Google Workspace, previously known as Google Suite, hosts a set of the most easily recognizable productivity and workflow tools on the internet. In fact, Google Workspace boasts an army of 3 billion dedicated users, nearly 11 times more than its nearest competitor. From Docs to Sheets, it's likely that at some point in your day, you will use one of the programs within the Google Workspace package.

With these metrics, it may appear as though Google has it all figured out. However, despite the special integration that each app has within the Google ecosystem, users are often looking for a wider range of integration opportunities. More advanced automations, such as smart data backups, are not always possible within the Workspace.

Instead of turning to complex JavaScript coding or sketchy add-ons, let us transform your workflow with IFTTT - your new digital assistant for automating Google apps.

IFTTT (If This, Then That) seamlessly connects and automates your favorite Google Workspace applications! These include:

Google Sheets: Automate data entry and updates.

Google Docs: Create documents automatically.

Google Drive: Organize files effortlessly.

Google Tasks: Manage to-dos intelligently.

Google Meet: Schedule meetings with ease.

Google Calendar: Sync events automatically.

Google Contacts: Update contact information.

In this guide, we'll go over the steps needed to start automating Google Workspace, both within native apps and with IFTTT. From best practices to real-world examples, you'll learn everything you need to know about how to skyrocket your productivity with Google Workspace.

Keep reading or jump to exploring your favorite app integration right away.

What is Google Workspace?

Google Workspace is Google's collection of cloud-based productivity and collaboration tools that we all know and love. Formerly known as GSuite, it includes popular applications such as Gmail, Google Docs, Google Sheets, Google Drive, Google Calendar, and more. Similar to Apple's iOS ecosystem, Google Workspace is designed to help individuals and teams communicate, collaborate, and manage work efficiently from any device with internet access.

Whether you're drafting a document in Docs, managing project data in Sheets, or hosting a virtual meeting in Google Meet, Google Workspace provides an environment where all your tools work seamlessly together. It’s used by businesses, students, freelancers, and individuals for its clean interface, real-time collaboration features, and compatibility with a range of third-party services.

To get started, all you need to do is create a Google account, and you'll be set up with a Gmail address and access to all of Google's other apps.

Is Google Workspace free?

A common question that people have is whether Google Workspace comes at a cost, or if any of the individual apps within the ecosystem are locked behind a paywall. Many of Google Workspace’s core apps, like Gmail, Google Docs, Sheets, Slides, Drive, and Calendar, are completely free for individual users with a personal Google account. You can create documents, store files, send emails, and collaborate with others at no cost.

However, Google for Business, Education, or Enterprise is a paid service. These subscription plans offer additional features such as:

• - Custom email domains (e.g., you@yourcompany.com).
• - Increased cloud storage (up to unlimited).
• - Admin and security controls.
• - Team collaboration tools like shared drives.
• - Enhanced support and uptime guarantees.

For individuals, the free tier is often more than enough. However, paid plans offer great value for teams that need more structure, security, and scalability.

Why should I consider Google Workspace automation?

Google Workspace sets you up with all the tools needed to get the job done manually. Although there are some features that can speed up your workflow, like smart scheduling in Calendar or built-in formulas in Sheets, these provide the bare minimum for today's fast paced digital world.

Google Workspace automation changes repetitive manual tasks into streamlined, automatic processes. Think of it as your digital assistant, working behind the scenes to handle routine operations while you focus on strategic work.

Key benefits of automation:

• Time savings: Reduce hours spent on repetitive tasks.
• Error reduction: Eliminate human error in data entry and file management.
• Increased productivity: Focus on high-value work that requires human insight.
• Consistent results: Maintain standardized processes across your organization.
• 24/7 operation: Run tasks automatically, even outside of work hours.

Why choose IFTTT to integrate your Google apps?

IFTTT is a top-rated automation platform that can connect your Google apps seamlessly with over 1000 other apps.

To create your first workflow, choose a Trigger, which is a specific event that starts the automation. Then, you find an Action, or the task that automatically executes when triggered.

Here's what makes IFTTT an ideal choice for Google apps integration:

1. User-friendly interface: Create automations through a simple, If-This, Then-That logical interface
2. Pre-built automation: Access thousands of ready-to-use Applets for Google services
3. Custom workflows: Design your own personalized automations tailored to your needs
4. Multi-platform support: Connect Google apps with all of the other services you use daily

Plus, getting started is free!

Getting started with IFTTT

IFTTT makes it easy to build your first automation even if you have no technical experience. Our user-friendly website and mobile app provide you with all of the tools needed to get started.

If you'd like, you can browse our explore page, which hosts millions of user-made Applets. Chances are, you'll find something that fits your needs. If not, you can easily set up your own Applet in just a few minutes. Here are the steps to build your first Google Workspace Applet with IFTTT:

Step 1: Sign up or log in to IFTTT

Visit the IFTTT website and create an account or log in with your existing credentials. Once logged in, navigate to the dashboard.

Step 2: Create a new Applet

On the IFTTT dashboard, click "Create" in the top-right corner to start a new applet. You’ll see the “If This Then That” structure.

Step 3: Configure the Trigger

• - Click on "If This" and search for another service of your choice.
• - Choose a trigger event, such as an event is added to a calendar.
• - Complete the trigger setup by specifying any conditions and connecting accounts as necessary.

Some services also offer additional conditions that can help level up your Applet beyond what was possible before, including:

Queries: Will gain additional information from Triggers. For example, you can use metrics such as links clicked, lights switched, or blogs posted. This can help you choose when to run an Applet, or to only run it under certain conditions.

Filter Code: This function is great for those with coding ability, looking to add more complex features. Filter Code allows you to input your own lines of JavaScript to add new parameters to the Applet.

Delays: A simple yet very powerful feature, Delay will let you choose an amount of time between the Trigger and Action.

