Tag Archives: Gmail

Use Vault for Gmail confidential messages and Jamboard files

What’s changing 

Google Vault is adding support for two new types of content:

  • Gmail confidential mode emails - If your users send or receive messages in Gmail confidential mode (currently available for G Suite as a beta program,) Vault will retain, preserve, search and export confidential mode messages as per the details below. 
  • Jamboard files stored in Google Drive - Vault will automatically retain and preserve Jamboard files (‘jams”) according to the retention rules and holds set for Google Drive, and let you search and export these files. 


Who’s impacted 

Admins only

Why you’d use it 

Google Vault lets you retain, hold, search, and export data to support your organization’s retention and eDiscovery needs. This launch adds support for new data types so that you can comprehensively govern your organization’s data.

How to get started  




Additional details 


Support for Gmail confidential mode emails 
Gmail confidential mode lets users restrict recipients' access to sensitive email content. This feature is available to G Suite domains through our Gmail confidential Beta program.

Vault and confidential messages sent by members of your organization - Vault can hold, retain, search, and export all confidential mode messages sent by users in your organization. Messages are always available to Vault, even when the sender sets an expiration date or revokes recipients' access to confidential messages.

Here’s an example of what admin@ink-42.com will see in Vault when they search for sam@ink-42.com and preview this email sent by lisa@ink-42.com.


Vault and confidential messages received from external senders - Your users might receive confidential mode messages from external parties such as other G Suite customers and from personal Gmail accounts. You can hold, retain, search and export message headers and subjects of external confidential messages. However, you can't search or export message content or attachments from external confidential messages.

Here’s an example of what admin@ink-42.com will see in Vault when they search for sam@ink-42.com, and preview this email sent by an external domain (ben@imfl.com).


See our Help Center for more information on Vault and Gmail confidential mode. You can also see how to protect Gmail messages with confidential mode.

Support for Jamboard files (“jams”) stored in Google Drive 

With this launch, you’ll be able to manage Jamboard files that have been saved to a user’s Google Drive:

  • Retain Jamboard data through Vault with the same retention rules that you set for Google Drive. All your retention rules set for Drive will automatically apply to jams in Drive. 
  • Preserve Jamboard data through Drive holds. 
  • Search for Jamboard data in Vault, alongside other Drive files, or only search Jamboard files with the “type:jam” search operator. You can also preview jams and export them. 

See our Help Center for to see how to set retention rules for Drive, which will also apply to jams. 

Helpful links 




Availability 

Rollout details 

Vault support for Jamboard 


Vault support for Gmail Confidential in beta is completely rolled out to all domains.

G Suite editions 
Available to G Suite Business, Enterprise, and Enterprise for Education editions, as well as G Suite users with the Vault add-on license

On/off by default?
This feature will be ON.

Stay up to date with G Suite launches

Keep data secure with Gmail confidential mode (beta)

What's changing

We’re opening a beta program for Gmail confidential mode. With confidential mode, it’s easier to protect sensitive content in your emails by creating expiration dates or revoking previously sent messages, and removing options for recipients to forward, copy, print, and download.

Who’s impacted

Admins and end users

Why you’d use it

Built-in Information Rights Management (IRM) removes the option to forward, copy, download or print messages. This helps reduce the risk of confidential information being accidentally shared with the wrong people.

In addition to protecting sensitive content in your emails by creating expiration dates, you can also require additional authentication via text message to view an email. This makes it possible to protect data even if a recipient’s email account has been hijacked while the message is active.

How to get started

  • Admins: Gmail confidential mode Beta is available as an opt-in to all G Suite customers. Admins can opt-in to the beta by going to the Admin console and navigating to Apps > G Suite > Settings for Gmail > User settings. Here they will be able to select the option to Enable confidential mode.

    • End users: Once Gmail confidential mode is activated in the Admin console, users can send Gmail confidential mode emails. When they compose an email, there is a button to enable confidential mode for the email.


      If users click on the button, it opens the Gmail confidential mode user settings dialog box where they can modify the settings:



      Additional details

      At the beta launch, Gmail confidential mode will:

      1. Allow users to set an expiration date for messages or revoke access at any time
      2. Disable options to forward, copy, print, and download the email body and attachments
      3. Allow users to set SMS passcodes wherein recipients will get a passcode by text message to be able to access the email sent using confidential mode
      4. Let users choose to remove access early before the expiration date.
      Note: Although confidential mode helps prevent the recipients from accidentally sharing your email, it doesn't prevent recipients from taking screenshots or photos of your messages or attachments. Recipients who have malicious programs on their computer may still be able to copy or download your messages or attachments.

