All right, quiz time: In a single sentence, can you tell me exactly what Google Voice does?

It’s a question even the most giddy Google-appreciating geeks struggle to answer succinctly — and for normal, non-tech-obsessed Homo sapiens, the answer typically falls somewhere between “Huh?” and “Wait, is that the same thing as gChat?”

Really, it’s no surprise. Google Voice is one of Google’s most complex, confusing, and poorly promoted services. But it’s also one of its most powerful — if you take the time to figure out exactly what it does and how it can work for you.

And especially if you’re using your phone for any manner of business, it can make a night-and-day difference in your ability to stay as connected and productive as possible, no matter where you’re working or what type of device you’re using at any given moment. Without exaggeration, it’ll completely change the way you think about your modern mobile devices and what a phone number even is.

Consider this your unofficial guide to getting started with Google Voice and then getting the most out of the underappreciated but potential-packed service.

The Google Voice business basics

We’ll start with the basics — and go back to that question I posed at the beginning of this conversation: What exactly is Google Voice?

In its simplest form, Google Voice is a cloud-based service that manages your phone number for you. Instead of being connected to a SIM card (or eSIM) and tied specifically to a single physical smartphone, your number lives in a fluffy Google server and is controlled entirely by Google software.

That arrangement ultimately frees your digits from their traditional shackles and allows you to communicate in all sorts of convenient, efficiency-enhancing ways — without any complex carrier-switching or awkward add-ons required.

At its core, that empowers you to:

1. Make and receive calls using your standard number on any device — phone, tablet, or even desktop computer. No one you’re talking to will know the difference.
2. Send and receive regular text messages through the Voice website or apps on any device anytime — even with multiple devices being connected simultaneously.

Together, that means any phone, tablet, or computer where you sign into Google Voice effectively becomes “your phone” — regardless of what type of connection it relies on or if it even has active cellular service.

So, for instance, you could:

• Install the Google Voice app on an old Android phone or iPhone and then have it ring whenever a call comes into your number, be able to make outgoing calls on it from your number, and be able to send and receive text messages on it with your regular number as long as it’s connected to Wi-Fi.
• Install the Google Voice app onto a Chromebook, an Android tablet, or an iPad and communicate with customers and co-workers in all those same ways from there.
• Sign into the Google Voice website on any laptop and handle calls and messages on it as if it were your phone — regardless of whether your actual current smartphone is nearby or even powered on.

And there’s more: Google Voice also automatically transcribes your voicemails and lets you listen to or read ’em from any device where you’re signed in. It brings Google-caliber spam filtering to your incoming calls, text messages, and voicemails, along with the option to have all of your calls screened for you. And it gives you a robust system of contextual call forwarding — almost like Gmail filters for your phone.

Like I said, this is one seriously powerful but also confoundingly complicated service. Let’s dive in and explore every last piece of the puzzle so you can make sure you’re taking full advantage of everything it has to offer.

Getting started with Google Voice

The first step to getting started with Google Voice is simply signing into the service and setting yourself up with a number. That part of the process is easiest if you begin on a computer.

For individual, non-company-connected Google accounts, Voice plans range from free to $20 a month for different sets of features. You can immediately choose a new Google Voice number in any available area code for free, or you can opt to pay $20 to transfer an existing number into the service. In either scenario, you’ll have to be in the US to be eligible. (Sorry, international pals!)

With company-connected Google Workspace accounts, Voice is available in the US as well as in Belgium, Canada, Denmark, France, Germany, Ireland, Italy, Netherlands, Portugal, Spain, Sweden, Switzerland, and the UK. Your Workspace administrator will have to activate the service for you, and it costs $10, $20, or $30 per user per month — billed to the company — depending on what tier of service is selected.

Either way, once you’ve got your number set, you’ll find yourself facing the main Google Voice dashboard. That’s where you’ll always be able to see your recent calls and messages, make new calls and messages, and read or listen to voicemails left on your number.

And as long as you have the website open, any calls coming into your number will actually ring your computer — and you can answer ’em right then and there.

We’ll come back to explore some advanced settings in a second. First, we need to shift our focus for a moment and get Google Voice set up on any phones where you want to use it — including the primary phone you rely on for your day-to-day communication.

Setting up phones with Google Voice

Now that we’ve got the core Voice setup finished, this part’s pretty easy:

• If you’re using an Android phone, download and install the Google Voice app from the Play Store.
• If you’re using an iPhone, download and install the Voice app from the App Store.

Either way, open the app up and follow the prompts to sign in using the same Google account you used in your initial setup on your computer.

On Android, you’ll be prompted to connect that device to Google Voice to allow the phone to make and receive calls using your Google Voice number. If your phone has active cellular service with a separate number that’s connected to your carrier, follow the steps to link the two and allow them to work together.

