Tag Archives: Google Drive

ICYMI in May: here’s what happened in G Suite

While Laurel vs. Yanny dominated office chatter this past month, businesses also got their first taste of working in the all-new Gmail. Packed with advanced security features, more integrations and new applications of Google’s artificial intelligence, Gmail is already receiving positive feedback like this, this and this from users.

To experiment with the new Gmail in your personal Gmail accounts, go to Settings in the top right of your inbox and select “Try the new Gmail.” It’s also available for G Suite businesses to use in the Early Adopter Program (EAP).

Subhead 1 ICYMI G Suite

We all have that one coworker who we rely on for tips on how to master spreadsheets, draft functions, organize email and more. We want to empower anyone who uses G Suite to become the go-to “pro” in the office. To help, we’re kicking off a bimonthly series called “G Suite Pro Tips.”

This month, a Google developer expert breaks down how to combine data from one spreadsheet into another spreadsheet in less than two minutes:

Import data from one spreadsheet to another
Subhead 2 ICYMI G Suite

→ Now you can work offline with ease in the new Gmail. Open Gmail in Chrome browser and search, write, delete or archive up to three months worth of messages.

→ We’ve made it easier for IT admins to export and download a copy of data securely from core services like Gmail, Google Docsand more. Navigate to the Tools section in the right-side slideout menu of the Admin console and select “Data Export.”

→ We made some minor changes to Drive’s user interface (UI), stuff like colors and fonts.

Drive UI change

→ We're rolling out Hangouts Meet to new regions. Welcome Colombia, Croatia, Lithuania and Portugal! We’re also automatically enabling Hangouts Meet (instead of Classic Hangouts) for all G Suite domains. Now, you’ll see Meet video meeting details in your Google Calendar events.

→ We’ve expanded Braille support for Sheets on Windows computers. Now you can use Braille on ChromeOS, Windows and Mac systems. Learn more.

Jamboard is now Bluetooth-enabled. Connect Bluetooth Conferencing devices (speaker and microphone combined) for your next jam session.

Check out a full recap of all product updates in May (PDF version).

Source: Drive


Built-in protections and controls for Team Drives

This March, we announced several new features to help G Suite customers stay secure. Among those were new controls to help users safeguard highly sensitive content in Team Drives. These controls are now launching to all G Suite Business, Enterprise, Education, and Nonprofit domains.

Admin controls will start rolling out to all domains today. End user controls are launching to rapid release domains in one week and scheduled release domains in three weeks. Initially the feature is only available for Google Drive on the web (drive.google.com). See below for more details.

User settings to safeguard Team Drive files 

With this feature, users* can modify the settings for any Team Drive to specify whether the files in that Team Drive can be:

  • Shared with users who are not in their domain. 
  • Shared with users who are not members of the Team Drive. 
  • Downloaded, copied, or printed by commenters and viewers. 

*To modify these settings, users must (1) be in the same domain as the Team Drive and (2) have full access to the Team Drive. 





For more information on how to modify these settings, visit the Help Center.

Admin-controlled default settings for new Team Drives in an organization 

To protect sensitive information across their organizations, G Suite admins can prescribe default settings for Team Drives newly created in their domains or in individual organizational units. None of these protections will be turned on by default. Defaults can be set to:

  • Prevent full-access members from modifying the Team Drive’s settings. 
  • Prevent users in your organization from creating new Team Drives. 
  • Prevent people outside of their domain from accessing files in the Team Drive. 
  • Prevent non-members from accessing files in the Team Drive. 
  • Prevent commenters and viewers from downloading, copying, and printing files in the Team Drive. 


Note that unless Prevent full access members from modifying the Team Drive’s settings is checked, full access members are allowed to change a Team Drive's settings (from the defaults) after it's created. 

For more information on selecting these default settings in the Admin console, visit the Help Center.



