Tag Archives: docs

Google Workspace Updates Weekly Recap – June 24, 2022

New updates 

Unless otherwise indicated, the features below are fully launched or in the process of rolling out (rollouts should take no more than 15 business days to complete), 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), and available to all legacy Google Workspace and G Suite customers. 


Frictionless sharing across Google Drive, Docs, Sheets, and Slides 
In the effort to make collaboration simpler for users, we've introduced a new sharing experience in Workspace. Now, when you click the "Share" button in the top-right corner of your file, you'll see a streamlined design that makes it easier to share files with others and/or specific groups of people in your organizations, control whether your file is searchable to groups with access, and to copy the file link. | Learn more

new-sharing-experience

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. 



Data Loss Prevention for Drive helps protect sensitive data when users upload files to external Google Forms, now generally available 
Users can now respond to external forms that contain file upload questions, while also helping to prevent the leak of sensitive and confidential information. | Available to Google Workspace Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Standard, and Education Plus customers. | Learn more


New options for styling fonts in Google Forms 
We’ve added additional font style and sizing options, and the ability to customize header, subheader, and body text separately in Google Forms. | Learn more


Adjust spacing between content in Sites using new density theme setting 
Site editors can now adjust the spacing between the content on their site with a custom theme setting that offers Compact, Cozy, or Comfortable spacing options. | Learn more


Easily print your Tasks List 
You can now print personal and Chat spaces Task lists on web, making it easier for you to track assigned items offline or plan with pen and paper if that’s your preference. | Learn more. 


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

The 2022 Season of Docs application for organizations is open!

Organization applications for the 2022 Season of Docs are now open!

Through Season of Docs, Google awards grants to open source projects and organizations to hire technical writers to work on documentation projects. Participating organizations hire and pay the technical writers directly (we use Open Collective to help transfer grant funds). Organizations have up to six months to complete their documentation project. At the end of the program, organizations submit a case study outlining the results of their documentation projects, including the metrics they used to evaluate the success of their new or improved documentation. The case studies from the 2021 Season of Docs program are available online, and we will be releasing a summary report for the 2021 Season of Docs shortly—join our Season of Docs announcements list to be notified when it’s available! 

How does my organization apply to take part in Season of Docs?


Organization applications are now open! The deadline to apply is March 25, 2022 at 18:00 UTC.

To apply, first read the guidelines for creating an organization application on the Season of Docs website.

Take a look at the examples of project ideas, then create a project proposal based on your open source project’s actual documentation needs. Your goal is to attract technical writers to your organization, making them feel comfortable about approaching the organization and excited about what they can achieve.

We strongly recommend reading through the proposals and case studies submitted by organizations participating in the 2021 Season of Docs.

Organizations can submit their applications here: https://goo.gle/3dRyD7P. Organization applications close on March 25th at 18:00 UTC.

How do technical writers take part in Season of Docs?


Technical writers interested in working with accepted open source organizations can share their contact information via the Season of Docs GitHub repository; or they may submit proposals directly to the organizations using the contact information shared on the organization project page. Technical writers do not submit a formal application through Season of Docs.

Technical writers interested in participating in the 2022 Season of Docs should read our guide for technical writers on the Season of Docs website. Please note that technical writer recruiting began on February 3, 2022.

If you have any questions about the program, please email us at [email protected].

General timeline

February 23 - March 25

Open source organizations apply to take part in Season of Docs

April 14

Google publishes the list of accepted organizations, along with their project proposals and doc development can begin.

June 15

Organization administrators begin to submit monthly evaluations to report on the status of their project.

November 30

Organization administrators submit their case study and final project evaluation.

December 14

Google releases submitted case studies. 

May 2, 2023

Organizations begin to participate in post-program followup surveys.


See the timeline for details.

Join us

Explore the Season of Docs website at g.co/seasonofdocs to learn more about participating in the program. Use our logo and other promotional resources to spread the word. Check out the timeline and FAQ, and apply now!

By Kassandra Dhillon and Erin McKean, Google Open Source Programs Office

Announcing Season of Docs 2022

Google Open Source is delighted to announce Season of Docs 2022!

The Season of Docs program supports better documentation in open source and provides opportunities for skilled technical writers to gain open source experience. 

Participating projects receive funds to create, improve, or expand their documentation, while contributing to our knowledge of effective metrics for evaluating open source documentation through their shared case studies.

