The way people collaborate and communicate has changed dramatically over the past decade. Where once we relied almost entirely on phone calls, letters, and in-person meetings, many of the most common interactions — with family, community organisations, healthcare providers, and volunteer groups — now happen partly or entirely online.
The tools that make this possible are not complicated once you understand them. This article provides a practical, plain-English introduction to the most widely used online collaboration tools in Canada — what they are, how they work, and how to use them comfortably and safely.
Video Calling: Zoom and Google Meet
Video calling allows you to see and speak with one or more people in real time, using your device's camera and microphone. The most commonly used platforms in Canada are Zoom and Google Meet. Both are free to use for basic meetings.
Getting Started with Zoom
To use Zoom, you first need to create a free account at zoom.us. You'll need to provide an email address and create a password. Once registered, you can download the Zoom application to your computer or device, though it's also possible to join meetings directly through a web browser without downloading anything.
Joining a Zoom meeting: If someone invites you to a Zoom call, they will send you a "meeting link" — a web address that looks something like "zoom.us/j/12345678." Click that link, and Zoom will open automatically. You may be placed in a "waiting room" briefly before the host admits you. When prompted, click "Join with Video" and "Join with Computer Audio" to enable your camera and microphone.
Hosting a Zoom meeting: Log in to Zoom and click "New Meeting" to start an immediate call, or "Schedule" to set one up in advance. Once your meeting is running, click "Participants" and then "Invite" to copy your meeting link and send it to others by email or message.
Google Meet
Google Meet is particularly convenient if you already use Gmail, as it is built directly into Google's suite of tools. Visit meet.google.com, click "New meeting," and share the link it generates. Anyone with the link can join from a computer, tablet, or phone — no Google account is required for guests joining a meeting you've created.
Both platforms have large buttons and clear controls for muting your microphone, turning off your camera, and ending the call — all along the bottom of the screen.
Email: Beyond the Basics
Most people are familiar with basic email, but there are several features that become especially useful when collaborating with others online.
Attaching Files to an Email
In Gmail or Outlook, look for a paperclip icon when composing a message. Click it, and a file browser will open, allowing you to find a document, photograph, or other file on your computer and attach it to your email. A progress indicator will show when the upload is complete. Keep in mind that most email providers limit attachments to around 25 megabytes (MB) in total size. For larger files, cloud storage is the better option (see below).
Reply vs. Reply All
"Reply" sends your response only to the person who wrote the original email. "Reply All" sends it to every person who received that message. Be mindful of which button you use — responding to an entire group when you only meant to reply to one person is a common and occasionally awkward mistake.
Organising Your Inbox with Folders
Both Gmail and Outlook allow you to create folders (called "Labels" in Gmail) to sort your emails into categories. For example, you might create folders for family, medical appointments, finance, and shopping. Right-click on your inbox panel to find the option to create a new folder, then drag emails into it — or set up a rule to route incoming emails automatically.
Sharing Documents Online: Google Drive
Google Drive is a free cloud storage service that lets you store files online and share them with others. "Cloud storage" simply means your files are stored on a secure server connected to the internet, rather than only on your device. This means you can access them from any device and share them easily with others — without emailing large attachments.
How to Upload and Share a File
Go to drive.google.com and sign in with your Google account. To upload a file, click the "+ New" button in the upper left corner, then choose "File upload." Find your document or photo on your computer and click to upload. It will appear in your Drive within seconds.
To share it, right-click the file and select "Share." In the sharing window, type the email address of the person you'd like to share with. Choose their permission level: "Viewer" means they can read it but not change it; "Editor" means they can make changes too. Then click "Send."
Alternatively, click "Copy link" to generate a single web address. Anyone with that link can access the document — which is handy when sharing with groups, but means you should only use it when you're comfortable with wider access.
Microsoft OneDrive
If your computer uses Windows, you may already have OneDrive installed. It works very similarly to Google Drive — you can store files there, access them from any device, and share them with others. Files in OneDrive are accessible at onedrive.live.com, and you sign in with a Microsoft account (the same one you use for Outlook email).
Messaging Apps: WhatsApp and Others
WhatsApp is a free messaging app available on smartphones and computers. It allows text messages, voice messages, photos, short video clips, and voice or video calls. Many Canadian families and community groups use WhatsApp as their primary way of keeping in touch, particularly because it works over Wi-Fi and doesn't consume your cellular minutes.
To get started, download WhatsApp on your smartphone from the App Store (iPhone) or Google Play Store (Android). It will ask you to verify your phone number, then walk you through setting up your profile. You can create group chats with multiple family members or friends, and all conversations are automatically encrypted for privacy.
Scheduling Tools: Calendly
If you are involved in any advisory, volunteer, or consultancy work, Calendly is a useful free tool that removes the back-and-forth of scheduling meetings by email. You set up your available hours, and Calendly gives you a personal link. Anyone who needs to book time with you simply clicks the link, sees your available slots, and picks one — their booking then appears in your calendar automatically.
A Few Safety Reminders for All Tools
Regardless of which collaboration tool you're using, these principles apply:
- Only join Zoom or Google Meet sessions from links sent directly by people you know.
- When sharing files on Google Drive or OneDrive, double-check who you're sharing with before clicking "Send."
- Never share financial information, passwords, or your Social Insurance Number through any of these tools.
- If you receive a meeting invitation, document share, or message from someone you don't recognise, verify their identity before engaging — ideally by phoning them directly.
- Log out of accounts when you're done, especially if you're using a shared device.
Building Familiarity One Tool at a Time
The key to becoming comfortable with these tools is not to try to learn them all at once. Start with whichever one your family or community uses most — perhaps a Zoom call with grandchildren or a WhatsApp family group. Once that feels natural, add the next one.
With patience and a little practice, these tools become second nature. They genuinely open up new ways of staying connected, engaged, and useful — and Vylorix is here to help you get there at a pace that works for you.