Step 4: Configure the “Then That” action

• - Click on "Then That" and search for a service.
• - Choose an action event, such as sending a notification or adding someone to a mailing list.
• - Customize the needed fields when prompted and then finalize the Applet.

Native options for automating Google Workspace apps

If you'd like to try automating Google Workspace only the features built into the Google apps, there are a few options.

The most useful tool is Google Apps Script, a JavaScript-based scripting language that allows users to automate, customize, and extend Google Workspace apps such as Sheets, Docs, Drive, Gmail, and Calendar. It can be accessed through the Extensions menu in most Workspace apps. Google Apps Script gives users a ton of flexibility in building automations, however, you must know how to code in order to use the program.

Within Google Sheets, Macros is a tool that allows recording of repetitive tasks in Sheets. These macros are automatically converted into Apps Script and can be replayed to automate formatting, data manipulation, or sorting tasks.

Lastly, built-in settings in Gmail and Google Calendar also offer basic automation. Gmail filters can automatically label, archive, or forward emails based on defined criteria, while Calendar allows setting recurring events and reminders. These features are easy to set up, but are much more limited than what one can achieve with IFTTT.

Google Workspace automations with IFTTT

Our automations extend to many Google services, but we'll cover our most popular use cases with Sheets, Docs, Drive, Calendar, and Gmail.

1. Automate your Google Sheets

Google Sheets becomes a powerful data management tool when paired with IFTTT Applets. You can transform your spreadsheets into dynamic databases that automatically update based on specific triggers, meaning you don't have to enter any data manually.

Here’s how you can automate Google Sheets with IFTTT:

• - Real-time data logging: Automatically log data from other apps and services (like Twitter mentions, weather updates, or fitness tracker stats) directly into a spreadsheet.
• - Track emails or messages: Add new Gmail messages, Slack mentions, or SMS messages to your Sheets to create searchable, organized logs.
• - Create to-do lists or task trackers: Sync new tasks from apps like Todoist or Google Tasks into a Google Sheet for a centralized productivity dashboard.

With these automations, your Google Sheets evolve from static documents into living tools that collect and organize data.

2. Streamline document creation in Google Docs

Google Docs becomes a powerhouse of automated document creation when paired with IFTTT Applets. You can transform your document workflow by setting up triggers that automatically generate new documents based on specific events.

Here's some helpful Applet inspiration:

• - Create documents from templates automatically: For example, you can set up an Applet that generates a new document whenever you receive an email.
• - Daily or weekly digests: Turn calendar events, task updates, or stock prices into a formatted digest document at the end of each day or week.
• - Collaborative updates: Automatically add meeting notes or action items to a shared Google Doc when triggered by calendar events or chat apps.
• AI ideas and drafts: Use our AI tools to generate blog topics or other content within a Google Doc. Or, our AI meeting assistant can create a summary within a document for you to review after a meeting.

With the right Applets, Google Docs can become your automated content creator for organizing information, drafting reports, and documenting key moments without lifting a finger.

3. Organize files and folders in Google Drive

Keep your Google Drive organized automatically with IFTTT Applets that handle file management tasks. These smart automations can sort, move, and organize your files based on custom triggers you set.

Here's what you can achieve with Google Drive automation:

• - Automatic file sorting: Move files between folders and services, such as backing up files from Drive to Dropbox.
• - Date-based organization: Create dated folders and save files at a certain time of day or when an event occurs.
• - Smart backup systems: Automatically save important files to designated folders. Stories or content you like or save on platforms such as Pocket can automatically be uploaded.

Automating your Drive can help prevent data loss, as well as errors when uploading the wrong files.

4. Schedule events automatically in Google Calendar

Managing your calendar can be time-consuming, but IFTTT Applets transform Google Calendar into a powerful automated scheduling assistant. These Applets handle repetitive calendar tasks while you focus on what matters most.

Key calendar automation features:

• - Create events from email content: A new email can trigger an entry into a calendar of your choice.
• - Add weather forecasts to calendar events: Stay on top of important news, or plan out which days are best for outdoor activities.
• - Sync events across multiple calendars: Collect all of your events into one place for easy scheduling.
• - Set reminders based on location: Use geofencing to add reminders when you enter or exit a certain zone.

Integrating other services with Google Calendar turns a simple tool into a unified planner with all the information you need to crush the day.

5. Use your Gmail as a notification hub

Turn Gmail into your central command center for alerts and updates by using IFTTT Applets. With the right automations in place, your inbox can become a real-time notification hub for events happening across your apps, devices, and online services.

Here’s how you can leverage Gmail automation:

• - Social media monitoring: Receive an email when your brand is mentioned on Twitter or a specific hashtag is used.
• - Productivity updates: Be notified via email when new tasks are added to your to-do list apps like Todoist or Trello.
• - System status updates: Get alerts if a new entry is made in a connected spreadsheet or database.
• - Location-based triggers: Receive an email when you or a team member enters or leaves a specific geographic area.

Instead of checking multiple different apps, a quick glance at your Gmail can tell you everything you need to know. Additionally, Gmail Applets can be reversed easily, and you can send out emails when an event occurs with our Webhook tools.

Staying on top of things with IFTTT

We hope this guide has given insight into how integrating your Google Workspace with IFTTT can help revolutionize the way you work and stay informed.

Whether you're managing tasks, organizing files, creating documents, or just trying to stay updated, automating your Google Workspace with IFTTT turns repetitive work into a hands-off experience. By connecting your favorite Google apps with over a thousand other services, you unlock a new level of efficiency that saves time, reduces errors, and helps you stay focused on what matters most.

No coding, no clutter, just more productivity. Visit IFTTT today and see why our automation platform is the most trusted solution for busy individuals and small businesses across the globe.