Author Archives: Jane Smith

New intelligent file suggestions and organization with Priority in Drive Beta

We’re adding a new page in Google Drive’s left-hand navigation panel that helps you find and take action on the right Drive files at the right time. This Priority page uses machine learning to suggest files you might need to work on and has “workspaces” to help you organize files. Priority in Drive is initially available in beta. See below for more details.

See files and comments that need attention

The goal of Priority is to put your most important files in one place. Using machine learning, we identify the files that are high-priority for you to work on. When you open the page, you’ll see those files, along with comments and suggested actions. You’ll be able to reply to some comments directly through the Drive interface and open full documents with one click. This will help you spend less time searching for content and more time doing work that matters.

Use workspaces to organize files without moving them

The Priority page also organizes files into workspaces. These let you gather a private set of working files for ongoing easy access. Adding files to a workspace doesn’t affect their storage location or permissions—it just aggregates files to help you find them faster. Our studies show most users only work with around 10–20 files at any given time. Workspaces help make sure you can get to those files more efficiently. To build your workspace, you can use Drive's intelligent file suggestions or add files manually.


With the Priority page, Drive is helping you save time and focus on what matters by intelligently surfacing and organizing the files you may need in any given moment.

Apply to join the Priority in Drive Beta

Priority in Drive is launching initially in beta. Admins can see more details, review the eligibility requirements, and apply for their domains to join at this link.



Launch release calendar
Launch detail categories
Get these product update alerts by email
Subscribe to the RSS feed of these updates

Real-time presence in Microsoft Office to become available October 17th

On October 17th, 2018, we’ll begin rolling out real-time presence for Microsoft Office files in Google Drive to all G Suite domains. Admin controls for real-time presence are available today.

This feature, included in Drive File Stream, will help you avoid version conflicts when editing Microsoft Office files in Google Drive. Real-time presence will let users know if another user is editing a Word, Excel, or PowerPoint file stored in Drive File Stream, in real time. This feature will start rolling out to end users on October 17th.

Avoid version conflicts when editing Microsoft Office files in Drive

Real-time presence will check to see if someone else is viewing or editing a Microsoft Office file while you have it open. It’ll alert you and them to help avoid version conflicts. When conflicts do occur, it’ll help you resolve them with a side-by-side view of the document versions, allowing you to easily merge them into one up-to-date file. For more details and to fully understand the feature:



Admin controls available now

Admins can choose whether to make real-time presence available to their organizations. Admin controls are live today and on by default. Real-time presence can be disabled for an entire domain or for individual organizational units (OUs) within a domain. To change the setting, go to Apps > G Suite > Drive and Docs > Features and Applications > Allow users to enable real-time presence in Microsoft Office from Drive File Stream in the Admin console.

For more granular control, admins can also deploy a configuration setting to enable or disable real-time presence in Microsoft Office on a per-machine basis.

End user feature available after October 17th

On October 17th, Drive File Stream users will begin to see an educational message when opening Office files stored in Drive File Stream. This message (pictured below), explains that real-time presence helps users see who is editing Microsoft Office files stored in Drive. After opting in to this feature, users will begin to see real-time presence status indicators in the bottom right-hand corner of Word, Excel, and Powerpoint windows that are focused in the foreground.
On macOS, enabling real-time presence may require users to grant accessibility permissions. Additionally, some users may be asked to confirm their identity before using real-time presence, by logging in with their G Suite account. Starting October 17th, employees at G Suite organizations will be able to visit our Help Center to learn more about how to use real-time presence.

Launch Details
Release track:
  • Admin console setting launching to both Rapid Release and Scheduled Release today
  • End user feature included in version of Drive File Stream that will become available to both Rapid Release and Schedule Release on October 17th

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
G Suite Updates blog: Avoid version conflicts when editing Microsoft Office files in Drive
Demo video: Real-time presence in Microsoft Office
Help Center: Use work or school files on your computer with Drive File Stream


Launch release calendar
Launch detail categories
Get these product update alerts by email
Subscribe to the RSS feed of these updates

Gain deeper organizational insights and take action with new G Suite features

(Cross-posted from the G Suite blog)

Companies across the world are exploring digital transformation to increase collaboration, leading to more idea exchange, less organizational silos and more opportunity for growth. Be it a healthcare company like SCL Health looking for ways to streamline patient care, or a media company like Nielsen looking to collaborate in real-time, every organization is unique—and so, too, are its needs.