Additional info on protective settings 


  • G Suite admins can modify the settings of any individual Team Drive in their domain. For instructions, visit the Help Center
  • If Team Drive protections are more restrictive than previously applied document-level protections, the Team Drive protections will take precedence. This means some users may lose access to documents when Team Drive settings are put in place. 
  • If a document with more restrictive protections is placed in a Team Drive with less restrictive protections, the document’s original protections will still apply to that document. Furthermore, document level restrictions will always stay in place unless specifically changed or removed from that document. 
  •  A document will only have the protections applied to the Team Drive while it is in the Team Drive. If it’s moved to a different location, none of the Team Drive protections will move with it. However, any protections in place before it was in a Team Drive will still apply. 
  • See our help center for more details on how document and Team Drive protections apply in specific scenarios


To reduce unintended data leakage, we encourage G Suite admins to begin using these settings in their domains today. Initially the controls are only available for Google Drive on the web (drive.google.com). For more information on Team Drives, visit the Help Center and Learning Center.

Launch Details 
Release track:
Admin console settings:
  • Launching to both Rapid Release and Scheduled Release starting May 30th. 

User settings:
  • Launching to Rapid Release starting June 4th 
  • Launching to Scheduled Release starting June 18th 

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

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

Impact:
Admins and end users

Action: 
Admin action suggested/FYI

More Information 
Help Center: Share files with Team Drives
Learning Center: Get started with Team Drives

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

Google Drive UI updates

We’re making some updates to the look and feel of Google Drive on the web. There’s no change in functionality, but some icons and buttons have moved, and there’s a range of visual tweaks to align with Google’s latest material design principles. We built that this new interface to create a responsive and efficient experience for Drive users, and to feel cohesive with other G Suite products, such as the recently redesigned Gmail.

Specific changes include:

  • The logo in the top left has been changed to the Google Drive logo.
  • If you’ve added a custom company logo, it is now in the top right.
  • The Settings icon has been moved in line with the search bar.
  • The Help Center icon has been moved in line with the search bar.
  • The page background is now white, not gray.
  • The “New” button has been updated.
  • The font used for headers has been changed.


Here’s a comparison of several screens in the old and the new interface:



If needed, you can find screenshots of the new interface here.

Launch Details
Release track:
Launching to Rapid Release, with Scheduled Release coming in 2 weeks

Editions:
Available to all G Suite editions

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

Impact:
All end users

Action:
Change management suggested/FYI

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

Important additional information about the legacy Google Drive desktop sync client shutdown on May 12

As previously announced, the old Drive desktop sync client for Mac and PC—a feature officially known as “Google Drive for Mac/PC”—will start to shut down on May 12th, 2018. After May 12th, the sync client may not work for your organization.

Here are some important things to know: 

1. If you haven’t already, upgrade to a newer sync solution. 

This shutdown is happening because we have better sync solutions available for Drive users. G Suite organizations still using Drive for Mac/PC should transition to Drive File Stream. For non-G Suite users, we recommend Backup and Sync. For more information on choosing the right sync solution for your users, check out this Help Center guide.

2. The turn-down will be gradual. 

We will start the shutdown process on May 12th, but it will be gradual and may take several weeks to impact all organizations. After May 12th, however, updates to files may stop syncing between your users’ computers and Drive, so we recommend upgrading by that date.

3. Once the client shuts down for you, the Google Drive folder will stop syncing. 

When the legacy Google Drive desktop sync client shuts down, it will stop syncing the Google Drive folder to Google Drive. The local Drive folder (containing users’ files) will not be deleted from the machine, but changes made inside this folder will no longer sync to Drive. We don’t recommend editing files inside of this folder after May 12th, as it could lead to users misplacing their edited files (not realizing that this folder isn’t syncing to Drive). To avoid confusion, you may want to delete the legacy Google Drive folder. By default, this folder is located at:

  • Windows: “C:\Users\%USER%\Google Drive” 
  • macOS: “/Users/$USER/Google Drive” 


Use caution when deleting this folder, as it may contain content that has not yet been saved or synced.
In addition, after the legacy desktop client shuts down for you, the app will display this dialog when it starts up:
This message will be shown to end users still using the legacy sync client after it is shut down. 

