Tag Archives: apps

Upcoming changes to how retention policies are applied to 1:1 direct messages in Google Chat

What’s happening 

Many Google Workspace organizations rely on Google Chat to facilitate communication and collaboration, including with users in the same domain, users in other Workspace Domains, and users with personal Google accounts. Currently, each organization in an external 1:1 direct message conversation can set their own retention policy, which impacts what messages end users see in the product user interface and what admins see in Google Vault.


To provide a more consistent product experience across conversation types, we are changing how retention policies are applied to 1:1 direct messages with external participants.


Following this change, 1:1 direct messages with external participants will respect the retention policy of the user who created the conversation. If a user in your organization did not create the conversation, they may see more or fewer messages in the Chat user interface after this change since the creator’s policy will be respected. You can see who created the conversation by scrolling to the top of the conversation, or hovering over the external badge. 


This change does not impact an admin’s ability to apply a retention policy or ability to access 1:1 direct messages in Google Vault or Data Export for users with a Google Vault policy applied. 


If you do not have Vault, or do not have a Vault policy applied, changes in access to conversations will apply to the product user interface and Data Export.


Additionally, today, in the case that two users within the same organization have conflicting retention or auto-deletion policies, we respect those policies separately for each user. Once the migration happens, we will respect the longer of the two retention policies and the shorter of the two auto-deletion policies for both users in the conversation. If one user has a custom retention rule while the other has only a default retention rule, the custom rule will take precedence over a default rule.


Starting May 1, 2025:
  • All new external 1:1 direct messages will respect the retention policy of the creator. 
    • For users with a Vault policy applied, the creator’s policy will only impact messages in the Chat product user interface. 

Starting June 2, 2025:
  • Existing 1:1 direct messages will migrate to respect the retention policy of the creator. 
    • For users with a Vault policy applied, the creator’s policy will only impact messages in the Chat product user interface. 

By August 1, 2025:
  • We anticipate the migration will be complete.

Until February 1, 2026:
  • We will preserve impacted 1:1 direct messages in Google Vault or Data Export for 6 months past the end of the migration to allow organizations to download a copy of the data.

Why it matters

It’s important to note that if your organization has a Google Vault policy applied to your users, you will not lose access to any conversations—even if they no longer appear in the Chat product user interface. If your organization does not have Vault or does not have a Vault policy applied, some conversations that were previously available may no longer be available in Data Export or Vault. 


Getting started

Resources

Google Workspace Updates Weekly Recap – March 14, 2025

3 New updates

Unless otherwise indicated, the features below are available to all Google Workspace customers, and are fully launched or in the process of rolling out. Rollouts should take no more than 15 business days to complete if launching to both Rapid and Scheduled Release at the same time. If not, each stage of rollout should take no more than 15 business days to complete.



Updates to the attachment menu in the Gmail app
We’ve updated and added new attachment options to the Gmail app on Android and iOS devices.
  • On Android, in addition to the current options for attaching a file or inserting an item from Drive, you’ll now notice a dedicated menu item for Camera.

  • On iOS, we recently replaced the attachment sheet that previously appeared at the bottom of your screen after clicking the attachment icon. Now, iOS users will see a menu experience similar to the one on Android devices that includes: Photos, Camera, Files, and Drive. 

Rollout to Rapid Release and Scheduled Release domains is complete for iOS devices. | Rolling out now to Rapid Release and Scheduled Release domains for Android devices. | Available to Google Workspace customers, Google Workspace Individual subscribers, and users with personal Google accounts. | Visit the Help Center to learn more about sending attachments with your Gmail message.



Additional accessibility tags for Tables, Equations, and Checkboxes in PDFs exported from Google Docs
Last year, we added structural and accessibility tagging in PDFs exported from Google Docs to improve the ability for users with screen readers and other assistive technology to read and navigate PDFs. We’re building upon this by introducing support for tables, equations, and checkboxes. As a result, users will be able to export a wider range of content in an accessible format. | Rolling out now to Rapid Release and Scheduled Release domains. | Available to all Google Workspace customers, Workspace Individual Subscribers, and users with personal Google accounts. | Visit the Help Center to learn more about using Google Docs with a screen reader.


