Google Workspace terms, explained

A plain-English A–Z glossary of Google Workspace terms — from Admin console to Vault, every term you're likely to encounter defined clearly.

New to Google Workspace, or keep encountering terms you don't fully understand? This glossary explains every common Workspace term in plain language — no jargon.

Quick summary

This is a reference page. Use Ctrl+F (or Cmd+F on Mac) to search for any term you want to look up. Each entry links to the relevant guide where you can learn more.

A

Admin (Super Admin) The person (or people) who manages the Google Workspace organization. They can add and remove users, reset passwords, change settings, and handle billing. Every Workspace has at least one Super Admin. → The Admin console, explained

Admin console The control panel for your Google Workspace organization. Accessible at admin.google.com. Only admins can sign in. → The Admin console, explained

Alias An extra email address for an existing user. Email sent to the alias lands in their main inbox. For example, john.smith@ and j.smith@ can both point to the same account. → Groups & email aliases

App password A special one-time password you create for an older app or email client that doesn't support Google's normal sign-in. Used when 2-step verification is on.

Archive (Gmail) Removing an email from your inbox without deleting it. The email moves to "All mail" and can be found by searching. Press E to archive a selected email.

B

BCC (Blind Carbon Copy) A field in email composition. Recipients listed in BCC receive the email but are hidden from all other recipients.

Bounce When an email can't be delivered, it's returned to the sender as a "bounce" or "non-delivery report." Common causes: wrong email address, full inbox, or spam filters.

C

Calendar Google's scheduling app, included with Workspace. Used for meetings, reminders, and viewing teammates' availability. → Google Calendar basics

Catch-all An email address that receives any email sent to your domain that doesn't match a real user. Prevents bounces from typos or old addresses. → Email routing & catch-all

CC (Carbon Copy) A field in email composition for recipients who should receive a copy of the message but aren't the primary addressee.

Chrome Google's web browser. The recommended browser for Google Workspace — it works best with Drive, Gmail, and other Google apps.

Cloud Files and data stored on internet servers, not on your local computer. Google Drive is cloud storage — your files are accessible from any device.

Contacts (Google) Google's address book. Contacts stored here appear as suggestions when you type in Gmail or Calendar.

D

Data export Downloading a copy of your Workspace data for backup or migration purposes. Done through Google Takeout or the Admin console's data export tool. → Exporting your Workspace data

Delegate (Gmail) A person given access to read and manage another person's Gmail inbox without knowing their password. → Delegating an inbox

Domain The part of an email address after the @, and the base of your website address. For example, yourcompany.com. → What is a domain name?

Drive Google Drive — the cloud storage included with Workspace. Stores files, Docs, Sheets, Slides, and more. → Google Drive basics

Drive for Desktop An app you install on your computer that adds a Google Drive folder to your file manager. Files sync automatically to the cloud.

E

Edition / Plan The pricing tier of your Workspace subscription (Business Starter, Business Standard, Business Plus, or Enterprise). Each offers different features and storage. → Google Workspace plans explained

Endpoint management Google's tools for managing and securing the phones and computers that access your Workspace account. Also called mobile device management (MDM). → Managing company devices (overview)

F

Filter (Gmail) An automatic rule in Gmail. For example: "If an email is from invoices@, apply the 'Finance' label." → Labels & filters

Footer (Gmail) Text appended to the bottom of outgoing emails — often a legal disclaimer or contact information. Can be enforced organization-wide by an admin.

Forwarding (email) Automatically redirecting incoming email to another address. Can be set by individual users in Gmail settings, or by admins in the Admin console.

G

Gmail Google's email app, included with Workspace. Provides professional email at your own domain. → Gmail basics for business

Google Admin app A mobile app for iOS and Android that lets admins manage users, reset passwords, and check settings from their phone.

Google Chat Google's team messaging app, included with Workspace. Like Slack — supports direct messages and group spaces.

Google Docs Google's word-processing app, equivalent to Microsoft Word. Included with Workspace. → Docs, Sheets & Slides explained

Google Meet Google's video calling app. Included with Workspace. Used for video meetings, screen sharing, and recordings. → Google Meet basics

Google Sheets Google's spreadsheet app, equivalent to Microsoft Excel. → Docs, Sheets & Slides explained

Google Slides Google's presentation app, equivalent to Microsoft PowerPoint. → Docs, Sheets & Slides explained

Google Takeout A Google tool that lets you download a copy of your personal data from any Google service. Available at takeout.google.com. → Exporting your Workspace data

Group (Google Groups) A shared email address that delivers to multiple people. For example, support@yourcompany.com that goes to 3 team members. → Groups & email aliases

I

Inbox The main folder in Gmail where received email arrives.

Inbox zero A productivity approach where you aim to keep your inbox empty by archiving, replying to, or deleting every email.

L

Label (Gmail) A tag you apply to emails in Gmail. Works like a folder, but you can apply multiple labels to the same email. → Labels & filters

M

MDM (Mobile Device Management) Tools for managing and securing phones and computers that access your organization's data. Google Workspace's version is called endpoint management. → Managing company devices (overview)

Meet Short for Google Meet — the video calling app included with Workspace. → Google Meet basics

My Drive The personal storage area in Google Drive for each user. Files here belong to the individual, not the organization. Contrast with Shared Drives.

O

OAuth A secure way for apps and services to connect to your Google account without knowing your password. When you click "Sign in with Google," that's OAuth.

Organizational unit (OU) A sub-group within your Workspace organization. Different OUs can have different settings and app access. Most small businesses don't need to use OUs.

P

Plan See Edition.

Pooled storage In Google Workspace Business plans, storage is shared across the organization rather than allocated per user. See Storage & quotas.

Primary domain The main domain name on your Workspace account — the one used when you first set it up. Additional domains can be added later.

R

Recovery email / Recovery phone Contact information stored on your account that Google uses to help you recover access if you're locked out.

Routing (email) Rules that control where email is delivered before it reaches a user's inbox — for example, forwarding all sales@ email to a CRM. → Email routing & catch-all

S

Seat A paid user slot on your Workspace subscription. Each active user account uses one seat.

Shared Drive A Drive storage area owned by the organization (not an individual). Files stay safe even if a user leaves. Available on Business Standard and higher. → Shared drives explained

Signature (email) Text that automatically appears at the bottom of your emails — typically your name, title, and contact details. → Setting up your Gmail signature

Star (Gmail) A yellow star icon you can apply to emails to mark them as important or to find them quickly later.

Super Admin The most powerful admin role in Workspace. Can do everything — manage users, billing, security, and settings. Every Workspace has at least one Super Admin.

Suspend Blocking a user's access to Workspace without deleting their account or data. Use this when someone leaves your organization — before you delete them. → Removing a user safely

T

Takeout See Google Takeout.

Trash (Drive) A holding area for deleted Drive files. Files stay in Trash for 30 days before permanent deletion.

Trash (Gmail) A holding area for deleted emails. Emails stay in Gmail Trash for 30 days.

Two-step verification (2SV / 2FA) An extra security check when you sign in. In addition to your password, you confirm your identity via your phone or an app. → Turning on 2-step verification

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Google Workspace terms, explained

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