4. After May 12th, Drive File Stream will display a dialog and rename the old Google Drive folder to clarify that the old folder is not syncing. 


If a user signs in to Drive File Stream and it detects that the old Google Drive folder (from the same account) is still present on the machine, it will append “(Not Syncing)” to the old Google Drive folder, and display the following dialog:


After renaming the old Google Drive folder, Drive File Stream will display this dialog. 
If you don’t want your users to see this dialog, you may remove the old Google Drive folder before May 12th.

After May 12th, if you choose to automate the removal of “~/Google Drive/”, you should remove “~/Google Drive (Not Syncing)/” as well. Note that for users who use Drive File Stream in another language, this folder name will be localized.

It’s important to note that while this folder name change is intended to discourage users from editing files inside the old Google Drive folder, it does not prevent users from making changes in it. We strongly encourage administrators to educate their end users to use Drive File Stream, and not the old Google Drive folder.

More Information 
Blog post (Sept 2017): Drive File Stream launching to all G Suite customers 
Blog post (Jan 2018): Legacy Google Drive desktop sync client now shutting down on May 12th, 2018
Help Center: Deploy Drive File Stream
Help Center: Choose a sync solution


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

Smarter sharing of files with updated Google Drive Access checker

Google Drive makes it easy to share files through Gmail, Calendar, and other apps with a feature called “Access checker.” When you send an email, calendar invite, or other communication that includes a Drive file, Access checker automatically looks to see if the people you’re sending the message to have permissions to view the file. If they don’t, Access checker asks if you want to change the permissions before you share the file.

We’re updating Access checker to:
  • Make it easier to see who needs access. You’ll now see the names or email addresses that don’t currently have access to the file in the Access checker interface. 
  • Support more file types in Drive. Access checker will now support files in a Team Drive. 
  • Share directly with those who need access. Access checker will anticipate who needs access to a file and intelligently default to sharing with those recipients only.


The updated Access checker interface looks like this:



You can share with these intelligent default settings in just one click, or choose a different sharing option for the file. Before, the default share option was “turn link sharing on.” We hope this change makes it easier for you to ensure that only the right people have permission to access your files.

Note that all sharing settings configured for your domain (or OUs) will remain the same. This launch respects the settings you’ve already chosen for Sharing outside your domain, Access Checker, and Link Sharing Defaults. If you’ve chosen to limit Access Checker to Recipients only, link sharing will not be suggested.

These updates are based on your feedback, and we hope they deliver a sharing experience that is simple, secure, and anticipates your users’ needs.

Admin controls for Access checker

As a G Suite admin, you can control how Access checker works for your organization. Specifically, you can select the sharing options that are available to your users. You can choose if your users see the option to:
  • Share with recipients (default), share link within your organization, share link with anyone (no Google account required). 
  • Share with recipients (default), share link within your organization.
  • Share with recipients (default). 



See our Help Center to find out more about how to configure Access checker for your organization.

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

Editions:
Available to all G Suite editions

Rollout pace:
Extended rollout (potentially longer than 15 days for feature visibility). Rollout to scheduled release domains will begin one week after rollout to rapid release domains is complete.

Impact:
Admins and end users

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

More Information
Help Center: Set file sharing permissions for your organization
Help Center: Share files from Google Drive


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

Jamboard files now appear in Google Drive

With Jamboard, it’s easy to enrich your team brainstorms with the power of G Suite. For example, you can grab images and content from the web and bring them straight into your “jam,” pull in work from Google Docs, Sheets and Slides, or add photos stored in Drive.

To make the Jamboard experience even more integrated with G Suite, the jam files you own will now appear in your Drive folder. This means you can easily open, copy, and share jam files from My Drive and Team Drives, and save jam files from Jamboard to My Drive.