2.0 Flash Thinking Experimental model upgrades in the Gemini app and Deep Research              We’re pleased to announce that an improved version of Gemini 2.0 Flash Thinking Experimental will become available to Gemini app users. Built on the foundation of 2.0 Flash, this model delivers improved performance and better advanced reasoning capabilities with efficiency and speed. Gemini Advanced users will also have access to a 1M token context window with this model.

Additionally, we're upgrading Gemini Deep Research to use the 2.0 Flash Thinking Experimental model. With advanced reasoning from 2.0 Flash Thinking Experimental, Gemini is even better at all stages of research from planning to delivering even more insightful and detailed reports. 

Rollout to Rapid Release and Scheduled Release domains is complete. | The improved version of 2.0 Flash Thinking Experimental and Deep Research with 2.0 Flash Thinking Experimental is available for Google Workspace Business Starter, Standard and Plus; Enterprise Starter, Standard and Plus; Frontline Starter and Standard; Essentials, Enterprise Essentials, Enterprise Essentials Plus; Education Standard and Plus; and Google Workspace for Nonprofits and customers with a Gemini Education or Gemini Education Premium add-on, and anyone who previously purchased a Gemini Business or Gemini Enterprise add-on. | Visit the Help Center to learn more about using the Gemini app with a work or school account in general, as well as for in-depth research.





Previous announcements

The announcements below were published on the Workspace Updates blog earlier this week. Please refer to the original blog posts for complete details.


Quickly add events to Google Calendar based on your emails with Gemini in Gmail
In addition to asking Gemini in Gmail to perform calendar related actions or answer questions about your calendar, you can now add an event to your calendar directly from an email. | Learn more about adding events to your calendar from Gmail using Gemini. 

Create files and folders using Gemini in the side panel of Google Drive 
We're excited to expand Gemini in Drive capabilities by introducing the ability to create new Google Docs, Sheets, Slides and folders in your Drive. | Learn more about creating files and folders in Drive using Gemini. 

View invited meeting participants on Google Meet hardware 
You can now see participants who were invited to the meeting but have yet to join the call right on Google Meet hardware. | Learn more about invited Meet participants. 

Use Gemini in the side panel of Workspace apps in four more languages 
Gemini in the side panel of Google Docs, Google Sheets, Google Drive, and Gmail can now be used in four additional languages: Greek,  Catalan,  Indonesian, and Malay. | Learn more about new languages for Gemini in the side panel of Workspace apps. 

More AI-powered features in Google Meet and Google Chat are coming to Google Workspace Business and Enterprise editions 
Earlier this year, we announced that we’re including the best of Google AI in Workspace Business and Enterprise plans without the need to purchase a separate Gemini add-on. Beginning this week, even more AI-powered features are available for Business and Enterprise editions. | Learn more about additional AI-powered features. 

Export your client-side encrypted documents to Microsoft Word files 
Launching in beta, you can now export client-side encrypted Google Docs to Word files. This means you'll continue to own the encryption keys that protect your files to prevent unauthorized access from any third party (including Google or foreign governments) but convert your files as needed. | Learn more about exporting your client-side encrypted documents to Microsoft Word files. 

Embed AppSheet apps directly in Google Sites 
You can now embed authenticated AppSheet applications as iframes directly within Google Sites pages. | Learn more about AppSheet apps in Sites. 

More languages are available for recorded captions and transcripts in Google Meet 
Transcripts in Google Meet are now available in seven additional languages: French, German, Italian, Japanese, Korean, Portuguese, and Spanish. | Learn more about recorded captions and transcripts in Google Meet. 