If you’re using an older or secondary phone that doesn’t have active cellular service, just skip that step. You’ll still be able to make and receive calls with your Google Voice number whenever the phone’s connected to Wi-Fi.

On both Android and iOS, you’ll then see the main Google Voice dashboard interface — with tabs for your recent calls, your contacts, your text messages, and your voicemails. The button in the lower-right corner of the screen will allow you to make a new call or start a new message, depending on which tab you’re viewing.

And on both platforms, you’ll be able to tap the three-line menu icon in the app’s upper-left corner to find the main settings menu.

In a moment we’ll explore the main Voice settings thoroughly from the service’s website, where every last option is available, but for now, take a quick peek at the “Making and receiving calls” (or “Make and receive calls”) and “Incoming calls” areas of the apps’ settings. Those will control exactly how calls to and from your Voice number will be handled on that specific device — if they’ll rely on your carrier-provided cellular minutes, assuming those are available, or if they’ll rely primarily on Wi-Fi and/or mobile data.

If you have any other phones or any tablets you want to add into the mix and allow to access all of the same Google Voice functions, repeat this same process on any of them, using the appropriate Android or iOS app.

Just remember: If you set up all those devices to answer calls, you’re gonna have an awful lot of things ringing every time someone dials your digits. So if you don’t want a bunch of different devices simultaneously demanding your attention with every incoming call, be sure to go into the Google Voice app’s notification settings on each device and make the appropriate adjustments.

Otherwise, we’re ready to move back to your computer to dive in deep to all of the Google Voice settings.

Exploring the Google Voice settings

All right — ready to get into some of Google Voice’s greatest powers?

Back on the Voice desktop website, click the gear-shaped icon in the upper-right corner of the screen. That’ll take you to the full Google Voice settings menu, where you’ll find every available option.

And my goodness, are there a lot of ’em.

The first section of the screen, “Account,” has all of your basic number and device management settings, for anytime you need to make any foundational changes. The only item there you need to think about right now is “Linked numbers.” If you want to set your Google Voice number up to forward to any other existing numbers — an office line, a secondary cell phone, or even a colleague’s phone — click the “New linked number” button and follow the steps to add and confirm the number you need.

Moving on, the second section of the screen, “Messages,” contains a single switch to have any incoming messages forwarded to your email (in the same Google account’s inbox). It’s a simple touch but a useful one, especially if you live in your inbox and want to make sure you don’t miss anything during the day.

The third section, “Calls,” is where the real Google Voice power starts coming into play. Under “Call forwarding,” you’ll be able to flip a switch next to any linked number you added to have all incoming calls on your Google Voice number forward to it all the time.

And directly beneath that, the “Custom call forwarding” section will let you set up contextual filters to forward only specific sorts of calls to different linked numbers. Simply click “Create a rule,” and you’ll be able to choose individual contacts, groups of contacts, or broad categories of contacts like anonymous callers and then tell Google Voice exactly what to do when those people ring you.

Back on the main Google Voice settings screen, the “Calls” section has some other options worth your while to consider:

• “Get email alerts for missed calls” will do exactly what you’d expect. It’s a fantastic way to make sure an important call never goes unnoticed.
• “Screen calls” will prompt every incoming caller to state their name and then place them on hold while you hear the recording so you can decide if you want to answer.
• “Incoming call options” will activate the abilities for you to record an incoming call by pressing the number 4.

Skip down from there to “Voicemail,” and you’ll find options to record your outgoing voicemail message and manage other voicemail-related preferences.

Under “Payments,” you can connect a payment method to apply credit for international calls, if you’re so inclined. In the US, calls made through Google Voice to other US numbers as well as Canadian numbers are completely free, while calls to other countries vary in their rates.

And last but not least, under “Security,” you’ll probably want to flip the switch next to “Filter spam calls and texts.” That’ll allow Google’s spam detection systems to stop suspected junk calls, messages, and voicemails from ever bothering you.

Whew! Told ya Google Voice had lots of fascinating layers, didn’t I? Hold the phone, though: We’ve got one more pair of powerful possibilities to explore before we call it a day.

Google Voice premium perks

Some of Google Voice’s most useful features are available only for higher-level individual and business accounts.

For accounts using either the Google Voice Standard individual plan ($20 per month) or the Google Voice Standard or Premier team plans ($20 or $30 per user per month), you can dial into a couple of advanced business-oriented phone management options:

1. You can set up a fully automated, professional-sounding phone menu system that answers calls on one of your Google Voice numbers and directs callers to different places depending on the time of the day and which options they select.
2. You can have Gemini, Google’s AI assistant, take notes on your calls and then offer a recording, transcription, and summary after.

