Author Archives: Jane Smith

Let Google Calendar intelligently suggest rooms for your meetings

Earlier this year, we announced a new feature in Google Calendar that, using Google AI, can automatically suggest rooms for your meetings based on the locations of the guests. We’re now releasing this feature along with new and easier ways to update the main work locations for users in your domain.

Assign main work locations
As an admin, you can add main work location information for all users. Main work locations are the office / building location where the user spends most of their time or has their main desk or team. For users without a primary office building, the work location can be set to “Working remotely.”

If you know the work locations of all your users, you can update this information via GCDS or the Directory API.

If you don’t have users’ locations, you can instead let employees set their own location. Simply go to the Admin console and click Apps > G Suite > Settings for Directory > Profile editing and select "Work location."


With this setting enabled:

  • Calendar will try to infer users’ locations. Based on previous room booking activity, Calendar can infer the user’s building and floor and set it automatically. It can also detect changes in room booking behavior and infer when the work location has changed (i.e. the office has moved) and suggest that the user update their location.
  • Your users can update their main work locations themselves. Users can set and update their own location in Calendar settings.

Please note, you must have already entered building and floor information for your domain to input users’ main work locations.

Automatic room suggestions
Automatic room suggestions can help meeting organizers book courtesy rooms for all guests in any location, removing friction and creating peace of mind when planning meetings. Once user locations have been added, these users will instantly start seeing the room suggestions.

This launch includes a new, enhanced room and resource booking tab that will intelligently suggest the best available room for each attendee. This suggestion is based on the individual attendee’s building and floor location, previous booking history, audio/video equipment needs, and room capacity requirements.

In this tab, users will see the criteria that was considered when suggesting a room. They can adapt this criteria to fit their needs.



To unlock this feature, admins need to add detailed meeting room information into Calendar and users must have a work location set.

For more information on automatic room suggestions, check out the Help Center.

Launch Details
Release track:
Launching to both Rapid Release and Scheduled Release

Editions:
Available to all G Suite editions

Rollout pace:
Full rollout (1–3 days for feature visibility)

Impact:
Admins and all end users

Action:
Admin action suggested/FYI

More Information
Help Center: Set up automatic room suggestion
Help Center: Set up meeting rooms and calendar resources
Help Center: Impact of adopting structured Calendar resources
Detailed Guide: Structuring Google Calendar Resources
The Keyword: New ways to help teams work faster and smarter with G Suite
G Suite Updates: Coming soon: automatic room suggestions in Google Calendar

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View additional activities for managed devices in the devices audit log

The devices audit log in the Admin console provides a report on the activities of managed mobile and desktop devices in your organization. Previously, this report was limited to domains with advanced mobile management enabled. To make it even more useful, we’re now showing some of the events in this report to G Suite Business, Enterprise, and Enterprise for Education customers with basic mobile management and endpoint verification enabled as well.

These customers can now use this report to:
  • Find out when a G Suite account has been added to a device.
  • Learn when device screen locks have been enabled and disabled. 

In addition, the devices audit log will now contain admin activities, like when an account wipe has been requested or executed. Knowledge of these activities can help you keep your users’ devices, and the data contained on them, safe. You can find this report in the Admin console at Reports > Audit > Devices.


At launch, for basic mobile management and endpoint verification customers, this report will only show events on managed Android and endpoint verification devices. We’re working on expanding coverage to more devices in the future.

Visit the Help Center to learn more about the devices audit log and how to access it. If you haven’t done so yet, check out this article for information on how to set up mobile management in your domain.

Launch Details
Release track:
Launching to both Rapid Release and Scheduled Release

Editions:
Available to G Suite Business, Enterprise, and Enterprise for Education editions, as well as Cloud Identity Premium

Rollout pace:
Full rollout (1–3 days for feature visibility)

Impact:
Admins only

Action:
Admin action suggested/FYI

More Information
Help Center: Manage your organization's mobile devices
Help Center: Devices audit log


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Protect your users with the latest G Suite login challenge: employee ID

We’re always looking for new ways to keep your users’ accounts secure and your organization’s data safe. As part of that effort, users may now be asked to verify their identity by providing their employee ID when they sign in to their G Suite account. This will better protect your users from hijacking attempts, as employee IDs are more difficult to guess and phish than many types of identity challenges.


Activate the employee ID login challenge
The employee ID login challenge can only be deployed in domains where a G Suite admin has provided that ID information for their users. You can do this in one of three ways:

  1. Upload employee IDs directly into the Admin console.
  2. Use Google Cloud Directory Sync to pull employee IDs from Microsoft Active Directory or an LDAP server.
  3. Use the G Suite Admin SDK Directory API to populate the “externalIds[].type” “organization” field with employee IDs.

Once you’ve added this employee ID information, you can turn on the login challenge from the Admin console (Security > Login challenges > Use employee ID to keep my users more secure). Note that the employee ID login challenge is OFF by default.

Check out the Help Center for more information on how to add an employee ID as a login challenge.

Notify your users
If you choose to activate this login challenge, we recommend letting your users know where they can find their employee ID and that they may be asked for it when they sign in to their G Suite account. If they’d prefer to verify their identity another way, they should update their phone number and recovery email address.

