Google Docs update allows users to collaborate on emails and send them to Gmail: Step-by-step guide

Google is making it easy to collaborate on an email draft in Docs with the new email draft template. This means that users can mention people in the recipient fields using the @menu without having to remember their email addresses, and collaborate on the message body using comments and suggestions. This is part of Google’s Smart Canvas initiative, which aims to seamlessly weave together its productivity software like Meet, Docs and Gmail.

To give a background, In 2021, Google added the @ menu into Google Docs allowing users to easily insert data and details from other Google services. The @menu allows users to insert important things from other Google Services while creating a document. For instance, there’s an option to tag people working on the document and the ones it’s intended for. Similarly, users can insert an upcoming meeting link, drive link, folders, calendar and more.

In the latest update, Google has added a new email drafting template to the @menu. This allows users to collaborate with other team members while drafting an email. The email draft template is integrated and it provides users with a dedicated field for: To, CC, BCC and Subject. Users also have the option to also send the email right from Google Docs. Once the email is ready to send, click the Gmail icon on the left to open the email service. Do note that this is a phased rollout and it may take some time to show up in all Google Workspace accounts. Here’s how the feature works:

Getting started
Admins: There is no admin control for this feature.
End users: There is no end user setting for this feature. To insert an email template, go to Insert > Building Blocks > Email draft

How to collaborate with team members for an email in Google Docs

Do note that the To, CC and BCC sections are functional and they also support @[person name] tags where it automatically fetches the email ID associated with that person. Once done, you can share the document with other team members and collaborate with them on creating the email draft. The comments and suggestions option too is supported.

Rollout pace
Rapid Release domains: Gradual rollout (up to 15 days for feature visibility) starting on March 15, 2022
Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on March 22, 2022

Availability
Available to all Google Workspace customers, as well as legacy G Suite Basic and Business customers

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