Those same team plans (but notably not the individual plan) can also create ring groups that make it easy for multiple people to handle calls coming into the same number — like a single streamlined number for a sales team, for instance. The main number can either ring every associated team member’s phone at the same time so whoever answers first gets the call, or it can ring all of the associated numbers individually in a random order. Those plans include advanced Voice-associated data searching capabilities as well, and at the Premier level, there’s also the option to automatically record and transcribe calls without any manual action required.

All of those features can be configured by your Google Workspace administrator in the Google Voice section of the Google Admin console.

Oh, and one more thing: Any Google Voice number can connect directly to a variety of specialty boxes and handsets that effectively allow you to have subscription-free landline-style phones for your desk or home office. You can establish a standalone number through Google Voice for such a line and even have calls from your other Google Voice numbers automatically ring those phones in addition to ringing other devices, so you can easily answer any call anywhere you like.

And now you know, from start to finish, how Google Voice can transform your business and the very way you think about your phones. All that’s left is to create your account, get things set up the way you want, and then enjoy your newly enlightened approach to phone number management.

This article was originally published in June 2022 and updated in July 2026.

Nearly five decades after the launch of VisiCalc, AI is reshaping one of the world’s most familiar productivity tools — the humble spreadsheet.

While a lot of knowledge workers interact with spreadsheets on a regular basis, many lack the skills and confidence to access more advanced functions.

“For a very long time, spreadsheets forced you to learn spreadsheet syntax and spreadsheet ways of working,” said Eric Birnbaum, director of product management for Google Sheets. “But think about how many people need to use spreadsheets at work and don’t have the skill set to create the kinds of spreadsheets that can be really helpful for them.”

The addition of artificial intelligence can help handle that issue, he said, making the software more accessible to a wide range of office workers. “AI is unlocking the power of spreadsheets, taking on a lot of the difficult work that’s required to use them. That can be incredibly empowering for users,” said Birnbaum.

Google has steadily expanded generative AI (genAI) capabilities in Sheets since launching Duet AI — now Gemini — for Workspace in 2023.

Gemini in Sheets is available at no extra cost to Google Workspace subscribers, though a paid AI Expanded Access add-on – costing $30 per user each month – is required to remove certain usage limits.

Features that have rolled out in recent months include the ability for a Gemini agent in Sheets to carry out multi-step actions such as formatting, analysis and data entry, and, more recently, the ability to create entire spreadsheets from a single prompt. A Fill with Gemini feature builds on the existing AI function, enabling users to automatically populate selected cells by detecting intent from information within a spreadsheet as well as from the web.

Another feature, Sheets Canvas (currently available in alpha), lets users generate interactive apps that update in real-time based on changes to spreadsheet data. This could be a kanban board for a sales pipeline, for instance, or an analytics dashboard that uses Sheets as its back-end data source. 

Google claims users already see a range of benefits from Gemini in Sheets. According to an August 2025 survey of 200 Sheets users conducted by the company, the majority of knowledge workers (89%) said AI features in Sheets save them at least an hour a week, and 88% believe AI features have made them more confident in their data analysis skills. 

The most popular AI use cases include creating spreadsheets and charts, analyzing data, and fixing broken formulas. How widely these features are actually used is unclear; Google declined to provide weekly usage statistics for Gemini in Sheets.

As the company embeds Gemini deeper into Sheets, questions remain about just how much businesses can trust AI tools to handle important business data, as well as what increased automation means for those who spend much of their day wrangling data. 

Computerworld recently talked with Birnbaum about the potential benefits and challenges of the latest evolution of spreadsheet software. This interview has been condensed and edited for clarity.

As businesses become more focused on seeing value from AI investments, what measurable benefits are customers seeing from Gemini in Sheets – for example, time saved or other forms of return on investment? “Spreadsheets remain one of the universal languages for businesses, and we don’t anticipate that’s going to change anytime soon. But by bringing AI into the product where people work, we think it can significantly reduce the technical tax of data: the time spent understanding it, sourcing it, analyzing it, visualizing it.

“Historically, data professionals spent — let’s estimate it at 80% of their time — on the mechanical groundwork, data cleaning, crafting formulas, formatting, troubleshooting, and maybe only 20% of their time on actual strategic decision-making.

“We think that by offloading the manual, time-consuming, error-prone data work to Gemini, we can flip that ratio a bit, so humans can focus on the things that really matter: the high-value questions to ask and the judgment calls and decisions that get made from them. We’re starting to see evidence of that in our own user base and customer base.

“The second point to make is that AI can democratize data analysis to some extent, and make it available to many more users. For so many years, the spreadsheet was a gatekeeper; if you couldn’t speak the rigid language of spreadsheet formulas, you couldn’t extract the value from data. But by introducing these natural language interfaces, AI is separating the analytical capability from the technical literacy. 

“If you can ask the right questions, or describe what you want in plain language, Gemini and Sheets can help you achieve your goals in a spreadsheet, even if you have minimal spreadsheet skills yourself.

