full screen when they are clicked on
  • Set notification sound

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titleIndividual Message Options

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Expand
title@Mentions

@Mentions can be used to directly notify specific individuals within a Google Space or Chat. It’s a quick way to bring a conversation to someone’s attention or assign a task. 

  1. In a Space or Chat type the @ symbol followed by the name or username of the person you want to mention. 
  2. You may need to select the person from the suggestion drop-down menu.
  3. After finishing your message, the person’s name will be highlighted in the message and they will receive a notification.

In Chat and Space Functionality

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titleTools and collaboration

Chats and Spaces have a wide array of tools for instant collaboration. You can share Drive files, Upload files from your devices, share GIFs, and recordings, and even start video meetings within a Chat or Space.Image Removed

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titleConversation Summary

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Click on the down arrow to view the full conversation or click Show more summaries to view a list of all the conversations you missed while you were away. 

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title Threads in Spaces

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You can access a thread stream in a space in two ways

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Differences Between Chat and Spaces

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titleMessaging
  • Chat can be used to have individual or group conversations while Spaces are used for long-term collaboration and are organized by threads. 
  • Spaces utilize in-line topic threading (conversations that are separate from the main conversation) and conversation summaries to provide updates on key topics discussed while users are not actively participating in threads.
  • Personal Chat history can be turned on or off but Spaces provide a historical record for specific topics or events even after users who have participated have left or been removed from the Space.
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titleAssigning Tasks
  • Chat participants cannot create and assign tasks to other participants or groups.
  • Spaces can be used to assign tasks to other members.
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titleSharing Files
  • Chat participants can share files with individuals or groups but there is no dedicated list of files that can be searched for. 
  • Spaces can be used to share files and by clicking on the files tab, users can search the list of files previously shared through Spaces.

Resources


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