Tag Archives: Google Docs

Update all linked content with one click in Docs and Slides

What’s changing 

We’re adding a new “Linked objects” sidebar where users can see all linked content in their documents, such as embedded charts, tables, slides, and drawings.

Who’s impacted 

End users

Why you’d use it 

The Linked objects sidebar gives users the ability to quickly access all linked content to see if anything is outdated and update all the content with a single click.


How to get started 

Admins: No action required.
End users: To update the data in a multiple charts or tables:

  • In Docs or Slides, at the top click Tools > Linked objects
  • A sidebar will open on the right, at the bottom click Update all
    • Note: Click Update next to specific objects to update them individually. 

Additional details 

If you don’t see Update or Update All, your charts, tables, or slides may not be linked. To learn how to link charts, tables, or slides see this article in our Help Center.

Helpful links 

Update charts, tables, slides or drawings in a document or presentation. 
Link a chart, table, or slide to Google Docs or Slides. 

Availability 

Rollout details 

  • Rapid Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on May 20, 2019. 
  • Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on June 17, 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

Work anywhere with Google Docs, Sheets, and Slides in new offline mode

What’s changing 

It’s now possible for users to work on Docs, Sheets, and Slides files when your device is offline or have a bad internet connection within Google Drive. You can also preview which files are available offline with a new offline preview mode.

Right click on Docs, Sheets, and Slides files from within Google Drive to make those files available offline.

You can preview which files are available offline using the Offline preview mode

Who’s impacted 

Admins and end users.

Why you’d use it 

We know it’s important for users to access and work on their files while traveling or when there’s low connectivity. With offline mode, it’s now possible to create, edit, and comment on Docs, Sheets, or Slides files. Any changes made to files while offline will then sync in Drive once the user is connected again.

How to get started 

  • Admins: Admins can enable this feature for all or some users:
    • To let users enable offline access (recommended), go to Apps > G Suite > Drive and Docs.
    • To enable offline access for specific devices, see this article in our Help Center.
    • Note: The default for this feature is that all users can enable offline access on any device they sign into, but it is not enabled automatically except on Chromebooks 
  • End users: To work with your files while offline, you’ll need to enable offline access in your Drive settings:
    • From Google Drive, click the gear icon at the top right corner, select Settings > General and select Sync Google Docs, Sheets, Slides, and Drawings files to this computer so that you can edit offline.
    • Once offline access is enabled, a checkmark icon will appear in the top right next to Settings (gear icon) and Support (question mark). When you click this icon, you can find the offline preview toggle. 



Additional details 

To make files available offline in Google Drive, right click on any file and toggle Available offline from the menu while connected.

When offline access is enabled, Google Drive also automatically and intelligently makes a certain number of Google Docs/Sheets/Slides files available offline based on how recently you accessed them. You can preview which files are already available offline automatically using the offline preview mode. You can also mark a file available offline -- so that it always remains available offline -- while in offline preview mode, as long as you are connected.

Helpful links 

Availability 

Rollout details 
  • Rapid Release domains: Gradual rollout (up to 15 days for feature visibility) starting on April 24, 2019 
  • Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on May 21, 2019. 
G Suite editions 
  • Available to all G Suite editions.
On/off by default? 
  • This feature will be ON by default for users who already have offline enabled.
Stay up to date with G Suite launches

Work with Google Docs, Sheets, and Slides in Dropbox with a new beta

What’s changing 

This Dropbox beta will allow Dropbox users to work with Google Docs, Sheets, and Slides directly in Dropbox.

G Suite admins with a Dropbox Business subscription for their organization can find more details and apply for the beta here.

Who’s impacted 

Admins and end users.

Why you’d use it 

When users are signed in to both their Google and Dropbox accounts, they can create and store Docs, Sheets, and Slides files in any Dropbox folder, alongside traditional files. You’ll be able to:

  • Create and edit web-based files: 
    • You can start a shared Docs, Sheets, or Slides file right from dropbox.com or from apps on Windows and Mac, and have it stored in Dropbox. When you open files, you’ll be taken straight to familiar Google editors within Dropbox.
    • You can also open .docx, .xlsx, or .pptx files from Dropbox in Docs, Sheets, or Slides, and save them back to Dropbox in their original format. 


Create Docs, Sheets, and Slides from within Dropbox Web UI

  • Share Files and manage access: 
    • Adding a Docs, Sheets, or Slides file to a shared Dropbox folder will automatically grant members access. You can also share files on a one-off basis without adding it to a shared folder by inviting people from Dropbox or creating a shareable link. 