About the program

Season of Docs allows open source organizations to apply for a grant based on their documentation needs. If selected, the open source organizations use their grant to hire a technical writer directly to complete their documentation project. Organizations have up to six months to complete their documentation project.


Participating organizations help broaden our understanding of effective documentation practices and metrics in open source by submitting a final case study upon completion of the program. The case study should outline the problem the documentation project was intended to solve, what metrics were used to judge the effectiveness of the documentation, and what the organization learned for the future. All project case studies will be published on the Season of Docs site at the end of the program.

Organizations: start your exploration engines

2022 Season of Docs applications open February 23, 2022. We strongly suggest that organizations take the time to complete the steps in the exploration phase before the application process begins, including:

  • Creating a project page to gauge community and technical writer interest in participating (see our project ideas page for examples)
  • Publicizing your interest in participating in Season of Docs through your project channels and adding your project to our list of interested projects on GitHub
  • Lining up community members who are interested in mentoring or helping to onboard technical writers to your project
  • Brainstorming requirements for technical writers to work on your project (Will they need to be able to test code? Work with video? Have prior experience with your project or related technologies?)

On your mark, get set, project page!

Every Season of Docs project begins with a project page. Your project page serves as an overview of your documentation project, and it should be publicly visible. A good project page includes:
  • A statement of the problem your project needs to solve (“users on Windows don’t have clear guidance of how to install our project”)
  • The documentation that might solve this problem (“We want to create a quickstart doc and installation guide for Windows users”)
  • How you’ll measure the success of your documentation (“With a good quickstart, we expect to see 50% fewer issues opened about Windows installation problems.”)
  • What skills your technical writer would need (break down into “must have” and “nice to have” categories. “Must have: access Windows machine to test instructions”)
  • What volunteer help is needed from community members (“need help onboarding technical writer to our discussion groups”) and links to where the community can discuss the proposal
  • Most importantly, include a way for interested technical writers to reach you and ask questions!

Technical writers: express your interest

Technical writers interested in working with accepted open source organizations can share their contact information via the Season of Docs GitHub repository; or they may submit proposals directly to the organizations using the contact information shared on the organization project page. Technical writers do not submit a formal application through Season of Docs.

General timeline

February 23 - March 25

Open source organizations apply to take part in Season of Docs.

April 14

Google publishes the list of accepted organizations, along with their project proposals and doc development can begin.

June 15

Organization administrators begin to submit monthly evaluations to report on the status of their project.

November 30

Organization administrators submit their case study and final project evaluation.

December 14

Google publishes the 2021 case studies and aggregate project data.

May 2, 2023

Organizations begin to participate in post-program followup surveys.    

See the full program timeline for more details.

Join us

Explore the Season of Docs website at g.co/seasonofdocs to learn more about participating in the program. Use our logo and other promotional resources to spread the word. Check out the timeline and FAQ, and get ready to apply!


By Kassandra Dhillon and Erin McKean, Google Open Source Programs Office

New ways to customize tables in Google Docs

What’s changing 

We’re adding several new ways to customize tables in Google Docs. You can now: 

  • Pin a table header row to repeat on each page 
  • Designate that a row should not be split across pages 
  • Quickly add, and arrange columns and rows 
  • Sorting tables to better organize data. 
  • Use a new table sidebar to manage table properties 

See below for more details. 

Who’s impacted 

End users 

Why it matters 

Tables are an important way to display information in a document. These new features give you more ways to present information using tables, making it easier for viewers of the document to quickly see and understand the information. 

Additional details 

Pin a table header row to repeat on each page 

You can pin one or more rows in a table so they repeat on each page that the table appears on. This will make it easier to see column headers for long tables as you navigate a document. 

Pinning a table header row to repeat on each page


Designate that a row should not be split across pages 


You can designate that a table row should not be split across a page break. This ensures important content in tables sticks together and isn't missed on the next page, and provides more control over formatting and layouts. 

Designate that a row should not be split across pages



Quickly add and arrange columns and rows 

You can now easily drag a row or column to a different location. You’ll also notice a new, intuitive button for creating new rows or columns. 


Adding and arranging columns and rows


Sorting tables to better organize data. 

It is now possible to sort the rows of your tables. Any pinned table headers will remain at the top of your table. Additionally, sorting table rows will group by type of content. This will help you to quickly visualize, understand, and organize your data better. 

