Category Archives: Official Gmail Blog

News, tips and tricks from Google’s Gmail team and friends

Do more from your inbox with Gmail Add-ons

For many of us, email is mission control—the prompt to generate an invoice, prepare a presentation or follow up on a sales opportunity. With so many to-dos, imagine if you could complete these tasks directly from your inbox without interrupting your workflow.

We believe email can do more, which is why we’re launching Gmail Add-ons, a new way to work with your favorite business apps directly in Gmail.

Gmail add-ons still image

Gmail Add-ons, built for your workflows

Rather than toggling between your inbox and other apps, use add-ons to complete actions right from Gmail. With Gmail Add-ons, your inbox can contextually surface your go-to app based on messages you receive to help you get things done faster. And because add-ons work the same across web and Android, you only need to install them once to access them on all of your devices. Click the settings wheel on the top right of your inbox and then “Get add-ons” to get started.

We made Gmail Add-ons available in developer preview earlier this year, and since then, our partners have built integrations to help businesses connect with customers, track projects, facilitate invoicing and more. Here’s a list of partners that have built Gmail Add-ons you can install today:

  • Asana: Turn communication with clients, customers and teammates into tasks that can be tracked with your team in Asana, all from your inbox.

Asana Twitter size
  • Dialpad: Message or call colleagues on your device, any time. Automatically view recent communications or save a new contact straight from Gmail.
  • DocuSign (coming soon): Sign and execute contracts, agreements and other documents directly in Gmail using the DocuSign add-on.
  • Hire: Add candidates, manage candidate information and upload resumes without leaving Gmail. You can access full job applications from the Hire add-on.
  • Intuit QuickBooks Invoicing: Create and send professional invoices directly in Gmail. Let customers pay you online and track invoice status and payments no matter where you are.
Intuit Twitter

  • ProsperWorks: Easily access prospect or customer data, and log activities from calls, demos and meetings. You can also scan related opportunities, tasks and events.

Prosperworks Twitter

  • RingCentral: See the online/offline status of RingCentral contacts, review recent call history, make outbound calls (requires RingCentral for Mobile) and view and send SMS messages.
  • Smartsheet: Add email content and desired attachments directly to Smartsheet without leaving Gmail.
  • Streak: Add email threads to deals, view enriched contact info and quickly respond with snippets directly from Gmail with the Streak add-on.
  • Trello: Turn email into actionable tasks in Trello to give your team a shared perspective on the work that needs to be done.

Trello social

  • Wrike: Create Wrike tasks from emails, view and update task details, and send and receive Wrike task comments.

If you're a developer, you can also easily create add-ons for your app or your organization—write your add-on code once and it will run natively in Gmail on web and Android right away. Learn more.

Try Gmail Add-ons today

Knock out action items the minute they hit your inbox. G Suite and Gmail users can check out the G Suite Marketplace to find and install Gmail Add-ons.

Source: Gmail Blog


7 ways admins can help secure accounts against phishing in G Suite

We work hard to help protect your company against phishing attacks—from using machine learning, to tailoring our detection algorithms, to building features to spot previously unseen attacks. While we block as many external attacks as we can, we continue to build and offer features designed to empower IT administrators to develop strong internal defenses against phishing.

Here are seven things we recommend admins do in G Suite to better protect employee data.

1. Enforce 2-step verification

Two-step verification (2SV) is one of the best ways to prevent someone from accessing your account, even if they steal your password. In G Suite, admins have the ability to enforce 2-step verification. 2SV can reduce the risk of successful phishing attacks by asking employees for additional proof of identity when they sign in. This can be in the form of phone prompts, voice calls, mobile app notifications and more.

Image 1: phishing post

G Suite also supports user-managed security keys—easy to use hardware authenticators. Admins can choose to enforce the use of security keys to help reduce the risk of stolen credentials being used to compromise an account. The key sends an encrypted signature and works only with authorized sites. Security keys can be deployed, monitored and managed directly from within the Admin console.

The Key to working smarter faster and safer

2. Deploy Password Alert extension for Chrome

The Password Alert chrome extension checks each page that users visit to see if that page is impersonating Google’s sign-in page and notifies admins if users enter their G Suite credentials anywhere other than the Google sign-in page.

Admins can enforce deployment of the Password Alert Chrome extension from the Google Admin Console (Device management > App Management > Password Alert)—just sign in and get started. You should check “Force installation" under both “User Settings” and “Public session settings.”

Image 2: phishing post

Admins can also enable password alert auditing, send email alerts and enforce a password change policy when G Suite credentials have been used on a non-trusted website such as a phishing site.