With this launch you can:

  • Share jam files directly from Drive.
  • Open jam files from Drive in the Jamboard web and mobile applications.
  • Search for jam files in Drive (by entering “type:jam” in the Drive search bar).
For more information on using Jamboard, 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:
All end users

Action:
Change management suggested/FYI

More Information
Help Center: Jamboard and Google Drive

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

Helping G Suite customers stay secure with new proactive phishing protections and management controls

(Cross-posted from The Keyword)

Security tools are only effective at stopping threats if they are deployed and managed at scale, but getting everyone in your organization to adopt these tools ultimately hinges on how easy they are to use. It’s for this reason that G Suite has always aimed to give IT admins simpler ways to manage access, control devices, ensure compliance and keep data secure.

Today we announced more than 20 updates to deepen and expand Google Cloud customers’ control over their security. Many of these features will be turned on by default for G Suite so that you can be sure the right protections are in place for your organization. And, even better, in most cases your users won’t have to do a thing. Here’s the breakdown.

1. Helping to protect your users and organization with new advanced anti-phishing capabilities

We're applying machine learning (ML) to billions of threat indicators and evolving our models to quickly identify what could be a phishing attack in the making. Information from these self-learning ML models helps us flag suspicious content. At the same time, updated phishing security controls can be configured to automatically switch on the latest Google-recommended defenses.

These new protections can:
  • Automatically flag emails from untrusted senders that have encrypted attachments or embedded scripts.
  • Warn against email that tries to spoof employee names or that comes from a domain that looks similar to your own domain.
  • Offer enhanced protections against spear phishing attacks by flagging unauthenticated email.
  • Scan images for phishing indicators and expand shortened URLs to uncover malicious links.


With the protections we have in place, more than 99.9% of Business Email Compromise (BEC) scenarios—or when someone impersonates an executive to get sensitive information—are either automatically moved to the spam folder or flagged with anomaly warnings to users.


For more details, G Suite admins should read our related post on the G Suite Updates blog.

2. Giving you more control over mobile devices with default-on mobile management

Securing endpoints like mobile devices is one of the best ways for businesses to keep data safe. More than 7 million devices are already managed with G Suite’s enterprise-grade mobile management solution. With new proactive security settings, basic device management for your mobile devices that access G Suite is automatically enabled.

This means employees don’t have to install profiles on iOS and Android devices. It also means admins get added security management controls to help them:
  • See which devices access corporate data in a single dashboard.
  • Enforce pass codes and erase confidential data with selective account wipe for Android and iOS.
  • Automatically protect Android and iOS devices, with no user intervention or device profile required.

For more details, G Suite admins should read our related post on the G Suite Updates blog.

And you may have noticed we launched updates to Cloud Identity—a way for enterprises to manage users, apps and devices centrally. Cloud Identity includes user lifecycle management, account security, SSO, robust device and app management and unified reporting. Check it out.



3. Offering you more visibility and insights to stay ahead of potential threats

IT admins who operate in the cloud seek tools, visibility and assistive insights to stop threats or gaps in operations before they become security incidents. This is why we introduced the security center for G Suite earlier this year. The security center is a tool that brings together security analytics, actionable insights and best practice recommendations from Google to help you protect your organization, data and users.

Today, we’re introducing additions to the security center for G Suite including:
  • New security charts to show OAuth activity and Business Email Compromise (BEC) scam threats that are specifically focused on phishing emails that may not have links.
  • New mobile management charts to help IT admins examine activity analytics and show when devices have been hijacked, rooted or jailbroken, as well as when other suspicious device activity has been detected.
  • Ways to reorganize the dashboard to focus on what is most important to your organization.
  • Ways to analyze your organization’s security health and get custom advice on security key deployment and protection against phishing scams.



If you’re new to using the G Suite security center, check out these instructions to get started. Note that only admins with G Suite Enterprise licenses can access the security center.

