6.3 Common icons and menus

Understanding common icons and menus is an important part of learning the Google Workspace interface. These visual elements act as guides that help users navigate tools, access features, and complete tasks efficiently. Because Google Workspace uses a consistent design across its tools, learning these icons and menus once makes it much easier to work confidently in Gmail, Google Drive, Docs, Sheets, Slides, and Calendar.

In Google Workspace, icons are used to represent actions and tools in a simple, visual way. Instead of relying only on text, Google uses familiar symbols so users can quickly recognise what an option does. This is especially helpful for beginners, because once an icon is understood, it looks and works the same across different tools.

One of the most common icons users see is the Google Apps menu icon, shown as a grid of small dots or squares. This icon opens the App Launcher and allows users to move between Google tools. Because it appears in the same place across most Google services, it becomes a reliable navigation point and helps users feel oriented no matter which tool they are using.

Menus are another key part of the interface. Most Google Workspace tools use a top menu system that groups actions logically. For example, menus such as File, Edit, View, Insert, and Tools appear in Docs, Sheets, and Slides. These menus organise features so users can find options like saving, sharing, formatting, or inserting content without cluttering the screen. Even though each tool has unique features, the menu structure stays familiar.

Icons often appear alongside menus to speed up common actions. For example, icons for creating a new file, sharing a document, adding comments, or starting a meeting are placed where users can reach them quickly. Over time, users rely more on icons than menus for frequent tasks because icons allow faster interaction with fewer clicks.

Some commonly recognised icons across Google Workspace include:

• A plus symbol, often used to create something new such as a document, event, or file
• A magnifying glass, used for searching emails, files, or content
• A share icon, used to give others access to files or calendars
• A bell or notification symbol, used for alerts and reminders
• A profile picture or circle, used to access account settings and sign out

Side menus are also common in Google Workspace tools. For example, Gmail uses a left-hand menu to switch between inbox views, while Google Drive uses a side panel to move between folders and shared files. These menus help users understand where they are and what content they are viewing at any given time.

Another important menu area is the account menu, usually accessed by clicking the profile image in the top corner. This menu allows users to manage their account, switch between accounts, adjust settings, and sign out. Knowing where this menu is helps users manage their workspace safely, especially when using shared or public devices.

What makes common icons and menus especially useful is consistency. Google Workspace tools are designed so that icons look the same and menus behave similarly across services. This means users do not have to relearn the interface each time they open a new tool. Once a student understands the basics, navigating the entire workspace becomes much easier and less intimidating.

In summary, common icons and menus are the visual language of Google Workspace. They help users navigate tools, access features quickly, and understand actions without relying on long instructions. By learning these icons and menus, students build confidence in using the Google Workspace interface and are able to work more efficiently in a modern, cloud-based environment.