3. Allow only trusted apps to access your data

Take advantage of OAuth apps whitelisting to specify which apps can access your users’ G Suite data. With this setting, users can grant access to their G Suite apps’ data only to whitelisted apps. This prevents malicious apps from tricking users into accidentally granting unauthorized access. Apps can be whitelisted by admins in the Admin console under G Suite API Permissions.

Image 3: phishing post

4. Publish a DMARC policy for your organization

To help your business avoid damage to its reputation from phishing attacks and impersonators, G Suite follows the DMARC standard. DMARC empowers domain owners to decide how Gmail and other participating email providers handle unauthenticated emails coming from your domain. By defining a policy and turning on DKIM email signing, you can ensure that emails that claim to be from your organization, are actually from you.

5. Disable third-party email client access for those who don't need it

The Gmail clients (Android, iOS, Web) leverage Google Safe Browsing to incorporate anti-phishing security measures such as disabling suspicious links and attachments and displaying warnings to users to deter them from clicking on suspicious links.


By choosing to disable POP and IMAP, Google Sync and G Suite Sync for Microsoft Outlook, admins can ensure that a significant portion of G Suite users will only use Gmail clients and benefit from the built-in phishing protections that they provide. Additional measures include enabling OAuth apps whitelisting to block third-party clients as suggested earlier in the blog.


Note: all third-party email clients, including native mobile mail clients, will stop working if the measures outlined above are implemented.

Image 4: phishing post
Image 5: phishing post

6. Encourage your team to pay attention to external reply warnings

By default, Gmail clients (Android, Web) warn G Suite users if they’re responding to emails sent from outside their domain by someone they don’t regularly interact with, or from someone not in their contacts. This helps businesses protect against forged emails, from malicious actors or just plain old user-error like sending an email to the wrong contact. Educate your employees to look for these warnings and be careful before responding to unrecognized senders. Unintended external reply warnings are controlled from the Admin console control in the “Advanced Gmail” setting.

Image 6: phishing post

7. Enforce the use of Android work profiles

Work profiles allow you to separate your organization's apps from personal apps, keeping personal and corporate data separate. By using integrated device management within G Suite to enforce the use of work profiles, you can whitelist applications that access corporate data and block installation of apps from unknown sources. You now have complete control over which apps have access to your corporate data.

Image 7: phishing post

These steps can help you improve your organization’s security posture and become more resistant to phishing attacks. Learn more at gsuite.google.com/security or sign up for our security webinar on September 20, 2017 which features new security research from Forrester and a demonstration on how the cloud can help effectively combat cyber threats.

Source: Gmail Blog


How Virtru for G Suite lets you share sensitive business information and stay compliant

If you work in a regulated industry like healthcare, legal or finance, you might be familiar with regulations relating to HIPAA, CJIS and CFPB, and understand how important it is to protect sensitive data. In order to help you meet your obligations, you might need specific tools.

Gmail already offers world-class security protections like encryption through Transport Layer Security (TLS), but Virtru for G Suite is a simple way to help dually secure proprietary information included in your email communications. Virtru integrates client-side encryption directly into Gmail and G Suite, so you don’t have to worry about your emails or attachments falling into the wrong hands.

Using G Suite and Virtru, you can:

  • More securely send proprietary information via Gmail.
  • Create custom data loss prevention rules to detect and encrypt users’ sensitive information before it leaves your inbox.
  • Manage who can access what content and for how long (including third-parties), set expiration dates for emails and attachments and control forwarding on all messages.
  • Help your business meet regulatory requirements for email encryption, data security, privacy and data residency.

Why Premier Healthcare Services chose Virtru for G Suite

Premier Healthcare Services is a provider of skilled and unskilled in-home health services. The company uses Virtru for G Suite to securely send sensitive client information, and chose the encryption service because it was easy to install and intuitive to use for anyone familiar with Gmail.

Using Virtru for G Suite, Premier Health administrators can revoke access, manage forwarding and watermarking of attachments, and control access to documents and their expiration. Premier Health IT administrators can also set data loss prevention (DLP) rules to encrypt data  to help employees remain HIPAA compliant, even when they share information with parties outside of their domain.

To stay on top of their data security, they can also monitor a variety of activities within the Virtru Admin Dashboard, like when and where emails are forwarded and when DLP rules are triggered.

To learn how your business can use Virtru for G Suite to protect sensitive information in Gmail, register to attend this free webinar on July 11, 2017 at 10 a.m. PT / 1 p.m. ET.