"Take notes for me" in Google Meet is available in seven additional languages
We’re rolling out support “take notes for me” in the following seven additional languages: French,  German,  Italian,  Japanese,  Korean,  Portuguese, and Spanish. | Learn more about “Take notes for me” in Google Meet.

Deep Research and Gems in the Gemini app are now available for more Google Workspace customers 
We’re expanding the availability of Deep Research and Gems in the Gemini app to Google Workspace:  
  • Business Starter 
  • Enterprise Starter 
  • Education Fundamentals, Standard, and Plus 
  • Frontline Starter and Standard 
  • Essentials, Enterprise Essentials, and Enterprise Essentials Plus 
  • Nonprofits 
Learn more about Deep Research and Gems.

Introducing AppSheet User Pass
You can now license any user of your apps with AppSheet User Pass. | Learn more about the AppSheet User Pass.

Consent re-confirmation for under 18 users accessing Additional Services will soon be required
In September 2024, we communicated that we now require admins who have Additional Services enabled for users under the age of 18 to re-review them on an annual basis. Admins are always in control of which services their users have access to, and this gives admins an opportunity to ensure the right users have access to the right services. | Learn more about consent re-confirmation for under 18 users accessing Additional Services.


Completed rollouts

The features below completed their rollouts to Rapid Release domains, Scheduled Release domains, or both. Please refer to the original blog posts for additional details.


Rapid Release Domains: 
Scheduled Release Domains: 
Rapid and Scheduled Release Domains: 

    For a recap of announcements in the past six months, check out What’s new in Google Workspace (recent releases).       

    Consent re-confirmation for under 18 users accessing Additional Services will soon be required

    What’s changing

    When a Google Workspace for Education admin chooses to enable Additional Services for students under the age of 18 to use, they acknowledge that they may be required to collect parental or guardian consent. This includes access to services like YouTube, Google Translate, Google Photos, Google Books, Google Earth and more.

    In September 2024, we communicated that we now require admins who have Additional Services enabled for users under the age of 18 to re-review them on an annual basis. Admins are always in control of which services their users have access to, and this gives admins an opportunity to ensure the right users have access to the right services.

    • If admins do not want to provide access to Additional Services for their under 18 users, they can turn them off for those users. 
    • If admins want to keep Additional services enabled for under 18 users, they need to reconfirm parental consent in the admin console.  
    • If admins do not take action, under 18 users who previously had access to Additional Services will lose access in the coming weeks. Admins can re-enable access to Additional Services at any time. 

    How admins can take action
    Admins were first provided notice of this re-confirmation requirement in September 2024, which indicated a 6 months notice to complete the re-review process before the March 2025 rollout. The banner in the admin console has turned red to alert admins that action is required. While the rollout begins in March, it might take several weeks before some users in your organization are impacted.

    You can easily view which applications require consent reconfirmation from Admin console > Apps > Additional Google services. You can re-confirm consent by checking the box next to the app, hovering over the app, or using the three-dot overflow menu. 

    Experience for impacted end users
    If users lose access to a specific service they’ll be notified “Your Google Workspace for Education account is designated as under 18 and your organization’s admin has not granted you access to this Additional Service. To regain access, inform your admin that you need this service to be enabled.“ 



    Who’s impacted

    Admins and end users under the age of 18


    Why it’s important

    Admins are in control of which services their users have access to, and to do so in alignment with both our terms of service and local laws and regulations that determine what services are appropriate for users under 18. Since admins manage which services their students have access to, only they can enable or disable access for their under 18 users. 


    This is a guide to support admins with collecting consent from parents, which includes this template for communicating with parents and guardians around collecting consent. 

    Additional details

    The requirement to review and re-confirm access to Additional Products is an annual requirement customers must complete for their under 18 users, subject to their Google Workspace for Education Terms of Service. 