For this reason, businesses are turning to cloud-native apps like G Suite to gain greater visibility into their organization, as well as to have more control over policies that keep their data secure.

Today, we're announcing two new ways admins can gain greater insight into their organizations to help employees focus on work that’s core to success.

See how your organization collaborates with Work Insights

Work Insights is a tool built specifically to help businesses measure and understand the impact of digital transformation within their organizations, driven by G Suite. With Work Insights—now available in beta—admins can quickly surface organizational insights about G Suite deployments at the team level (aggregated at 10 people or more) and understand adoption patterns for G Suite apps.

With adoption charts in Work Insights, admins can analyze trends and track deployment progress over time. They can see which apps are widely adopted, and by which teams, as well as benchmark and identify which ones may need additional training on applications. This can be particularly valuable when an organization is transitioning from legacy tools to G Suite.



You can also use Work Insights to learn how your teams are collaborating across your organization. For example, an admin can quickly surface the percentage of users on the Sales team that are working with the Marketing team to see patterns, like if they’re working together in meetings or co-creating documents. This insight can help executives identify opportunities to strengthen collaboration and reduce siloes.

Understand and mitigate potential security risks with new investigation tool

Understanding what is happening within an organization is also important to operate securely, and businesses need a way to simplify their security management. We introduced the security center for G Suite earlier this year to help—bringing together security analytics, actionable insights and best practice recommendations from Google.

Today, we’re announcing the general availability of the investigation tool in security center, which adds integrated remediation to the prevention and detection capabilities already available. With this addition, admins can identify suspicious device activity, see if Google Drive have been shared externally and remove access, delete malicious emails and more.



The investigation tool, with its simple UI, makes it easier for admins to identify threats without having to worry about analyzing logs which can be time-consuming and require complex scripting. Powerful remediation controls enable admins to take action by scaling incident response across the entire domain with a few clicks . Investigation tool is available today for G Suite Enterprise customers. Learn more.

Use these insights from G Suite to augment how your teams work together or visit the G Suite website to learn more.

New G Suite adoption and productivity insights tool launching in Beta

We’re launching Work Insights, a new tool to help you quickly assess the impact of G Suite on your organization by giving you visibility into the adoption of G Suite tools. Initially launching in beta, Work Insights is available to organizations with G Suite Enterprise or Enterprise for Education editions. G Suite admins can use this form to apply for the beta.

See the impact of G Suite in your organization 

With Work Insights, we aim to bring you executive-level insights into how G Suite is increasing collaboration and improving workplace culture at your organization. Use the Work Insights dashboard to see how your organization’s G Suite usage is changing over time in the following areas:
  • Adoption - which teams are adopting G Suite and which apps they use most frequently
  • Collaboration - how are teams working together through meetings, file sharing, and document co-editing
  • Activity - which apps teams are spending time in and how much time they’re spending in meetings
The metrics in the dashboard can help you determine how quickly your workforce is adopting G Suite, how teams are collaborating, if they’re using G Suite products as expected, and if you need additional training resources to help users understand a new workflow.

Compare across your organization

For each category of metrics, you can compare insights by organizational unit. You can also benchmark usage and adoption by comparing team-level statistics to overall company data. This can help you establish usage trends and see adoption patterns to get insights into differences across your organization.

Note that at the organizational level, team insights will only be shown for teams of 10 people or more.

See how G Suite is used across your organization


See how teams within your organization collaborate

Work Insights Beta now open

Work Insights is initially launching in beta to organizations with G Suite Enterprise and Enterprise for Education editions only, with access restricted to admins. See this form for more details and to apply.

Launch release calendar
Launch detail categories
Get these product update alerts by email
Subscribe to the RSS feed of these updates

Investigation tool in G Suite security center now generally available

We launched the investigation tool as an Early Adopter Program (EAP) in July and are now making it generally available (GA). It will help G Suite admins and security analysts identify, triage, and remediate security threats within their organization. This tool builds on the existing capabilities in the security center to help admins:

  • Identify security issues within their domain using advanced search capability.
  • Triage threats targeting users, devices, or data.
  • Take bulk actions to limit the propagation and impact of threats.