“What we’ve seen so far from users and customers is that it’s incredibly empowering for people who might have been scared off by data analysis or dreaded opening spreadsheets in the past. You don’t need to go and wait for a data analyst to help you; you can go and do this work yourself in a spreadsheet.”

The flip side is, how confident can businesses be if more junior employees can take on higher-level analysis tasks by relying on AI? Given the propensity for AI models to hallucinate, to what degree can businesses trust that these tools won’t introduce errors into important business data? “It’s something we spent a ton of time thinking about. We’ve gone to great lengths to build these AI tools to collaborate with you, to show their work, explain what they did, and make sure that you can take over where they leave off.

“Our Sheets agent, for example, lays out a really explicit, transparent plan for you to review and approve before any data manipulation happens. It’s designed to do that in plain natural language in a way that the average user could understand, and then it gives you back that final summary, so you know exactly what it did and where it did it.

“The other thing is that the model is great at explaining things. If you inherit a spreadsheet that has some complex formula that you don’t understand, for example, the model does an amazing job of explaining how it works and what it’s doing.

“In many ways AI is not only making these features more accessible, but helping users feel more confident in the output. Human error is an inherent risk in manual data management, with or without AI. One misplaced comma or broken cell reference can completely corrupt an entire financial model, and it can be completely undetected. 

“Our approach with AI in Sheets is to create this deliberate verification loop. You now have another spreadsheet expert working along with you, reducing the likelihood of these mistakes.”

Even if humans produce errors too, does it ultimately come down to accountability when AI is involved? “Our point of view here is that AI should be partnering with the knowledge worker who’s doing the work here. And everything that we’ve built is designed to be that partner. You might be able to offload tasks to the model, but we’re citing sources, we’re providing plans and explanations. We’re ultimately relying on the user to do that final verification.

“We spend a humongous amount of time focused on quality. We know that for AI to be useful in spreadsheets, it has to be reliable. When we launched Sheets Gemini Agent, for example, we were really proud that we set a state-of-the-art benchmark on the full SpreadsheetBench data set, which at the time exceeded competitors and near-human expert ability. 

“But we know quality is never ‘good enough’ or done. We’re constantly working to improve quality for our users and customers, and for the use cases where they’re relying on AI most.”

What potential do you see for more agentic functionality in Gemini Sheets — for example, bringing in data from other sources, creating recurring reports, or taking more actions independently? “We’re listening closely to customers and users and building what they’re telling us they need. The agent is already capable of doing very complex multistep workflows, and we see users discover that the agent is extremely capable of doing end-to-end spreadsheet tasks. In terms of connectors, in an alpha we have connections available to HubSpot, Salesforce, and Mailchimp. We hope to expand that over time.

“There’s no path to have AI replacing analysts. I think AI is giving analysts more time back to actually do the more valuable parts of their job. Analysts that I work with are way more productive and impactful than they ever were before, because they can push that uninteresting spreadsheet grunt work off to the model, freeing up time for more interesting and impactful work.

“A great example: the visualizations I’m getting back from analysts nowadays are canvases instead of static charts that I can explore myself. It’s way more informative and useful than what I was accustomed to before.”

Looking ahead, do you expect a larger share of spreadsheet work to be carried out by agents, with humans setting goals and reviewing results? What will be the biggest change in how people use spreadsheets with AI? “The tasks are likely to stay similar and the use cases for spreadsheets are likely to continue to be relevant. The biggest change will be the ability to push the uninteresting spreadsheet grunt work off to a model and free up time for the user to do things that are more impactful, more interesting, more meaningful to the business.

‘Spreadsheets have historically been these like static containers where data goes to rest. I think AI can turn spreadsheets into these dynamic, localized software applications. And I do actually think this sort of changes the game for how people might use spreadsheets moving forward. 

“It’s not just a passive grid full of numbers; spreadsheets are evolving to become these live, long-lived, collaborative applications. Employees can build these on the fly, like a basic CRM or supply chain dashboard in seconds. This is an area of investment for us moving forward, and we’re really excited to see how this evolves.”

AI assistants and agents, such as ChatGPT or Claude, might be able to analyze spreadsheet files and business data without users working inside a spreadsheet application. What do you think will keep Sheets central to the workflow, rather than simply making it one part of a wider AI-driven process?“We’re in constant touch with customers and users; it’s clear work is still happening in spreadsheets. I think spreadsheets remain incredibly popular tools. If we can bring the AI capabilities users need directly into the product where they already are, we’ll transform the way they work.  

“I think we can be the front-end for some of this great AI innovation and the products that users are accustomed to today. Everything we build is guided by user feedback: users are telling us right now they want AI to help them do their everyday or more complex tasks, and they’re starting in Sheets today.”