4. Providing built-in protections and controls for Team Drives

Enterprises share and store an enormous amount of content, which means admins need more controls to keep this data protected. That’s why we’re enhancing Team Drives with new security controls to give you more ways to safeguard highly-sensitive content. Now, your data can be protected by Information Rights Management (IRM) controls so you can feel confident that your company’s ideas stay “yours.”



Specific updates include the ability to modify settings for Team Drives to:

  • Limit file access privileges to Team Drives members, or only to users within your domain.
  • Add IRM controls to prevent users from printing, downloading and copying files within Team Drives. 

These new security features for Team Drives will roll out over the next few weeks. Monitor the G Suite Updates blog and G Suite release calendar for more information when these features launch.

Get started

Phishing and mobile management controls are available now across all G Suite versions, and you’ll be able to use Team Drives controls in the coming weeks. If you’re a G Suite Enterprise customer, you can access the security center in the Admin console.



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

Improve collaboration in Google Docs, Sheets, and Slides with Activity dashboard

G Suite makes it easier for users to collaborate efficiently and effectively. An important part of collaboration is deciding how and when to follow up with others. To help inform these decisions, we're introducing Activity dashboard in Google Docs, Sheets, and Slides. It’s a feature that lets users with edit access see who has viewed the file and when they viewed it.



For example, a user can check if a coworker has seen a file already and alert them that it’s been updated. Or an account manager can judge the best way to follow up with a partner, depending on whether that partner has viewed the materials they previously sent.

As of March 7th, G Suite administrators have access to new Admin console settings to control the Activity dashboard feature for their domain or the organizational units (OUs) within it. On March 21st, end users will begin to see Activity dashboard in Docs, Sheets, and Slides. See the “Release schedule” section below for more information.

Understand when user viewing data will be visible

A file’s Activity dashboard contains viewing data, which is information on who viewed the file and when they viewed it. The viewing data that’s shown in the dashboard depends on both your organization’s Admin console settings and a user’s individual settings:

  • As an admin, you can determine whether viewing data from your organization’s users is shown in Activity dashboard. Specifically, you can choose to make viewing data for your organization’s users visible, not visible, or only visible within your organization. See the “Review and change your organization’s Activity dashboard settings” section below for more information.
  • If you make viewing data visible for your organization, your users can still choose to exclude their individual viewing data from showing in Activity dashboard via their personal privacy settings. If an admin makes their organization’s viewing data not visible, your end users won’t be able to choose to share their viewing data. See the “End user controls for Activity dashboard” section below for more info.

Users with edit access to a file and who belong to the same domain as the file’s owner will be able to see that file’s Activity dashboard and any viewing data which is available in it.

Review and change your organization’s Activity dashboard settings

Admin controls for Activity dashboard are now available in the Admin console. There are three options:
  • On: Activity dashboards show all user views, unless individual users hide their information.
  • On - Only within your domain: Your users’ viewing information is only visible in Activity dashboards of files owned by users in your domain and to other users within your domain, unless individual users hide their information. Your users’ viewing data will not be visible in Activity dashboards of files owned by users in other domains.
  • Off: Your users’ viewing data will not show up in Activity dashboard for any file. Your users may be able to see whether external users have viewed their files, depending on the Activity dashboard settings of those external users.


Find out how to change the setting for your organization in our Activity dashboard Help Center article for admins.

Note: Activity dashboard and its settings don’t affect the data collected in your G Suite Drive audit log.

End user controls for Activity dashboard

When Activity dashboard becomes available to your users, they’ll see a notification in Google Docs, Sheets, and Slides that explains the feature and their control options. Activity dashboard will only show viewing data for a user after they see this notification. It will not display any activity from before they saw it.



All users will have access to privacy settings that allow them to control whether their views show up in Activity dashboard at any time. For more information and to change settings, users can see the Activity dashboard Help Center article for users.

Release schedule

Admin console settings are available now. Activity dashboard will start to become available to users in two weeks:

  • If your domain is on the Rapid Release track, Activity dashboard will not be available to end users before March 21st. Due to a gradual rollout, all Rapid Release domains may not have access to the feature for up to two weeks after that. 
  • If your domain is on the Scheduled Release track, Activity dashboard will not be available to end users before April 9th. Due to a gradual rollout, all domains may not have access to the feature for up to two weeks after that. 


