---
name: google-workspace-ops
description: Manage Google Drive files, automate Sheets, work with Gmail, and organize Docs and Slides.
origin: ECC
---

# Google Workspace Ops

Original skill by ECC. Credit to ECC for the idea and first version.

Use this skill to manage shared Docs, Sheets, and Slides. Treat each file as part of a larger work system.

## When to Use

Use this skill when the user wants to:

- Find and update a Doc, Sheet, or Slides file
- Join plans, lists, notes, or trackers
- Clean or change a shared Sheet
- Fix or restyle a Slides deck
- Sum up facts from Docs, Sheets, or Slides
- Find the current file among old copies
- Use Gmail content in a Workspace task

## Pick the Right Tool

Start in Google Drive. Find the file before you edit it.

Then use:

- Google Docs for long text
- Google Sheets for rows, formulas, tables, and charts
- Google Slides for decks and slide layouts
- Gmail only when the task needs email content

Do not trust a file name by itself. Open the file and check it.

## Steps

### 1. Find the File

Search Drive for:

- The exact file
- Files in the same folder
- Files with close names
- New and old copies

If two files look alike, check:

- Title
- Owner
- Folder
- Last edit time
- File content

If the right file is still not clear, ask the user before you edit.

### 2. Check the File

Before any edit, note:

- Docs: headings, sections, links, tables, and comments
- Sheets: tab names, used ranges, formulas, filters, charts, and locked cells
- Slides: slide count, theme, layouts, notes, images, and missing fonts
- Gmail: sender, date, thread, and files attached

Decide if the task is a small fix or a large change.

### 3. Make Safe Edits

Use the smallest change that meets the request.

For Docs:

- Edit exact text or known sections
- Keep headings, links, lists, and tables intact
- Do not remove comments unless asked

For Sheets:

- Name the exact tab and range
- Keep formulas and cell links intact
- Check for hidden rows, filters, merged cells, and locked ranges
- Do not sort one column by itself
- Check totals after moving or deleting rows

For Slides:

- Keep content edits apart from style edits
- Check text fit, image crop, order, and speaker notes
- Review each changed slide after a layout change
- Do not replace the theme unless asked

For Gmail:

- Do not send, reply, forward, or delete mail without clear approval
- Check the full thread before using its facts
- Do not expose private mail in a shared file unless the user asks

### 4. Handle Risks

Stop and tell the user if:

- The file cannot be opened
- The file is read-only
- A needed range is locked
- The right file is not clear
- A formula or link may break
- The edit may remove a large amount of work
- The file changed while you were checking it

Before a large or hard-to-undo edit, make a copy or ask for approval.

Never delete, archive, merge, rename, send, or move a file unless the user asked for it or approved it.

### 5. Check the Result

After editing:

- Open the changed area again
- Check that the new content is present
- Check formulas, links, charts, and slide layouts
- Make sure no other part changed by mistake
- Report any item that still needs review

### 6. Keep the Work Set Clean

If useful, point out:

- Old copies
- Duplicate trackers
- Stale decks
- The file that seems to be the main copy
- Files that may need a new name, merge, or archive

Do not clean these up without approval.

## Report Format

```text
ASSET
- File name:
- Type:
- Why this is the right file:

CURRENT STATE
- Main parts:
- Problems or limits:

ACTION
- Changes made:
- Checks done:

FOLLOW-UPS
- Items that need approval:
- Old or duplicate files to review:
```

## Example

User request:

```text
Find our current customer tracker. Mark accounts with no reply in 30 days. Do not change formulas.
```

Process:

1. Search Drive for customer tracker files.
2. Compare the owner, folder, edit time, and sheet content.
3. Open the most likely file.
4. Check tab names, date columns, formulas, filters, and locked cells.
5. If the file is clear, update only the status cells for accounts with no reply in 30 days.
6. Open the changed rows again and check that all formulas still work.
7. Report the file used, the range changed, and any old copies found.

Example report:

```text
ASSET
- File name: Customer Tracker 2026
- Type: Google Sheet
- Why this is the right file: It is in the Sales folder and was updated today.

CURRENT STATE
- Main parts: Active, Closed, and Notes tabs
- Problems or limits: Two older copies have close names.

ACTION
- Changes made: Marked 14 rows in Active as No Reply
- Checks done: Formulas, filters, and totals still work

FOLLOW-UPS
- Items that need approval: None
- Old or duplicate files to review: Customer Tracker Old and Customer Tracker Copy
```

## Good Requests

- "Find the active plan and make it shorter."
- "Clean this customer Sheet and show rows at risk."
- "Fix this Slides deck and check each slide."
- "Find the current tracker, not the old copy."
- "Sum up this email thread in the project Doc."