Use a new table sidebar to manage table properties 


Table properties will now open in the sidebar, allowing you to see edits reflected in your document in real time. This is similar to functionality already available in docs for things such as image editing. 

Using a new table sidebar to manage table properties


Getting started 

  • Admins: There is no admin control for this feature. 
  • End users: Visit the Help Center to learn more about how to Add and Edit Tables 

Rollout pace 

  • Rapid Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on December 7, 2021 
  • Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on December 22, 2021 

Availability 

  • Available to all Google Workspace customers, as well as G Suite Basic and Business customers Available to users with personal Google Accounts 

Resources 

Roadmap 

15 milestones, moments and more for Google Docs’ 15th birthday

In 2005, an easy-to-use, online word processor called Writely launched. A year later, the collaborative writing tool became part of Google, and over time it evolved into Google Docs. Officially launched to the world in 2006, Google Docs is a core part of Google Workspace. It’s also, as of today, 15 years old. But it wasn’t always so obvious how useful — and loved — Docs would become.

Jen Mazzon was part of the original Docs team, or the Google Writely Team as it was then called. “Everyone told us it was crazy to try and give people a way to access their documents from anywhere — not to mention share documents instantly, or collaborate online within their browser,” she wrote in a March 2006 blog post. “But that's exactly what we did.”

As a much-deserved gift to Docs, here are 15 things about Google Docs that we’re celebrating — from important moments to tips and tricks, there’s a lot to love.

  1. In 2010, Docs got its first big update, adding things like the ability to see others editing and writing in shared documents and better importing features.
  2. Internally, the Docs team has breakfast-themed names for the widgets you see when you edit in Docs. For instance, the yellow messages up at the top are called "butter," and the dialogs that pop out from the bottom right corner are called "toasts" because they pop out of a corner just like toast popping out from an upright toaster. The red error message at the top? That's “ketchup.”
  3. When COVID-19 sent students and educators home, we shared ways they could make use of features like offline Docs and real-time commenting to keep learning and collaboration going remotely.
  4. Lizzo and Sad13 used Google Docs to write music together, and they let us in on their creative process.
  5. There was that time when none other than the Reading Rainbow team designed a book report template for Docs, which you can still use today.
  6. Laura Mae Martin, Google’s Chief Productivity Advisor, always knows the best ways to get the most out of Docs. She shares her tips and tricks regularly on her YouTube channel.
  7. In 2018, the Docs team came up with an Easter egg: Typing #blackhistorymonth into a Doc would trigger Explore in your doc, with information about Black history and the Black community.
Animated GIF of a Google Doc with the words "#blackhistorymonth" on the page. The Explore panel then pops out to surface more information about Black history.

8. Here’s a tip: If you click the “+” icon on the right-hand side panel of the page, you’ll find add-ons — from there, select the hamburger menu (the three lines) and check out Editor’s Choice or Top charts for helpful recommendations.

Screenshot of the right side panel of a Google Doc showing the plus sign icon.

9. Over the years, Docs has became a crucial creative asset for writers of all kinds. Author Viviana Rivero even uses Google Docs to tell stories that people read in real time, as she writes.

10. The Google Workspace team has thought a lot about how to make the most of its tools for hybrid work, including Docs. Learn more in the Google Workspace Guide to Productivity and Wellbeing, which includes tips about how you can make the best use of your time working from home — while also making time for yourself.

11. This past May, the Google Workspace team launched smart canvas — which, among other things, lets you @ mention people in Docs, add checklists and use templates. Soon you’ll also start to see Docs suggesting more inclusive language as you write and edit.

Image showing a screenshot of a Google Doc with an open Doc that says "document review" at the top. A dialog pop up hovers over part of the page with inclusive language suggestions.

12. Thanks to new features like Smart compose and Smart reply — made possible by machine learning and artificial intelligence — Docs has become a stronger collaboration tool for the more than three billion users who rely on Google Workspace.

13. Anyone who’s ever worked on a group Doc knows the upper right-hand corner can sometimes populate with Anonymous Animals — so in 2019, we partnered with the World Wildlife Fund to raise awareness about animals we hope don’t become anonymous.

14. We saw the New York Times share how its staff turned to Google Docs during the pandemic to keep journalists and readers connected. They’ve used Docs to celebrate everyday victories, discover music and recommend movies. As a result of COVID-19 and quarantine, we also saw people use Docs to create virtual escape rooms and organize mutual aid efforts.

