Gmail in Content Area

I am a counselor and I do not use gmail for work but I do have an account that I use for my personal email. I didn’t know that gmail contained all of the features that it does. As a counselor, I would like to create contacts to communicate with students and parents. I find myself answering many of the same questions at random and would rather send an email to all parents and students to refrain from so many redundant emails. I would also like to use it to communicate with my Spanish speaking parents who do not know any English. Right now, I ask a staff member who speaks Spanish to relay messages when they are available, which is not as realistic or effective as it could be. It would be helpful to send surveys or upload documents that we give out in the guidance office using google documents.