      Additionally, if your users send or receive messages in Gmail confidential mode, Vault will retain, preserve, search and export confidential mode messages. The message body of received messages will be accessible in Vault only if the sender of the message is from within your organization. Learn more about how Vault works for confidential mode messages here.

      Helpful links

      Help Center: About Gmail confidential mode:

      Availability


      G Suite editions

      • Available to G Suite editions.

      On/off by default?

      • This feature will be OFF by default and can be enabled by the admin via the Admin console.

      Stay up to date with G Suite launches

      Easily copy your Gmail holds to Hangouts Chat in Google Vault

      What’s changing

      As we previously announced, beginning on April 16, 2019, Mail retention rules and holds will stop protecting chat messages in classic Hangouts. Instead, Hangouts Chat retention rules and holds will protect chat messages in both classic Hangouts and Chat. To continue to preserve messages in classic Hangouts, before April 16, 2019, you must copy any existing Mail holds (that apply to messages in classic Hangouts) to Hangouts Chat in Google Vault. Today, we’re launching a new feature in Vault to help you copy your holds from Mail to Hangouts Chat, with a few clicks.

      Who’s impacted

      Vault Admins only

      Why you’d use it

      This feature helps you ensure all your messages in classic Hangouts and Hangouts Chat are preserved by the same Vault policies as your classic Hangouts messages are today.

      How to get started

      Admins: In Vault,
      • From the list of Vault matters, click on any matter that may contain Gmail holds. When viewing the list of holds in this matter, you can select multiple Mail holds at once.
      • Select the Mail hold(s) and click Copy holds to Hangouts Chat.


      End users: No action required

      Additional details

      Note that Hangouts Chat doesn’t support holds based on date ranges or search terms, so they won’t be copied with the hold. You can also choose to extend these holds to cover conversations associated with these custodians in rooms.

      Additionally, if you have a large number of holds in place, you can also use Vault APIs to duplicate your holds in bulk.

      Helpful links

      Availability

      Rollout details

      G Suite editions
      • Available to G Suite Business, Enterprise, and Enterprise for Education editions, as well as G Suite users with the Vault add-on license.

      On/off by default?
      • This feature will be ON by default.
      Stay up to date with G Suite launches

      Easily take action in Gmail with new right-click context menu options

      What’s changing

      We’re adding more options to the right-click context menu in Gmail.
      New menu options in Gmail with conversation mode on

      New menu options in Gmail with conversation mode off


      Who’s impacted

      All end users

      Why you’d use it

      With these new options, you can take even more actions, directly from a message, in your inbox such as:

      • Reply to, or forward, an email in one click from the main page
      • Search for all emails from a sender
      • Search for all emails with the same subject (if conversation view is turned off)
      • Open multiple emails in multiple new windows at the same time
      • Easily add a label or move an email 

      How to get started


      • Admins: No action necessary.
      • End users: The context menu can be opened by:
        • Right-click
        • Ctrl+click on Mac keyboards
        • The menu key on Windows keyboards.

      Availability

      Rollout details


      G Suite editions

      • Available to all G Suite editions

      On/off by default?

      • This feature will be ON by default.

      Stay up to date with G Suite launches

      A new look and feel for Gmail on mobile

      What’s changing

      In addition to similar announcements we’ve recently made for Drive and Docs, Sheets, Slides, and Sites on the web, we’re now bringing a new look to Gmail on mobile, too.

      As part of the new design, you can quickly view attachments—like photos—without opening or scrolling through the conversation. It’s also easier to switch between personal and work accounts, so you can access all of your emails without breaking a sweat.

      A more minimal use of color helps you focus on content and what's important to you. We’ve also replaced the search button with a more prominent search bar at the top of the screen.


      And just like on the web, you’ll get big, red warnings to alert you when something looks phish-y. 

      Who’s impacted

      All end users

      Why you’d use it

      This update is part of a larger effort to bring the look and feel of our G Suite apps together as a whole, and always with ease-of-use in mind.

      How to get started

      • Admins: No action needed
      • End users: You'll see the changes coming to your Android and iOS devices over the coming weeks.

      Additional details

      We’ve already updated the web apps for Gmail, Drive, Calendar, and most recently Google Docs and Sites. In the coming weeks, you’ll see the new mobile design in Gmail on Android and iOS, with more G Suite mobile apps to follow later this year.

      Helpful links

      Availability

      Rollout details
      • Rapid Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on January 29, 2019
      • Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on January 29, 2019
      G Suite editions
      Available to all G Suite editions

      On/off by default?
      This feature will be ON by default.

      Stay up to date with G Suite launches

      Making Gmail on mobile better for you

      If you’ve used Gmail on the web in the past year, you probably noticed its new features that were designed to help you get things done quickly.