Since our EAP announcement, we’ve been hard at work using the feedback from participants to improve the product. As a result, this release will have the following key new features:

  • Enhanced security to prevent insider risk - You can now require a second admin to verify large actions in the investigation tool.
  • More fine-grained visibility while investigating incidents - Email header analysis allows you to see important attributes and the delivery path for the email. We’ve also added visibility into Team Drive settings and the ability to modify access permissions directly from the tool.
  • Simplified interface - With user auto-complete, emails and names from your organization will be auto-completed as you type parameters in the investigation tool.
We hope the investigation tool helps you manage your organization’s data security. See the Help Center for more information on the tools available to provide visibility into security issues in your domain.

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

Editions:
Available to G Suite Enterprise and Enterprise for Education editions only

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

Impact:
Admins only

Action:
Admin action suggested/FYI

More Information
G Suite Updates blog: Triage and remediate threats with new investigation tool in G Suite security center Early Adopter Program
G Suite blog: Gain deeper organizational insights with new features in G Suite

Launch release calendar
Launch detail categories
Get these product update alerts by email
Subscribe to the RSS feed of these updates

Snooze notifications in Hangouts Chat

Hangouts Chat makes it easy to collaborate efficiently, but it’s important that you can disconnect without interruptions from Chat messages. You can now snooze notifications, allowing other users to know that you are checking messages on your own time.



You can choose the time frame that best suits your needs from the options of 30 minutes or one, two, four or eight hours. During this time, notifications will be muted on all your devices. Other people will see your presence indicator change to a moon and a status line next to your name letting them know when they can expect you to be responsive again.

Use our Help Center to find out more about snoozing notifications.

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

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: Snooze notifications


Launch release calendar
Launch detail categories
Get these product update alerts by email
Subscribe to the RSS feed of these updates

Third-party conferencing available in Google Calendar

We’re adding native support for third-party conferencing tools in Google Calendar with Calendar add-ons. These add-ons allow a user to create, view and join a third-party video conference directly from a Calendar event without requiring a Chrome extension or download.

Users can simply click a link in the Calendar invite to join on web or mobile.




We’re launching with four partners whose add-ons are available in the G Suite Marketplace, with more to come in the future:

  • Cisco (Webex integration)
  • Citrix (GoToMeeting integration)
  • Dialpad (UberConference integration)
  • Vonage (Vonage integration)

G Suite admins can install these add-ons for their entire domains or selected organization units. End users can also install these add-ons directly.

Once installed, users can use add-ons to seamlessly add third-party conference details to newly created Calendar events. Other guests on these events will be able to see the third-party conferences and join them, even if they don’t have those particular add-ons installed.

Learn more about third-party conferencing add-ons in 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 end users

Action:
Change management suggested/FYI

More Information
Help Center: Get extra Calendar tools
Help Center: Allow add-ons for Calendar



Launch release calendar
Launch detail categories
Get these product update alerts by email
Subscribe to the RSS feed of these updates

Gmail Offline Chrome app to be removed later this year

We’ve heard from customers that they want to use the same Gmail app whether they’re online or off. Our new offline feature makes that possible, allowing you to search, write, delete, and archive up to 90 days of messages, even when you don’t have an internet connection.

This native capability is easier to use and performs better than the Gmail Offline Chrome app, so we’re removing it from the Chrome Web Store after December 3rd, 2018. This is part of our ongoing effort to move Chrome apps to the web.

In preparation, we recommend that affected G Suite admins who want to preserve offline access enable Gmail web offline for their domains and then encourage their users to do the following:

  1. Enable Gmail offline in their individual settings.
  2. Uninstall the Gmail Offline Chrome app.

To access Gmail while they’re offline, users should simply navigate to mail.google.com in a Chrome browser (v61 or higher).

Please note that you can only use the native Gmail offline feature in the new Gmail.

More Information
G Suite Updates blog: Work offline in the new Gmail
Help Center: Work offline in Gmail
Help Center: Use Gmail offline

Launch release calendar
Launch detail categories
Get these product update alerts by email
Subscribe to the RSS feed of these updates

Live stream Hangouts Meet meetings

Many companies have important meetings that require delivering a message to large groups of people, like a company-wide all-hands or onboarding training. Now, G Suite Enterprise users can live stream Meet meetings to support these needs.

Meeting organizers in G Suite Enterprise domains can enable live streaming on their meeting in Calendar and invite their audience.