    • Whether sharing files directly from Dropbox or with a link, you can set edit or view-only access. You’ll also have the option to set permissions to team only when sharing within your organization or anyone when sharing files outside your organization.


Dropbox sharing modal overlaid on Slides presentation 



  • Search your files: Docs, Sheets, and Slides files will show up when searching in Dropbox, including results from the content within your Docs, Sheets, and Slides in addition to file names. 


  • Collaborate: You’ll be notified of any comments or edits made on your Docs, Sheets, and Slides files in your Dropbox notifications, so you can easily stay on top of what’s happening with your files. 

We hope this feature will streamline workflows by reducing the time spent switching between multiple tools helping you use data more effectively.

How to get started 



Additional details 

Dropbox users on desktop, web, and mobile can view, comment, search, move, copy, and delete files. Note that mobile users will not be able to edit files.

Helpful links 

For more details and how to apply for the beta, see here.

Availability 

G Suite editions 

  • Available to all G Suite editions.

Stay up to date with G Suite launches

More collaboration insights in the Activity dashboard

This announcement was made at Google Cloud Next ‘19 in San Francisco. Check out Next OnAir to tune into the livestream or watch session recordings following the event.

Quick Launch Summary 

We’re introducing two new features to the Activity dashboard in Google Docs, Sheets, and Slides:

Sharing history
Sharing history provides users with granular visibility into how your document is being shared with others across your organization and elsewhere. You’ll now see who shared access with who and what level editing access they’ve been granted.



Comment trend 
Comment trend will help users visualize the conversations in a particular document, showing the number of comments, suggestions, and replies created per day. A graph will display the number of new comment threads, replies, and unresolved comments over the lifetime of a document.



These updates add more context to the Activity dashboard, a feature we launched last year to help users see who’s viewed a particular document and viewer trends. These additions will further flesh out the Activity dashboard, making it a centralized hub where document owners and editors can see how other collaborators are engaging with their content.


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

Office editing makes it easier to work with Office files in Docs, Sheets, and Slides

This announcement was made at Google Cloud Next ‘19 in San Francisco. Check out Next OnAir to tune into the livestream or watch session recordings following the event.

What’s changing 

With Office editing, you can now edit, comment, and collaborate on Microsoft Office files using Google Docs, Sheets, and Slides. This feature brings the collaboration benefits of G Suite to Office files while streamlining workflows by eliminating the need to convert file types.


Who’s impacted 

End users

Why you’d use it 

Office editing will make it easy for G Suite users to open and edit Microsoft Office files that have been shared by partners, vendors or other teams. In cases where some members of your organization use Office while others use G Suite, this ensures seamless collaboration and eliminates the need to consider or convert file types.

Office editing brings everyone the benefits of G Suite’s real time collaboration tools and intelligence features to Office files.

How to get started 

Admins: If your organization uses the Office compatibility app in Chrome, you may experience issues using this feature. To learn more about disabling this app for your domain or having users remove it, see here.
End users:
  • In Google Drive, double-click your Office file. This will open a preview of the file. 
  • At the top, click Open in Google Docs, Sheets, or Slides
  • From here, you can edit, share, view version history, collaborate in real-time with others, and more. 
  • All changes you make will be saved to the original Office file. 

Additional details 

The following Office file types are supported: 
  • Word files: .doc, .docx, .dot 
  • Excel files: .xls, .xlsx, .xlsm (macro enabled Excel files), .xlt 
  • Powerpoint files: .ppt, .pptx, .pps, .pot 
Note: If you edit Word, Excel, or PowerPoint documents older than Office 2007, files will be saved to a newer format when editing using Office editing. 

Helpful links 

To learn more about removing the Office compatibility app, see here

Availability 

Rollout details
  • Rapid Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on April 17, 2019. 
  • Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting no earlier than May 6th, 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

Minor updates related to the Activity Dashboard in Editors and the Admin console

Quick launch summary 

We’re making two minor updates to verbiage found in the Activity Dashboard in Editors and related settings within the Admin console. As we launch more features to the Activity Dashboard, these updates will help keep things clear for both admins and end users.

In the Admin console: 
In the Activity dashboard settings, where it previously read “Access to activity dashboard” on the left hand navigation, it will now read “Access to view history.”



From here, Admins can set the ability for users to access Viewers and Viewer trend activity in the dashboard to ON/OFF. To learn more about file activity visibility, see this article in the Help Center.

In Editors: 
Within the Activity dashboard, the “View time” tab has been renamed to “Viewers.” From this tab, document owners can see the last time users with Edit access viewed the file and take action to follow-up. To learn more about view history in Docs, Sheets, and Slides, see this Help Center article. 