      With machine learning, Gmail can help you draft emails faster using Smart Compose, or reply to messages quicker with suggested responses generated by Smart Reply. It can also “nudge” you to follow up on emails with subtle reminders in your inbox, and notify you to reply to threads so that you can prioritize what’s important or overdue.

      Today, we’re kicking off the year with a new look for Gmail on mobile, too. As part of the new design, you can quickly view attachments—like photos—without opening or scrolling through the conversation. It’s also easier to switch between personal and work accounts, so you can access all of your emails without breaking a sweat. And just like on the web, you’ll get big, red warnings to alert you when something looks phish-y.

      This update is part of a larger effort to make G Suite look and act like a family of products, designed in the Google Material Theme with ease-of-use in mind. We’ve already updated the web experiences for Gmail, Drive, Calendar, and most recently Google Docs and Sites. In the coming weeks, you’ll see the new mobile design in Gmail on Android and iOS, with more G Suite mobile apps to follow later this year.

      Source: Gmail Blog


      New Gmail compose formatting and download options

      What’s changing

      We're adding three new features to Gmail:

      • Shortcut to undo/redo in the compose window
      • Shortcut to strikethrough text
      • Ability to download messages as .EML files in rfc822 format from Gmail on the web

      Who’s impacted

      End users

      Why you’d use it

      • Undo/Redo: If you need to undo an action, like if you accidentally delete the content of your draft of an email, you can do so straight from the compose view. Anytime you have undo, you want to also have the option of redo, so we’ve added that as well.
      • Strikethrough: Strikethrough is a visual cue that something has been completed or can be used as an edit suggestion. We’ve heard from you that this functionality is critical to quickly and efficiently write emails, especially when you want to visually indicate a change in language.
      • Download as .EML: This format is recognized by other email clients, allowing you to view the Gmail content along with attachments within these clients. In addition, with this functionality users can now add these downloaded messages as attachments in their emails.

      How to get started

      • Admins: No action necessary.
      • End users - new compose formatting: Click on the formatting menu in the Gmail compose window.

      • End users - new download format: Open the overflow (three dot) menu and select “Download message.”

      Availability

      Rollout details

      • Rapid Release domains: Full rollout (1-3 days) starting on January 22, 2019
      • Scheduled Release domains: Full rollout (1-3 days) starting on January 22, 2019
      G Suite editions

      • Available to all G Suite editions
      On/off by default?

      • These features will be ON by default.
      Stay up to date with G Suite launches

      Notice the new format for these launch announcements? Give us feedback on it here.

      Better information on spam messages in Email Log Search

      As a G Suite admin, you can now get more detailed and helpful information in the Admin console about emails that have been marked as spam. The Email Search Log tool will now show the reason an email was flagged as spam, as well as other warnings users may see about suspicious emails.

      This new information will help you understand the steps that our spam classification system takes to protect end-users and will assist in managing email traffic. To access the tool, from the Admin console Home page, go to Reports > Audit > Email log search. See our Help Center to get more details on the Email Log Search tool.

      Digging deeper into spam 

      When using the Email Log Search to locate spam, you’ll now receive detailed data about the spam and annotations about the messages, including:
      • The reason an email was or was not marked as spam 
      • When anomaly banners are triggered by suspicious attachments or a phishing attack 



      See the Help Center to learn how you, as an admin, can download Email Log Search results to a CSV file or open them in Google Sheets for easy viewing.

      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: Interpret Email Log Search results

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      View emails from multiple accounts at once in the Gmail iOS app

      You can view email from multiple accounts, be it your work or personal, G Suite or non-G Suite (even third-party IMAP accounts), in the Gmail iOS app. But you’ve traditionally needed to toggle between different inboxes to do so. To save you time, we’re now making it possible to view emails from multiple accounts in a single inbox on an iOS device—the same way you can with the Gmail Android app.


      To see emails from different accounts at one time, simply select the “All Inboxes” view from the left-hand side drawer. This will show all your emails in a single list, but don’t worry—no emails will be shared between your accounts.

      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: Check emails from other accounts


      Launch release calendar
      Launch detail categories
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      Compose actions in Gmail Add-ons now available

      Compose actions in Gmail Add-ons make it easy to add links and attachments from apps like Box, Dropbox, Atlassian’s Jira, and Egnyte to any Gmail message—right as you’re drafting it. We’re launching Compose actions to G Suite customers today with those four partners (plus more on the way). See our post on the G Suite blog for more details.

      Gmail Add-ons with compose actions can be installed from the G Suite Marketplace. Like all other Gmail Add-ons, G Suite admins can install them for their entire domain or add them to their whitelist.

      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
      G Suite blog: Never miss a beat—new integrations make it easy to insert content, trigger actions within Gmail
      Help Center: Install Marketplace apps
      Help Center: Control user installation of Marketplace apps

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