    Getting started


    Rollout pace


    Availability

    This change impacts Google Workspace:
    • Education Fundamentals, Standard, and Plus

    Resources




    Introducing AppSheet User Pass

    What’s changing

    Starting today, you can license any user of your apps with AppSheet User Pass. Each User Pass grants unlimited access to an AppSheet app for the month and your users can consume as many User Pass licenses as they need. This gives you the flexibility to pay for the features that will make a difference for your users, whether they are internal or external to your organization, signed-in or unauthenticated.

    Additional details

    How is an AppSheet User Pass is different from traditional Google Workspace licenses?:

    1. User Pass licenses are available to your app users as a pool, rather than assigned to individual users through the Google Admin console. Licenses are automatically consumed each time an eligible user accesses one of your AppSheet Enterprise Plus or AppSheet Core apps. Eligible users include those that do not already have an AppSheet license or have a license of a lower tier than the app owner, including internal, external, or unauthenticated users.

    2. Users consume a license for each app they use - allowing you to license your app users at a discounted rate. User Pass will not independently grant these users the ability to build apps with Core or Enterprise features, but it is possible for an eligible user to consume more than one User Pass license if they access multiple unique apps in a month. For example:


    Please also note that:
    • The pool of User Pass licenses resets at the end of the calendar month and unused licenses do not rollover. You will only be charged for the user pass licenses that you have committed to purchase.
    • AppSheet User Pass will be available through Workspace and the Partner Sales Console. 
    • We recently alerted customers that starting April 10, 2025, the AppSheet Enterprise Standard External User and AppSheet Enterprise Plus External User licenses will no longer be available for purchase. Customers with existing external user licenses will not see any interruption in service during this transition and will receive additional notice with next steps.

    Getting started

    Rollout pace

    Availability

    Available for Google Workspace:
    • Business Starter, Standard, and Plus
    • Enterprise Starter, Standard, and Plus
    • Education Standard and Plus
    • Frontline Standard
    • AppSheet Enterprise Plus

    Resources


    Deep Research and Gems in the Gemini app are now available for more Google Workspace customers

    What’s changing 

    Beginning today, we’re expanding the availability of Deep Research and Gems in the Gemini app to Google Workspace: 
    • Business Starter 
    • Enterprise Starter 
    • Education Fundamentals, Standard, and Plus 
    • Frontline Starter and Standard 
    • Essentials, Enterprise Essentials, and Enterprise Essentials Plus
    • Nonprofits 
    Note: There is no change to Google Workspace or Education customers with access to Gemini Advanced already using Deep Research or Gems. 

    Who’s impacted

    Admins and end users


    Why it matters

    Gems are AI experts that you can customize across a variety of topics, helping you complete specific goals, tasks, and workflows based on your inputs, while reducing repetitive prompting. You can use Gems to gather target feedback on new products or services, get suggestions on your writing, brainstorm creative learning experiences and more. You can further customize your Gems by anchoring them to specific files, including Google Docs or Google Sheets via Drive, for even more relevant responses. 


    You can also take advantage of a variety of our pre-made Gems to quickly get started, like “Sales pitch ideator” to create compelling pitch materials to drive conversions, “Copy creator” to draft on-brand marketing copy, “Learning coach” to build knowledge with step-by-step study guidance and practice activities, and “Sentiment analyzer” to dive into customer feedback and identify trends, and more.




    Deep Research helps save hours of work by browsing the web on your behalf, analyzing information in real-time, and developing comprehensive research reports in minutes to get you up to speed on just about anything. You can use Deep Research to understand your business landscape with comprehensive reports on emerging trends in any industry or competitor products and services. It can also help educators and students 18+ with grant writing, lesson planning, class projects and more. 






    Additional details

    • Currently, some features in Gems are only available in a limited set of languages. Refer to this article in our Help Center for more information: Gems in Gemini Apps.
    • Currently, Deep Research and Gems are limited to the Gemini web app (gemini.google.com) for Google Workspace business and education users 18 years and older. We’re planning to support Deep Research and Gems in the Gemini mobile app for these users at a later date.
    • Deep Research use is limited to five reports per user per 30 day period for the Google Workspace editions indicated in this post. For full usage of Deep Research, we recommend exploring Google Workspace business and education plans with access to Gemini Advanced. 