Source: Gmail Blog


How Virtru for G Suite lets you share sensitive business information and stay compliant

If you work in a regulated industry like healthcare, legal or finance, you might be familiar with regulations relating to HIPAA, CJIS and CFPB, and understand how important it is to protect sensitive data. In order to help you meet your obligations, you might need specific tools.

Gmail already offers world-class security protections like encryption through Transport Layer Security (TLS), but Virtru for G Suite is a simple way to help dually secure proprietary information included in your email communications. Virtru integrates client-side encryption directly into Gmail and G Suite, so you don’t have to worry about your emails or attachments falling into the wrong hands.

Using G Suite and Virtru, you can:

  • More securely send proprietary information via Gmail.
  • Create custom data loss prevention rules to detect and encrypt users’ sensitive information before it leaves your inbox.
  • Manage who can access what content and for how long (including third-parties), set expiration dates for emails and attachments and control forwarding on all messages.
  • Help your business meet regulatory requirements for email encryption, data security, privacy and data residency.

Why Premier Healthcare Services chose Virtru for G Suite

Premier Healthcare Services is a provider of skilled and unskilled in-home health services. The company uses Virtru for G Suite to securely send sensitive client information, and chose the encryption service because it was easy to install and intuitive to use for anyone familiar with Gmail.

Using Virtru for G Suite, Premier Health administrators can revoke access, manage forwarding and watermarking of attachments, and control access to documents and their expiration. Premier Health IT administrators can also set data loss prevention (DLP) rules to encrypt data  to help employees remain HIPAA compliant, even when they share information with parties outside of their domain.

To stay on top of their data security, they can also monitor a variety of activities within the Virtru Admin Dashboard, like when and where emails are forwarded and when DLP rules are triggered.

To learn how your business can use Virtru for G Suite to protect sensitive information in Gmail, register to attend this free webinar on July 11, 2017 at 10 a.m. PT / 1 p.m. ET.

Source: Gmail Blog


As G Suite gains traction in the enterprise, G Suite’s Gmail and consumer Gmail to more closely align

Google’s G Suite business is gaining enormous traction among enterprise users. G Suite usage has more than doubled in the past year among large business customers. Today, there are more than 3 million paying companies that use G Suite.   

G Suite’s Gmail is already not used as input for ads personalization, and Google has decided to follow suit later this year in our free consumer Gmail service. Consumer Gmail content will not be used or scanned for any ads personalization after this change. This decision brings Gmail ads in line with how we personalize ads for other Google products. Ads shown are based on users’ settings. Users can change those settings at any time, including disabling ads personalization. G Suite will continue to be ad free.

The value of Gmail is tremendous, both for G Suite users and for users of our free consumer Gmail service. Gmail is the world’s preeminent email provider with more than 1.2 billion users. No other email service protects its users from spam, hacking, and phishing as successfully as Gmail. By indicating possible email responses, Gmail features like Smart Reply make emailing easier, faster and more efficient. Gmail add-ons will enable features like payments and invoicing directly within Gmail, further revolutionizing what can be accomplished in email.

G Suite customers and free consumer Gmail users can remain confident that Google will keep privacy and security paramount as we continue to innovate. As ever, users can control the information they share with Google at myaccount.google.com.

Source: Gmail Blog


As G Suite gains traction in the enterprise, G Suite’s Gmail and consumer Gmail to more closely align

Google’s G Suite business is gaining enormous traction among enterprise users. G Suite usage has more than doubled in the past year among large business customers. Today, there are more than 3 million paying companies that use G Suite.   

G Suite’s Gmail is already not used as input for ads personalization, and Google has decided to follow suit later this year in our free consumer Gmail service. Consumer Gmail content will not be used or scanned for any ads personalization after this change. This decision brings Gmail ads in line with how we personalize ads for other Google products. Ads shown are based on users’ settings. Users can change those settings at any time, including disabling ads personalization. G Suite will continue to be ad free.

The value of Gmail is tremendous, both for G Suite users and for users of our free consumer Gmail service. Gmail is the world’s preeminent email provider with more than 1.2 billion users. No other email service protects its users from spam, hacking, and phishing as successfully as Gmail. By indicating possible email responses, Gmail features like Smart Reply make emailing easier, faster and more efficient. Gmail add-ons will enable features like payments and invoicing directly within Gmail, further revolutionizing what can be accomplished in email.

G Suite customers and free consumer Gmail users can remain confident that Google will keep privacy and security paramount as we continue to innovate. As ever, users can control the information they share with Google at myaccount.google.com.