With the stream URL, up to 100,000 in-domain users can watch the meeting from the web or their mobile device. Support for watching live streams on Hangouts Meet hardware will be coming in the next few weeks. When ready, meeting participants can start the live stream to allow everyone to watch.





The ability to add live streaming to a meeting can be controlled per organizational unit (OU) from the Admin console. To do this, open the Admin console and go to Apps > G Suite > Google Hangouts and click “Meet settings.” Here, toggle “Let people stream their meetings.” This setting is ON by default.


For more information on live streaming video meetings, check out the Help Center.

Launch Details
Release track:

  • Admin console setting: Launching to both Rapid Release and Scheduled Release
  • End user setting: Launching to Rapid Release, with Scheduled Release coming in two weeks 


Editions:
Available to G Suite Enterprise and G Suite Enterprise for Education editions only. Free licenses are not eligible for meeting recordings or live streaming.

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

Impact:
Admins and end users

Action:
Change management suggested/FYI

More Information
Help Center: Live stream a video meeting
Help Center: Enable live streaming

Launch release calendar
Launch detail categories
Get these product update alerts by email
Subscribe to the RSS feed of these updates

New Content manager role coming to Team Drives

In October 2018, we will make several changes to membership roles in Team Drives. Most importantly, we’ll add a new “Content manager” role, which will make it easier to manage files in Team Drives. When it takes effect, Content manager will become the default role for new members of a Team Drive.

Many organizations have asked for this role in Team Drives. To help them take full advantage at launch and reduce manual work, we’re offering a one-time migration to move users who currently have “Edit access” to the Content manager role. G Suite admins can opt in to this migration by filling out this form before September 26th.

Content manager role will make file management easier 

Users with the Content manager role will be able to edit, reorganize, and delete Team Drive content, but they won’t be able to modify Team Drive membership or settings. Content manager will replace “Full access” as the default role for new Team Drive members.

There are some important differences between the permissions for Content managers and users with Edit access that are particularly helpful if you use Drive File Stream:


  • Unlike users with edit access, Content managers will be able to reorganize and delete files in a Team Drive. 
  • Content managers will have read and write access to files in Drive File Stream, allowing them to easily manage Team Drive files through their computer’s file system or the Drive web interface. Users with Edit access won’t have this access and so will still need to access Team Drive files on the web to edit them. 


Optional: Enroll your organization in a one-time role migration by September 26th 

We recommend organizations with Drive File Stream enabled use the new role and consider opting in to the migration. However, no action is required in response to these changes. If you don’t do anything, the roles of Team Drive members in your organization will not change in October. If you opt in to the migration:


  • All individual users and groups in your organization who are members of Team Drives with “Edit access” will become “Content managers.” 
  • External users who are members of Team Drives in your organization will not be migrated, unless they belong to a group that also contains internal users. If they belong to a group that also contains internal users and that group is a member of a Team Drive with “Edit access”, those external users will be migrated to the Content manager role. 


To opt in to the migration, complete this form by September 26th, 2018.

To access the form, you must be a G Suite admin for your organization and have received an email with the subject line “Introducing a new role in Team Drives.” If you received this email but can’t access the form, please contact G Suite support and reference ID: 78256060.

Migration will take place in October 

If you fill out the form above and enroll your organization in the one-time migration, it will start on October 15th, 2018, for Rapid Release domains and October 29th, 2018, for Scheduled Release domains. It will be a gradual rollout, so it may take up to 15 days after those dates to reach all domains. When the migration takes place, users and admins will not be explicitly notified, but will be able to see the different role description when they look at their Team Drive membership.

Launch Details 
Release track:

  • Migration applications open now until September 26th, 2018 
  • Migration will start on October 15th for Rapid Release domains and October 29th for Scheduled Release domains (for organizations who’ve opted in only) 


Editions:
Available to G Suite Business, Enterprise, Education, Nonprofit, and Enterprise for Education editions only

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

Impact: 
Migration decision applicable to admins only Full launch in October applicable to all end users 

Action: 
Admin action suggested/FYI and change management suggested/FYI


More Information 
Learning Center: Get started with Team Drives
Form to enroll in one-time Team Drives role migration


Launch release calendar
Launch detail categories
Get these product update alerts by email
Subscribe to the RSS feed of these updates