15. Over here on the Keyword team, we’re big Docs users: Everything you read on this very blog starts in a Doc — including our weekly newsletter, which we launched last year. And fittingly, this very post.

Happy birthday, Google Docs; we literally couldn’t do it without you.

Create meeting notes in Google Calendar

What’s changing

You can now quickly start and share a meeting notes document for your Calendar events.

GIF of adding Meeting notes in the Calendar details view
Meeting notes in the Calendar details view



Creating a notes document from Calendar will automatically populate the document with the event information and attach the document to the event.

You can also add this same meeting notes template into any doc by typing “@” in the doc and using the drop-down menu.

Add a meeting notes into a Doc using the @ menu
Add a meeting notes template into a Doc




These features are currently only available in Calendar and Docs on the web.

Who’s impacted

End users

Why you’d use it

Meeting notes are one of the most common use cases in Docs, and an effective way to make meetings a good use of time. However, creating, sharing and finding them later involves several basic repetitive steps, and involves switching between Docs and Calendar. The meeting notes feature is a shortcut to create such documents with some quick clicks.

This feature streamlines the creation, sharing and attachment of meeting notes into Calendar events.

Additional details

In Calendar, this feature is only available to meeting organizers or guests with permissions to modify the event.

You can use this feature several ways:
  • While creating or editing an event, you’ll see a “Create meeting notes” button next to the attachment section. You can click this button to create a new document, which attaches it to the event upon saving the changes.
  • Clicking the “Take meeting notes” button in a scheduled event will create this document, and immediately open it in a new tab so users can get started capturing notes right away. In the background, this document will also be attached to the calendar event for future reference.

Once you make these meeting notes, we’ll automatically link back to the Calendar event from the doc, making it easy to navigate between places.

You’ll still be able to attach additional documents to the Calendar event.

Sharing the meeting notes 
  • If you click to “Create meeting notes” when creating a new event or editing an existing event, the notes doc will be shared with the attendees, including those outside your organization, once you hit “Save.”
  • If you click “Take meeting notes” on a scheduled Calendar event, attendees will not automatically have access and we’ll show you a prompt to share in Docs.
  • When capturing meeting notes for scheduled events from Google Docs:
    • If you’re the meeting organizer: A pop-up prompts you to share and attach the document to your event. To give access, click Share & attach.
    • If you’re not the meeting organizer: A pop-up prompts you to share the document. To give access, click Share. The document doesn't attach to the event.

Getting started

  • Admins: There is no admin control for this feature.
  • End users: There is no end user setting for this feature. Visit the Help Center to learn more about meeting notes in Calendar.

Rollout pace

Availability

  • Available to all Google Workspace customers, as well as G Suite Basic and Business customers

Resources

Google Workspace Updates Weekly Recap – September 21, 2021

New updates 


New look and feel for Workspace Updates email subscriptions 
Starting September 29, we're going to be improving the look and feel of the emails you receive when you subscribe to Workspace Updates. 
  • The emails themselves will be sent from [email protected], so be sure to update any inbox filters or labels you may have and check your spam folders if you don't immediately see them. 
  • Emails for the Workspace Updates Blog in non-English markets will update to this new format in the coming weeks. 
  • If you have any feedback about these emails after September 29th, please feel back to let us know in the linked form
Full rollout (1-3 days for availability). | Available to all Google Workspace customers and users with personal Google Accounts. | Workspace Updates Blog Email Subscription Feedback



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.

Upgrade to the newest version of the Google Chat app
We’ve recently released a new version of this app. Users who are still on the older Chat PWA version and will see an in-app banner nudging them to upgrade by visiting chat.google.com. | Learn more.



Improved visibility in Google Meet on web
Google Meet on the web now automatically detects when a user appears underexposed and enhances the brightness to improve their visibility. | Learn more.



Control the ability to present to Google Meet from Google Docs, Sheets, and Slides with a new Admin setting
Admins can turn the ability to present from Google Docs, Sheets, and Slides directly to Google Meet on or off for their organization with a new setting. | Learn more.



One-click recommended actions in the Alert Center
In the Alert Center, Admins will see new one-click recommended actions for various alerts, which they can implement without leaving the Alert Center. | Available to Google Workspace Enterprise Plus, Education Standard, and Education Plus customers. | Learn more.



