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Intermediate Certificate on pass

Google Workspace: Calendar & Gmail

Push delivery, approval and RFQ deadlines to Google Calendar, and send selected transactional emails from your own Gmail — with automatic fallback.

3 lessons 30 min 5-question assessment 70% to pass
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What you’ll learn

  • Describe the two capabilities: Calendar deadlines and Gmail send
  • Enable calendar deadlines and understand the idempotent daily sync
  • Route selected transactional emails through Gmail with fallback
  • Know that non-selected email stays on the platform mailer

Course content

3 lessons · 30 min of reading
01
Lesson 1 of 3 Reading 9 min

Two capabilities in one connector

The Google Workspace connector does two independent things. Calendar puts your operational deadlines onto a Google Calendar as all-day events — expected PO delivery dates, approval due dates, and RFQ/quotation deadlines — so they show up alongside everyone's other commitments. Gmail send lets selected transactional emails go out from your own Gmail address instead of the platform mailer.

Both use one Google connection (OAuth) with least-privilege scopes: calendar-events access (only events AWRA creates) and send-only Gmail access (it cannot read your mailbox). You can enable either capability on its own — calendar without Gmail, or Gmail without calendar.

It works with any Google account, personal or Workspace — you do not need a paid Workspace subscription to use it.

Key takeaways

  • One connector, two capabilities: Calendar deadlines and Gmail send.
  • Least-privilege: calendar-events only, and send-only Gmail (no inbox read).
  • Each capability can be enabled independently.
  • Works with any Google account, free or paid.
02
Lesson 2 of 3 Workshop 10 min

Calendar deadlines

Turn on "Add deadlines to Google Calendar", pick which deadline types to include (PO delivery dates, approval due dates, RFQ/quote deadlines), and choose the target calendar. Use "Sync deadlines now" to push upcoming deadlines immediately, and a daily background sync keeps the calendar current after that.

The sync is idempotent: each deadline maps to a keyed event, so re-syncing updates the same event in place rather than creating duplicates. If a PO's delivery date changes, the event moves — it does not spawn a second one.

This turns AWRA into a source of scheduling truth: buyers and approvers see what is due without logging in, in the calendar they already live in.

Key takeaways

  • Choose deadline types and a target calendar, then Sync now.
  • A daily background sync keeps the calendar current.
  • Idempotent, keyed events — changed dates move the same event, no duplicates.
  • Deadlines appear where people already plan their day.
03
Lesson 3 of 3 Practice 9 min

Gmail send (and what it does not touch)

Gmail send routes specific transactional emails out through your own address: purchase orders and RFQs to vendors, and invoices and receipts to customers. You tick which of these categories to route via Gmail. Everything else — system notifications, digests, alerts, and any category you did not tick — continues to go through the normal AWRA mailer, untouched.

It is safe by design. If a Gmail send fails (expired token, quota, network), that email automatically falls back to the platform mailer, so mail is never lost. Use the "Send test email" action to confirm the connection first.

Mind Gmail's sending limits (roughly 500/day on a free account, ~2,000/day on Workspace) — keep high-volume or bulk mail on the platform mailer and use Gmail only for the personal, per-customer/vendor transactional messages where the sending address matters.

Key takeaways

  • Only the ticked categories (POs, RFQs, invoices, receipts) route via Gmail.
  • All other email stays on the platform mailer, unchanged.
  • A Gmail failure falls back to the platform mailer automatically.
  • Respect Gmail send limits — keep bulk mail on the platform mailer.

Finished the material?

Take the 5-question assessment and earn your certificate — 70% to pass.

Take the assessment

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