Please note that this login challenge will not be presented to any user with two-step verification enabled.

Launch Details
Release track:
Launching to both Rapid Release and Scheduled Release

Editions:
Available to all G Suite editions

Rollout pace:
Full rollout (1–3 days for feature visibility)

Impact:
Admins and end users

Action:
Admin action suggested/FYI

More Information
Help Center: Verify a user’s identity with a login challenge
Help Center: Add employee ID as a login challenge


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Spend less time searching with new Google Docs features

We’re making the Quick Access feature in Google Docs available to more G Suite users and are adding natural language search when you’re looking for documents. We hope these launches mean you spend less time searching for documents and more time working on them.

Expanding Quick Access in Docs to more users 

We launched Quick Access in Docs earlier this year to help users spend less time searching for the right documents and more time crafting ideas. We’re now making this feature available to all G Suite users. Previously it was only available on a subset of G Suite editions.

Quick Access uses artificial intelligence to suggest relevant files in the right hand “Explore” panel of Docs based on your Google Drive activity and information in your document. You can use this to add related resources to a document you’re working on, discover additional content that’s relevant to projects, and more.

See our Help Center to find out how to use Explore in Google Docs.


Adding natural language processing to search in Explore

We’re making the search in Google Docs’ “Explore” panel easier by adding natural language Processing.

This means you can search in a more natural and intuitive way. Just describe what you’re looking for, and Docs will find it for you. So you can search for things like “show me slides shared with me last week” or “show me documents I created this month” and Docs will find the best results. This is similar to the natural language processing used in other Google products and will show you relevant files and information from your Google Drive, including Docs, Sheets, and Slides files.

See our Help Center to find out how to search from inside a document in Google Docs.

Launch Details 
Release track:
Launching to Rapid Release, with Scheduled Release coming in two weeks

Editions: 
Available to all G Suite editions

Rollout pace: 
Gradual rollout (up to 15 days for feature visibility)

Impact: 
All end users Action: Change management suggested/FYI

More Information
Help Center: See and use suggested content in a document

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Discounted price of Jamboard devices for Education domains

Jamboard is designed to make learning a more interactive and engaging experience through real-time, peer-to-peer collaboration. With its online platform for shared problem solving and ideation, Jamboard has been bringing collaboration to new heights in the classroom. To help make this technology more accessible to educational institutions, we’re offering a new, discounted price for Jamboard, specifically for G Suite for Education domains.

G Suite for Education customers in the United States are now eligible to purchase a Jamboard for a one-time cost of $5600. This price also covers:

  • A single management and support fee payment of $600 with no repeating annual payment
  • A wall mount (a rolling stand can be purchased as an optional extra)
  • Two styluses
  • An eraser
G Suite for Education customers who have already purchased Jamboards will qualify for the one-time management and support fee program.

While all devices come with a free one-year warranty, our partner BenQ is offering an optional three-year warranty at a discounted rate. See here for details.

To purchase a Jamboard at this newly discounted price, email jamboard-sales@google.com or contact your reseller. For more information on these new prices, please reference this guide.

Launch Details
Editions:
Available to G Suite for Education editions only

Impact:
Admins only

Action:
Admin action suggested/FYI

More Information
Help Center
FAQ

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New G Suite apps uptime report in the Admin console

We’re introducing a new report in the Admin console that shows the worldwide availability for G Suite services in previous months. This report, called the “G Suite Apps Monthly Uptime” report, adds to the information on G Suite’s current status and future availability in the G Suite apps status dashboard. We hope that these two reports will help you better understand the historic and current availability of products for your users.

To view the report, Open the Admin console > Reports > G Suite Apps Monthly Uptime. 

Use our Help Center to learn more about the G Suite Apps Monthly Uptime report and its data

Launch Details 
Release track:
Launching to both Rapid Release and Scheduled Release

Editions: 
Available to all G Suite editions

Rollout pace: 
Full rollout (1–3 days for feature visibility)

Impact: 
Admins only

Action: 
Admin action suggested/FYI

More Information 
Help Center: G Suite Apps Monthly Uptime

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Ensuring your Hangouts Meet meeting rooms are always ready for the next meeting

We’ve enabled new features in Hangouts Meet to ensure your users always find their meeting rooms configured correctly and ready for their upcoming meetings. As an admin, you can now set a preferred mic, speaker and camera to use for all meeting rooms.

Going forward, if you’re using only qualified peripherals, the Hangouts Meet device will automatically reset back to the recommended configuration for microphone, speaker and camera between uses. If you’re using other peripherals or custom configurations, an alternative default configuration can also be configured in the Admin console.

To do this, open the Admin console, navigate to Device management > Google Meeting room hardware, and then find the specific unit whose default peripheral you’d like to change. Click on that unit, open the device health section, and click the desired device.



Launch Details
Release track:
Launching to both Rapid Release and Scheduled Release

Editions:
Available to all G Suite editions

Rollout pace:
Full rollout (1–3 days for feature visibility)

Impact:
Admins only

Action:
Admin action suggested/FYI

More Information
Help Center: Manage settings for Chrome devices for meetings

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