Improved Search In Gmail on Android
You can now quickly and easily filter email and search results on Android mobile devices to find the one specific email or information you’re looking for with new search filters. | Learn more.



New graphs for metrics over time in Meet Quality Tool
We’ve added detailed metrics over time for endpoints in Meet Quality Tool, which will help admins perform more advanced troubleshooting. | Learn more.



Perform refined email searches with new rich filters in Gmail on web
When searching in Gmail on web, enhanced search chips will provide richer drop-down lists with more options that help you apply additional filters. | Learn more.



Easily chat with meeting participants from a Google Calendar event
Within the Calendar event on web or mobile, you’ll see a Chat icon next to the guest list — simply select this icon to create a group chat containing all event participants. | Learn more.



Ability to mute all Google Meet participants at once rolling out to mobile platforms
Earlier this year, we announced the ability for meeting hosts to mute everyone all at once in Google Meet on desktops/laptop devices. This feature has begun rolling out to iOS devices, with Android availability coming later this year. | Learn more.



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

Forms settings are now easier to navigate

 

Quick launch summary 
Now you can easily customize your form or quiz settings with a more visible settings tab and an improved settings layout. 


You’ll see an improved settings menu in the settings tab.

You’ll see an improved settings menu in the settings tab.


Getting started 
  • Admins: There is no admin control for this feature. 
  • End users: There is no end user control for this feature.

Rollout pace 
Availability 
  • Available to all Google Workspace customers, as well as G Suite Basic and Business customers. Available to users with personal Google Accounts 
 Roadmap 

Easily make all files types available offline in Google Drive

What’s changing 
Google Drive stores your most important files, whether they are Google Docs, Sheets, Slides, PDFs, images or the hundreds of other file types we support today. Today, we are announcing more ways to make sure you can make them all accessible to you even when your internet connection is unavailable. 

In 2019, we launched a beta which enabled you to mark non-Google file types, like PDFs, images and Microsoft Office files, available offline when using Google Drive on the web. Now, we’re making this functionality generally available. When you mark these files available offline, you can easily open these files from your browser even when you aren’t connected to the internet.

Easily find files offline


 

ChromeOS users can now also use the easily accessible Files app on their Chromebook to select Google Docs, Sheets, and Slides files to be available when offline. This streamlined access eliminates the need to open Google Drive or Google Docs to select files to make them available offline. 

Find files offline
 

Who’s impacted 
Admins and end users 
 
Why you’d use it 
Users can access all of their important Drive files while offline such as when they’re traveling or when there’s poor internet connectivity. 

Additional details 
Non-Google files such as PDFs, images and Microsoft Office files will need to be opened using apps installed on your computer through Google Drive Web when offline. This feature is already available for Google Drive for desktop users. 

Getting started 

Rollout pace 
Availability 
  • Available to all Google Workspace customers, as well as Cloud Identity Free, Cloud Identity Premium, G Suite Basic and Business customers. Available on personal accounts as well. 

Resources 

Roadmap 

Easily make all files types available offline in Google Drive

What’s changing 
Google Drive stores your most important files, whether they are Google Docs, Sheets, Slides, PDFs, images or the hundreds of other file types we support today. Today, we are announcing more ways to make sure you can make them all accessible to you even when your internet connection is unavailable. 

In 2019, we launched a beta which enabled you to mark non-Google file types, like PDFs, images and Microsoft Office files, available offline when using Google Drive on the web. Now, we’re making this functionality generally available. When you mark these files available offline, you can easily open these files from your browser even when you aren’t connected to the internet.

Easily find files offline


 

ChromeOS users can now also use the easily accessible Files app on their Chromebook to select Google Docs, Sheets, and Slides files to be available when offline. This streamlined access eliminates the need to open Google Drive or Google Docs to select files to make them available offline. 

Find files offline
 

Who’s impacted 
Admins and end users 
 
Why you’d use it 
Users can access all of their important Drive files while offline such as when they’re traveling or when there’s poor internet connectivity. 

Additional details 
Non-Google files such as PDFs, images and Microsoft Office files will need to be opened using apps installed on your computer through Google Drive Web when offline. This feature is already available for Google Drive for desktop users. 

Getting started 

Rollout pace 
Availability 
  • Available to all Google Workspace customers, as well as Cloud Identity Free, Cloud Identity Premium, G Suite Basic and Business customers. Available on personal accounts as well. 

Resources 

Roadmap