You can use Spaces in Google Workspace to get everyone in the same place to discuss a topic or team project. These spaces can be managed by an admin or the creator of the space. Members can follow conversation threads, collaborate on documents, and arrange for meetings all in the space.
Business use cases
Use spaces if you want to:
- Keep conversation threads in one place
- Organize groups around shared files, tasks, and scheduling
- Keep dedicated spaces for different conversations
Learn how to create a space.
Organize files and tasks with spaces
Use spaces to organize and collaborate on projects that use Google Workspace tools, such as Google Docs, Calendar, and Meet. The Files and Tasks tabs are at the top of the space window.
On the Files tab, you can:
On the Tasks tab, you can:
When you create a space you become the space’s manager. You can tell a manager from a user by the icon next to their name. Space managers have the following privileges:
- Space management—Space managers can edit a space’s name, description, and guidelines.
- Assign Chat roles—Space managers can assign management privileges to other users.
- Member management: Space managers can add or remove users from a space.
- Message control—Space managers can delete messages.
Management best practices
Update space guidelines and description when setting up a space or as needed,
|Making changes to guidelines without alerting users.|
|Remove chat messages that break your organization’s guidelines or the guidelines of the space.||Removing messages without informing the user why their message was removed.|
|Add and invite new users to spaces that are important or helpful to their work. Include any guidelines, rules, or protocols for using spaces in your organization.||Having users search for spaces that are relevant to them or guidelines on using spaces.|
You can use this feature only if your organization supports it. For help, contact your administrator.
You can use discoverable spaces for topics that don’t need to be limited to specific individuals or teams. With discoverable spaces, information is more transparent, making it easier for topic-based discussions and collaboration.
You set the access level to a discoverable space when you create it. You can choose:
- Restricted—Only directly added and invited users have access to the space.
- All of your organization—All users in your organization have access to the space and can join with the space’s link.
After you create a space, only you and other space managers can change the access level. You can add new members in the View and add members window or by sending a user the space’s share link.
You can find the space’s share link:
- In the View and add members window
- In the space header’s drop-down menu
- In the system message window after a discoverable space is created or updated
From the space's dropdown menu you can:
To learn how to make a space discoverable, read Create spaces with different access levels.
Best practices when creating a discoverable space
Before creating spaces, work with your administrator to:
- Decide on the scope of the space.
- Determine access level based on what the space is used for, make it closed for teams, projects, and groups, or open for topical discussions.
- Create a clear description of what the space is for. The space description will make it easier for users to find your space via the search bar.
- Create a set of guidelines for your space. If you have space managers, discuss guidelines with them, as they will be enforcing them. If the space is small, you might not need guidelines.
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- Create spaces with different access levels