Streamlining Workflows: How to Add a Universal Custom Menu to Multiple Google Workspace Apps

Google Workspace offers a suite of powerful applications to enhance productivity and collaboration. While each app comes with its own set of menus and options, adding a custom menu that appears across multiple Google Workspace apps can greatly streamline workflows and provide quick access to frequently used functions. This guide will walk you through the steps to create a universal custom menu using Google Apps Script.

Why Add a Universal Custom Menu?

Consistency: Ensure the same custom options are available across different apps.

Efficiency: Quick access to custom functions from any Google Workspace app.

Customization: Tailor the menu to suit your specific workflow needs.

Prerequisites

Before you start, ensure you have:

A Google Workspace account.

Basic knowledge of Google Apps Script.

Admin access to the Google Workspace environment if deploying for multiple users.

Step-by-Step Guide

Step 1: Open Google Apps Script

Go to Google Apps Script.

Click on New Project.

Step 2: Write the Script

Here's a sample script to create a custom menu that appears in Google Sheets, Docs, and Slides:

javascript

function onOpen() {  var ui = SpreadsheetApp.getUi(); // For Google Sheets  var menu = ui.createMenu('Custom Menu')      .addItem('Item 1', 'menuItem1')      .addItem('Item 2', 'menuItem2');  menu.addToUi(); } function onOpenDocument() {  var ui = DocumentApp.getUi(); // For Google Docs  var menu = ui.createMenu('Custom Menu')      .addItem('Item 1', 'menuItem1')      .addItem('Item 2', 'menuItem2');  menu.addToUi(); } function onOpenPresentation() {  var ui = SlidesApp.getUi(); // For Google Slides  var menu = ui.createMenu('Custom Menu')      .addItem('Item 1', 'menuItem1')      .addItem('Item 2', 'menuItem2');  menu.addToUi(); } function menuItem1() {  SpreadsheetApp.getUi().alert('You clicked Item 1'); } function menuItem2() {  SpreadsheetApp.getUi().alert('You clicked Item 2'); }

This script creates a custom menu with two items, "Item 1" and "Item 2," that appears in Google Sheets, Docs, and Slides. You can customize the menu items and their corresponding functions as needed.

Step 3: Set Up Triggers

To ensure the custom menu appears every time you open a document, sheet, or presentation, set up the following triggers:

In the Google Apps Script editor, click on the Triggers icon (clock symbol) on the left sidebar.

Click on + Add Trigger.

Set up three triggers:

Function: onOpen, Event source: From spreadsheet, Event type: On open

Function: onOpenDocument, Event source: From document, Event type: On open

Function: onOpenPresentation, Event source: From presentation, Event type: On open

Step 4: Save and Deploy the Script

Save your script by clicking File > Save.

Click on Deploy and select New deployment.

Follow the instructions to deploy your script.

Enhancing Your Custom Menu

You can enhance your custom menu by:

Adding More Items: Add more menu items and corresponding functions to suit your needs.

Sub-Menus: Create sub-menus for better organization.

Integration: Integrate with other Google services or external APIs for advanced functionality.

Conclusion

Adding a universal custom menu to multiple Google Workspace apps can significantly streamline your workflows and enhance productivity. By following this guide, you can create and customize menus that provide quick access to your most-used functions across Google Sheets, Docs, and Slides. Start implementing this today to make your Google Workspace experience even more efficient!