    Getting started



    Rollout pace


    Availability

    Available for Google Workspace:
    • Business Starter
    • Enterprise Starter
    • Education Standard, Plus, and Fundamentals
    • Frontline Starter and Standard
    • Essentials, Enterprise Essentials, and Enterprise Essentials Plus
    • Nonprofits

    “Take notes for me” in Google Meet is available in seven additional languages

    What’s changing 

    Today, we are excited to start rolling out support “take notes for me” in the following seven additional languages: 
    • French 
    • German 
    • Italian 
    • Japanese 
    • Korean 
    • Portuguese 
    • Spanish 

    When you enable "take notes for me” in Google Meet, you'll see the language in which the notes will be taken. You can click on the language to change it or you can change your language from Settings > Meeting records > Language spoken in the meeting. Note that multilingual meetings are not supported at this time.

    Turning “Take notes for me” on


    All meeting participants will see a blue pencil icon on their screen and a notification that notes are being taken. They can click on the pencil to see the meeting notes taken so far.


    Getting started


    Rollout pace


    Note: This update will be rolling out at a much slower pace than usual as we carefully monitor performance and quality. We'll update this post when the rollout for each language is complete.


    Availability

    Available to Google Workspace
    • Business Standard and Plus
    • Enterprise Standard and Plus
    • Also available with the Gemini Education Premium add-on

    Anyone who previously purchased these add-ons will also receive this feature:
    • Gemini Enterprise*
    • AI Meetings & Messaging*

    *As of January 15, 2025, we’re no longer offering the Gemini Enterprise add-ons for sale. Please refer to this announcement for more details.

    Resources


    Embed AppSheet apps directly in Google Sites

    What's changing

    We're excited to announce that you can now embed authenticated AppSheet applications as iframes directly within Google Sites pages. While previously only public apps could be added to Sites, now, apps that require sign-in can be embedded so that users can securely interact with the app directly on a Google Sites page. 

    Key Benefits

    • Streamlined user experience: Eliminate the need for users to navigate between multiple tabs. Users can now interact with authenticated AppSheet apps directly within Google Sites pages, boosting productivity and efficiency.
    • Centralized workflows: Build powerful, interactive business applications like intranet portals and wikis by embedding key tools and information directly into Google Sites.
    • Controlled by policy: Leverage AppSheet’s existing in-app authentication and policy rules, ensuring consistent and secure access to your applications. Creators have control to disable embedding functionality in their apps.

    Embed AppSheet Apps in Google Sites





    Overall, support for iframe embeds of authenticated apps in Sites enables secure, seamless integration of your enterprise-grade AppSheet applications and empowers you to create more robust and user-friendly Google Sites. 


    Additional details

    • Embedding authenticated (e.g. "sign-in required” or “restricted”) apps is only supported for Google Sites pages. “Public apps” continue to be embeddable in any website.
    • Use a Chromium-based browser with third-party cookies enabled. Incognito mode and blocking cookies will prevent apps from functioning properly.
    • We recommend ensuring the embedded AppSheet app (iframe) is fully visible. Partial visibility or excessive zoom may cause interaction issues.

    Getting started



    Rollout pace


    Availability



    Resources


    More languages are available for recorded captions and transcripts in Google Meet

    What’s changing

    Starting today, transcripts in Google Meet are available in seven additional languages:

    • French
    • German
    • Italian
    • Japanese
    • Korean
    • Portuguese
    • Spanish




    Additionally, captions included with a meeting recording will be available in three additional languages:
    • Italian
    • Korean
    • Japanese


    Getting started

    • Admins: There is no admin control for this feature.
    • End users: Visit the Help Center to learn more about using recorded captions and transcripts in Google Meet. 