Source: Gmail Blog


Track projects with G Suite and Asana

Technology has transformed the way businesses operate—your teams likely do not look like they did 10 years ago. Now, companies rely on a mobile workforce and require productivity tools to help them collaborate no matter the location, and more importantly, without holding up work.

Businesses are using Asana  and G Suite to collaborate and manage projects from start to finish. Asana is a project management tool that helps teams plan, manage and track work, and is a part of the Recommended for G Suite program. With these two tools, your organization can:

  • Create tasks in Asana directly from Gmail
  • Add files directly from Google Drive to tasks in Asana
  • Keep track of deadlines by syncing your tasks in Asana with Google Calendar
  • Build custom reports in Google Sheets to analyze project data in Asana

Asana and Google

How OutSystems uses G Suite and Asana to drive marketing launches

OutSystems is a low-code application platform that uses Asana and G Suite to manage digital marketing and advertising projects to reach its more than 7 million users. With 30 marketers across the globe, it’s important that OutSystems uses tools to streamline reviews and track project status. 

With more than 90,000 apps built on their platform, OutSystems relies on Asana to prioritize projects and create templates for marketing launches. G Suite apps are built in, which means OutSystems employees can access their favorite productivity tools, like Google Drive, Docs and Sheets, in one place. 

Teams use Drive to attach files to tasks in Asana, Docs to edit web content, and Sheets to analyze project data. OutSystems marketers also work with external freelancers, and G Suite’s permission sharing settings make it easy to protect proprietary information.

You can get started using Asana and G Suite at your business. Sign up for this free webinar on Tuesday, June 27, 2017 at 9 a.m. PT / 12 p.m. ET.

Source: Gmail Blog


Four signs you’re wasting time at work and how G Suite can help

We all waste time at work, whether it’s on purpose (brushing up on Wonder Woman's history) or on accident (really should have budgeted more time for internal reviews). Luckily, G Suite can help you accomplish more at work, quicker. Here are four tell-tale signs you’re spending time on the wrong things, and tips on how to avoid these time-sinks.

1. You’ve spent more time emailing co-workers than you have actually working 

The average worker spends an estimated 13 hours per week writing emails—nearly two full work days. Luckily, you can cut back on time spent replying to emails with Smart Reply in Gmail. Smart Reply uses machine learning to generate quick, natural language responses for you.

2. You’ve spent the past hour formatting slides for a presentation

Is an image centered? Should you use “Times New Roman” or “Calibri?” Formatting presentations monopolizes too much of our time and takes away from what’s really valuable: sharing insights.

But you can save time polishing your presentations by using Explore in Slides, powered by machine learning. Explore generates design suggestions for your presentation so you don’t have to worry about cropping, resizing or reformatting. You can also use Explore in Docs, which makes it easy to research right within your documents. Explore will recommend related topics to help you learn more or even suggest photos or more content you can add to your document. Check out how to use Explore in Slides and Docs in this episode of the G Suite Show:

Explore feature for Docs and Slides | The G Suite Show

Explore feature for Docs and Slides | The G Suite Show

3. You can’t find a file you know you saved in your drive

Where is that pesky file? According to a McKinsey report, employees spend almost two hours every day searching and gathering information. That’s a lot of time.

Curb time wasted with Quick Access in Drive, which uses machine intelligence to predict and suggest files you need when you need them. Natural Language Processing (NLP) also makes it possible for you to search the way you speak. Say you’re trying to find an important file from 2016. Simply search “spreadsheets I created in 2016” and voilà! 

Another way to avoid losing files is by using Team Drives, a central location in Drive that houses shared files. In Team Drives, all team members can access files (or manage individual share permissions), so you don’t have to worry about tracking down a file after someone leaves or granting access to every doc that you create.

4. You’ve fussed with a spreadsheet formula over and over again

According to internal Google data, less than 30 percent of enterprise users feel comfortable manipulating formulas within spreadsheets. “=SUM(A1, B1)" or "=SUM(1, 2)" is easy, but more sophisticated calculations can be challenging.

Bypass remembering formulas and time-consuming analysis and dive straight into finding insights with Explore in Sheets, which uses machine learning to crunch numbers for you. Type in questions (in words, not formulas) in Explore in Sheets on the web to learn more about your data instantly. And now, you can use the same powerful technology to create charts for you within Sheets. Instead of manually building graphs, ask Explore to do it for you by typing the request in words.

GIF

Stop wasting time on menial tasks and focus more on important, strategic work. To learn more about other G Suite apps that can help you save time, visit https://gsuite.google.com/.

