Download this as PDF
Gmail (Email Communication)
- Visit: Gmail
- Avoid sharing passwords
- Enable 2-Step Verification
- Use labels & filters
- Clean inbox regularly
Google Docs, Sheets & Slides
- Use for real-time collaboration
- Avoid multiple downloads
- Use comments for communication
Google Drive (Storage & Sharing)
- Store all important files
- Organize using folders
- Sharing access:
- Viewer
- Commenter
- Editor
- Avoid public sharing of sensitive data
Security Recommendations
- Log out from shared computers
- Do not click suspicious links
- Report phishing emails
- Use strong passwords (8–12 characters)
Desktop Setup (Outlook)
Steps
- Download Google Workspace Sync
- Install & open
- Enter email
- Sign in via browser
- Select Mail, Contacts, Calendar
- Create profile
- Open Outlook
Recommendation: Use Google Workspace Sync for Outlook users.
IMAP Server Settings
| Type | Server | Port | Security |
|---|---|---|---|
| IMAP | imap.gmail.com | 993 | SSL/TLS |
| SMTP | smtp.gmail.com | 587 | STARTTLS |
Important: Use App Password if 2-Step Verification is enabled.
Manual Outlook Setup
- Open Outlook → Add Account
- Advanced Options → Manual Setup
- Select IMAP
- Enter server details
- Use App Password
- Finish setup
Common Issues
| Issue | Solution |
|---|---|
| Login failed | Use App Password |
| Sync issues | Use GWSMO |
| Admin restriction | Contact admin |
Mobile Setup
Gmail App
- Install Gmail app
- Add account
- Select Google
- Sign in
- Allow permissions
Outlook App
- Install Outlook
- Add account
- Select Google
- Sign in
Manual IMAP
| Type | Server | Port |
|---|---|---|
| IMAP | imap.gmail.com | 993 |
| SMTP | smtp.gmail.com | 587 |
Account Handover Guidelines
- Change password immediately
- Revoke old access
- Update recovery details
- Enable 2-Step Verification
- Review email settings
- Update devices & apps
- Verify shared resources
Confidential: Handle account data securely during handover.