    Rollout pace


    Note: This update will be rolling out at a much slower pace than usual as we carefully monitor performance and quality. We'll update this post when the rollout for each language is complete.

    Availability

    Transcripts are available for Google Workspace:
    • Business Standard and Plus
    • Enterprise Starter, Standard, and Plus
    • Education Plus and the Teaching & Learning Add-on
    • Workspace Individual Subscribers

    Captions included in a meeting recording are available for Google Workspace:
    • Business Plus and Standard
    • Education Plus for users with a "Staff" or "Student" license, and the Teaching & Learning add-on
    • Enterprise Essentials and Essentials
    • Enterprise Starter, Standard, and Plus
    • Workspace Individual Subscribers
    • Google One subscribers with 2 TB or more storage space

    Resources


    Export your client-side encrypted documents to Microsoft Word files

    What’s changing 

    Launching in beta, you can now export client-side encrypted Google Docs to Word files. This means you'll continue to own the encryption keys that protect your files to prevent unauthorized access from any third party (including Google or foreign governments) but convert your files as needed. 


    Eligible Google Workspace admins can use this form to request access to the beta. We’ll share more specific instructions once you’re accepted into the beta.

    In Google Docs, navigate to File > Download and decrypt.


    Getting started

    • Admins: Client-side encryption can be enabled at the domain, OU, and Group levels (Admin console > Data > Compliance > Client-side encryption). Visit our Help Center to learn more about client-side encryption.
    • End users: To export your client-side encrypted Google Doc to a Microsoft Word file go to File > Download and decrypt > Microsoft Word (.docx).

    Rollout pace

    • The feature will be available immediately once you're accepted into the beta.

    Availability

    • Available to Google Workspace Enterprise Plus, Education Standard and Education Plus customers

    Resources

    More AI-powered features in Google Meet and Google Chat are coming to Google Workspace Business and Enterprise editions

    What’s changing 

    Earlier this year, we announced that we’re including the best of Google AI in Workspace Business and Enterprise plans without the need to purchase a separate Gemini add-on. Beginning today, additional AI-powered features are available for Business and Enterprise editions: 


    For Google Meet: 
    • Generated background images: With Gemini in Meet, you can generate unique and bespoke meeting backgrounds. Meeting backgrounds can help obscure your surroundings during a meeting or they can enhance the meeting itself. Users will also benefit from our latest model upgrade for background generation, as well as additional style options, like a professional office, library, or home office to help refine their custom backgrounds. 
    • Studio look: Gemini in Meet uses machine learning to detect and enhance (if necessary) the quality of your portrait by reducing noise and increasing sharpness, bringing you into focus so you can look your best in meetings. 
    • Studio lighting: Using machine learning, Gemini in Meet will simulate studio-quality lighting and adjust light position and brightness in your video feed, so you're perfectly lit for your meeting. Note: Studio lighting is only available on devices that meet certain browser and processor requirements. Visit the Help Center to learn more about device requirements for studio lighting. 
    • Studio sound: Gemini in Meet will automatically recreate and balance missing or distorted frequencies helping to make your voice come through crisp and clear. This can be especially useful when dialing in via phone or using bluetooth headsets for example. 

    For Google Chat: 
    • Translate for me: Chat will automatically detect and translate over 120 languages to a user’s preferred language while keeping the original message available for review. Instead of navigating outside of Chat to translate a message, this reduces friction and improves collaboration with colleagues, partners and customers in other parts of the world. 

    For Google Drawings: 
    • Background image removal: Gemini’s image background removal functionality (also available in Slides and Vids) is now available in Google Drawings.

    Getting started

    Rollout pace

    Availability

    Available for Google Workspace:
    • Business Standard and Plus
    • Enterprise Standard and Plus

    These features are already available to Gemini for Workspace add-on customers. Note that as of January 15, 2025, Gemini Business, Gemini Enterprise, AI Meetings & Messaging, and AI Security add-ons are no longer available for purchase. Please refer to this announcement for more details.