We’re also changing the icon for the Viewers tab — previously it was a clock, now it will be a person. This change is to better indicate the purpose of this tab, which is viewer history, not time viewers spent in the document.



Availability 

Rollout details
G Suite editions 
  • Available to all G Suite Editions.

Stay up to date with G Suite launches

Accessibility settings are now easier to access on Docs, Sheets, and Slides

Quick launch summary

It’s now easier to discover accessibility features like screen reader support, braille support, and screen magnifier support in Docs, Sheets, and Slides.

While these accessibility features were previously available, they required additional steps to access the accessibility menu. This change will make these settings more readily available by placing the Accessibility settings in the Tools menu.

Access the Accessibility menu by selecting Tools > Accessibility settings.

The accessibility settings dialog showing screen reader, braille, and screen magnifier support options.
If the screen reader option is selected from the accessibility settings dialog, an Accessibility menu will be displayed at the top of Docs, Sheets, and Slides for easy access.

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

Spelling and grammar improvements in Docs for Enterprise

Quick launch summary 

Earlier this year we introduced a BETA for new grammar suggestions in Google Docs. Now we’re making this feature available for G Suite Basic, Business, and Enterprise users.

The new features enhance existing spell check functions and highlight possible grammatical errors in your text. We’re also introducing a revamped interface for reviewing spelling and grammar suggestions which makes it faster and easier to spot and correct errors in your text.

Some improvements you’ll see are:

  • Grammar 
    • Possible grammar corrections will be underlined in blue. To see a suggested correction or dismiss the alert, simply right-click. 
    • You will also see possible grammar errors when running a spelling and grammar check through the Tools menu. 
  •  New language review interface
    •  You can easily review all language suggestions for your document with the updated spelling and grammar check tool. Access it through the “Tools” menu or right-click on a suggestion and select “Review more suggestions” — you’ll see each suggestion and actions to correct any errors. 
To learn more about how we’re using machine learning to recognize errors and suggest corrections to improve your writing, see here.

Availability 

Rollout details 
  • Rapid Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on March 5, 2019. 
  • Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on March 5, 2019. 
G Suite editions 
  • Available to G Suite Basic, G Suite Business, G Suite Enterprise, and G Suite for Education.
  • Not Available to G Suite Enterprise for Education, and G Suite for Nonprofits.  
On/off by default? 

Google Drive and Google Docs available in Burmese and Welsh

Quick launch summary 

We’re expanding our language offerings in Docs, Sheets, Slides, new Sites, Forms, and Drive on web to include Burmese and Welsh.

Here’s how to change your display language:

  • Open your Google Account 
  • Click Data and Personalization 
  • Scroll down to the General preferences for the web panel 
  • Click Language 
  • Select Edit 
  • Choose your language from the dropdown box and click Select

Availability 

Available for Drive on February 13, 2019.
Available for Docs on February 19, 2019.

G Suite editions 
Available to all G Suite Editions.

On/off by default? 
This feature will be ON by default for users who have their Google language preference set as Burmese or Welsh.

Stay up to date with G Suite launches

Manage workflows and automate processes with the new Google Docs API

What's changing

With the new Docs API, there are more ways to build services that better support your business and improve your workflows. For documents that require consistency, collaboration, and accuracy — like invoices, proposals, contracts, and reports — the API will help automate common word processing tasks with the real-time editing and collaboration of Docs.

Who’s impacted 

Developers 

Why you’d use it 

Some ways you could use this API are: 
  • Create documents automatically 
    •  Use the Docs API to automate document creation, like creating all of the blank invoices you need for a particular quarter with a single click. Documents that require a template, like legal documents or contracts, can be automated based on user input and monitored with the API as well. 
  • Manage workflows 
    • Use the Docs API to add user or system-provided data to a document at various stages of a process. Programmatic edits to the same document over time, or to multiple documents at once, can simplify your workflows. 
  • Sync with your content management systems 
    •  From internal wikis to blog content, you can import and export document details seamlessly between Google Docs your employees are editing and your content management systems. For example, publishing platforms can now allow their customers to compose and collaborate in Docs to drive content to their sites. 

How to get started 

For more information and how to get started, see the Docs API developer site

Additional details 


The Docs API will round out a complete set of APIs across all G Suite editor applications along with the Sheets API and the Slides API


Helpful links 

Availability 

G Suite editions 
Available immediately to all G Suite editions. 

On/off by default? 
The API is available and accessible by default to all G Suite users.

Stay up to date with G Suite launches