Learn more about this feature in our Help Center article on how your users can use and control Activity dashboard, as well as our Activity dashboard Help Center article for G Suite admins.

Over time we’ll add features to Activity dashboard to provide more insights into activity on the file and to make it easier to communicate with collaborators directly from Activity dashboard.

Launch Details
Release track:
  • Admin console settings are available today to Rapid Release and Scheduled Release domains. 
  • User-facing feature will begin to roll out to Rapid Release domains in two weeks and to Scheduled Release domains in five weeks. 

Editions: 
  • Activity dashboard access: Available to G Suite Business, Enterprise, Education, and Nonprofit editions only. Users will be able to see the Activity dashboard for a file if they have edit access to that file. 
  • Activity dashboard viewing data visibility settings: All users have access to privacy settings for Activity dashboard, as data from users in all G Suite editions can appear in the dashboard. 

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

Impact: 
Admins and end users

Action: 
Admin action suggested/FYI

More Information
Help Center (admins): Let users see who viewed files 
Help Center (users): See who has viewed Google Docs, Sheets & Slides


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

Find shared content with new file organization in Google Drive

G Suite is built for working collaboratively—teams create and share files all the time. When there can be hundreds or thousands of files, though, it can be tricky to find those files later. So we’re improving how you find files that have been shared with you in Google Drive.

The “Shared with Me” section shows the files that have been shared with you. We’re going to start intelligently organizing this section so you may also see people listed, along with files they’ve shared with you. Simply click on a document to quickly open it.



Searching for content by owner is the most popular way to search for content in Drive today. The new interface will use artificial intelligence to predict the people and files that you’re most likely to search for and make them more visible. We hope that this will help you find the files you’re looking for more quickly.

The predictions will improve as the system learns how it’s used. We’re also working on more features which will use artificial intelligence and machine learning to make it easier to find files and collaborate more efficiently in Drive. Look out for more over the next few months.



Launch Details 
Release track:
Launching to Rapid Release, with Scheduled Release coming in 2 weeks

Editions: 
Available to all G Suite editions

Rollout pace: 
Extended rollout (potentially longer than 15 days for feature visibility)

Impact: 
All end users

Action: 
Change management suggested/FYI

More Information 
Help Center: Find files shared with you


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

New Drive File Stream settings for your organization’s deployment

Drive File Stream lets you stream files directly from the cloud to your computer and select files to be available offline. Based on your feedback we’re adding several features to Drive File Stream which will help you:
  • Control when changes are synced to Google Drive (all end users) 
  • Customize the cache location (admins only) 
  • Limit the bandwidth used (admins only) 
  • Customize drive letter or mount point (admins only)  

For more details on these features and how to use them, see below.

Control when changes are synced to Google Drive 

End users can now pause Drive File Stream syncing. While paused, Drive File Stream will not upload local changes to Google Drive, and new versions of files made available offline will not download. 

To pause syncing, open the Drive File Stream menu and click More > Pause Syncing.

Customize the cache location 

Admins can now customize the content cache location for Drive File Stream to any directory on a connected APFS, HFS+, or NTFS file system.

For details, see our Help Center on how to configure Drive File Stream.

Limit the bandwidth used 

Admins can now limit the bandwidth of Drive File Stream for uploads and downloads.

For details, see our Help Center on how to configure Drive File Stream.

Customize drive letter or mount point 

In a previous release, we added a feature that allows Admins to customize the default letter drive on Windows, the mount point on macOS, and proxy settings. These configurations can be set at the user or host-wide level, and persist when Drive File Stream restarts.

For details, see our Help Center on how to configure Drive File Stream.

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 and change management suggested/FYI

More Information 
Help Center: Configure Drive File Stream
Help Center: Drive File Stream release notes


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