Source: Gmail Blog


Keeping your company data safe with new security updates to Gmail

Keeping company data secure is priority one, and that starts with protecting the tools that your employees use every day. We’re constantly adding security features to help businesses stay ahead of potential threats, and are excited to announce new security features for Gmail customers, including early phishing detection using machine learning, click-time warnings for malicious links, unintended external reply warnings and built-in defenses against new threats.

New machine learning models in Gmail to block phishing

Machine learning helps Gmail block sneaky spam and phishing messages from showing up in your inbox with over 99.9 percent accuracy. This is huge, given that 50-70 percent of messages that Gmail receives are spam. We’re continuing to improve spam detection accuracy with early phishing detection, a dedicated machine learning model that selectively delays messages (less than 0.05 percent of messages on average) to perform rigorous phishing analysis and further protect user data from compromise.

Our detection models integrate with Google Safe Browsing machine learning technologies for finding and flagging phishy and suspicious URLs. These new models combine a variety of techniques such as reputation and similarity analysis on URLs, allowing us to generate new URL click-time warnings for phishing and malware links. As we find new patterns, our models adapt more quickly than manual systems ever could, and get better with time.
Gmail security - still

New warnings for employees to prevent data loss 

When employees are empowered to make the right decisions to protect data, it can improve an enterprise’s security posture. To help with this, Gmail now displays unintended external reply warnings to users to help prevent data loss. Now, if you try to respond to someone outside of your company domain, you’ll receive a quick warning to make sure you intended to send that email. And because Gmail has contextual intelligence, it knows if the recipient is an existing contact or someone you interact with regularly, to avoid displaying warnings unnecessarily.

Gmail Security - GIF

Protecting your business with the latest security advancements

Security threats are constantly evolving and we’re always looking for ways to help people protect their data. With new built-in defenses against ransomware and polymorphic malware, Gmail now blocks millions of additional emails that can harm users. We classify new threats by combining thousands of spam, malware and ransomware signals with attachment heuristics (emails that could be threats based on signals) and sender signatures (already marked malware).

Outside of today’s updates, here are a few other security advancements we’ve made within Gmail to make sure you stay protected:

Whirlpool, PWC and Woolworths are just a few companies that rely on Gmail to securely collaborate. Learn more.

Source: Gmail Blog


Build with G Suite

Today wraps our annual Google I/O conference. Thousands of developers from around the world gathered to learn about our latest developer products and share best practices, including how to build next-gen business applications using G Suite. In case you need it, here’s a list of the various developer tools you can use to customize app your G Suite experience at your organization.

1. Build and deploy custom apps using App Maker 

App Maker is a low-code, application development tool in G Suite that helps developers quickly build and deploy custom apps securely. It comes with built-in templates, a drag-and-drop UI and point-and-click data modeling. Plus, you can customize your app to connect with a wide range of APIs using Apps Script. App Maker is currently available as part of an Early Adopter Program for G Suite Business customers. Learn more.

App Maker GIF

2. Create seamless integrations with the G Suite APIs

Speaking of APIs, G Suite offers a number of ways for developers to integrate their app with ours and create a seamless experience for users. Here are a few of our favorite G Suite APIs.

  • Try the Sheets API which lets your developers read, write and format data in Sheets. Plus, you can automatically generate and update charts, pivot tables and more.
  • The Slides API helps you access and update presentations programmatically, pulling in data from various sources (including popular third-party apps) and producing polished template-based presentations in a fraction of the time.
  • Leverage the Gmail API to access and organize your Gmail inbox. You can program your application to read and send messages, create filters to automatically label, forward and archive messages, or even update vacation responders.
  • Finally, the Drive API allows you to manage Google Drive files and/or folders as well as leverage new Team Drive features programmatically. Developers can also use the Drive SDK to create Drive-enabled apps that handle custom files.

3. Customize your G Suite experience with Add-ons 

Using Apps Script, G Suite's native JavaScript-based development platform, developers can easily customize their favorite apps like Sheets, Docs, and Forms by adding menu items, sidebars or editing files programmatically directly within these apps. We also recently introduced Gmail Add-ons in developer preview, so that third-party developers can bring the power of their apps directly into Gmail. Better yet, developers need only write their Gmail Add-on once, and it’ll run natively in Gmail on web, Android and iOS right away.

Quickbooks GIF
Image credit: Intuit and Prosperworks

To learn more about how you can integrate and better customize your business applications for G Suite, check out the G Suite Developers blog or the G Suite Developers show. You can also subscribe to the G Suite Developers newsletter for updates.

Source: Gmail Blog