Tag Archives: docs

Google Workspace Business Starter and Frontline customers can now collaborate with people who are not using a Google account in Drive, Docs, Sheets, Slides, and Sites

Quick launch summary 

We’re making visitor sharing available to Google Workspace Business Starter and Frontline customers, with a limit of five visitor shares per month, per user. 

With visitor sharing, you can share items with non-Google accounts, enabling them to view, comment on, or edit content in Google Drive, Docs, Sheets, Slides, and Sites using a secure pincode. 



Getting started 

  • Admins: 
    • Sharing outside of your organization to users with non-Google accounts will be ON by default if you currently allow users in your organization to send sharing invitations to people outside your organization who are not using a Google account. 
    • Sharing outside of your organization to users with non-Google accounts will be OFF by default if you currently do not allow sharing outside your organization. Use our Help Center to learn more about sharing to non-Google accounts. 
    • Visitor sharing will be controlled by new settings at Admin console > Apps > G Suite > Drive and Docs > Sharing Settings (pictured below). These settings can be controlled at the domain or OU level. 



Rollout pace 


Availability 

  • Available to Google Workspace Essentials, Business Starter, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Plus, Frontline, and Nonprofits, as well as G Suite Business customers 
  • Not available to G Suite Basic, Cloud Identity customers, or users with personal accounts 

Resources 

New iOS Data Protection setting protects data sharing between Google Workspace and personal Google accounts

What’s changing 

We’re adding a new admin setting which restricts data and content sharing between Google Workspace accounts and personal Google accounts in Gmail, Drive, Docs, Sheets, and Slides on iOS. 

When the data protection setting is enabled, users can only share or save content–such as files, emails, or copied & pasted content—within Workspace accounts. This will protect users from sharing a file with their personal Google accounts or saving a file to their personal Google Drive. 



Who’s impacted 

Admins and end users 


Why it’s important 

Google applications on iOS support multi-user logins, allowing users to access Gmail, Google Drive, Docs, Sheets, and Slides with their personal and Google Workspace accounts. Giving admins the ability to control how data is shared across user accounts helps minimize accidental data sharing. Together with the previously released copy and paste and drag and drop restrictions, these security measures help increase the security of your corporate data on iOS. 


Getting started 

  • Admins: This feature will be OFF by default and can be enabled at the OU and domain level. Visit the Help Center to learn more about applying settings for iOS devices. 

  • End users: There is no end user setting for this feature. When enabled by your admin, you will be able to securely share enterprise Google Workspace content between your Google Workspace apps. 

Rollout pace 

  • Rapid Release and Scheduled Release domains: This feature is available now for all users. 

Availability 

  • Available to Google Workspace Enterprise Standard, Enterprise Plus, and Education Plus customers 
  • Not available to Google Workspace Essentials, Business Starter, Business Standard, Business Plus, Enterprise Essentials, Education Plus, Frontline, and Nonprofits, as well as G Suite Basic and Business customers 

Resources 

The 2021 Season of Docs application for organizations is open!

Season of docs icon

Google Open Source is delighted to announce Season of Docs 2021!

The 2019 Season of Docs brought together open source organizations and technical writers to create 44 successful documentation projects. In 2020, we had 64 successful standard-length technical writing projects and are still awaiting long-running project results.

In 2021, the Season of Docs program will continue to support better documentation in open source and provide opportunities for skilled technical writers to gain open source experience. In addition, building on what we’ve learned from the successful 2019 and 2020 projects, we’re expanding our focus to include learning about effective metrics for evaluating open source documentation.

What are the 2021 program changes?

Season of Docs 2021 will allow open source organizations to apply for a grant based on their documentation needs. If selected, open source organizations will use their grant to hire a technical writer directly to complete their documentation project. Organizations will have up to six months to complete their documentation project. Keep reading for more information about the organization application or visit the Season of Docs site.

Technical writers interested in working with accepted open source organizations will be able to share their contact information via the Season of Docs GitHub repository; or they may submit proposals directly to the organizations and will not need to submit a formal application through Season of Docs.

Participating organizations will 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 project case study will 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 the project case studies will be published on the Season of Docs site at the end of the program.

How does it work?

February 9 - March 26 Open source organizations apply to take part in Season of Docs
April 16 Google publishes the list of accepted organizations, along with their project proposals and doc development can begin.
June 16 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, 2022 Organizations begin to participate in post-program followup surveys.

See the timeline for details.

Organization applications

Organization applications are now open! The deadline to apply is March 26, 2021 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.

Organizations can submit their applications here: http://goo.gle/3qVxArQ. Organization applications close on March 26th at 18:00 UTC.

Technical writers interested in participating in the 2021 Season of Docs should read our guide for technical writers on the Season of Docs website.

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

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

Open Office attachments from Gmail in Google Docs, Sheets, or Slides with one click

What’s changing

We’re making it easier to view, edit, and collaborate on Microsoft Office files sent and received in Gmail using Docs, Sheets, and Slides. With this launch, we’re adding: 
  • Open Office files in Docs, Sheets, or Slides with one click: When you send or receive email with an Office file attached, you’ll see an edit icon that will open the file directly in Docs, Sheets, or Slides while preserving the original file format. 
  • Easily reply to the email from within the file: Once the file is opened, you’ll have new options to respond to the email thread from the File menu in Docs, Sheets, or Slides. 

See images below. 


Who’s impacted 

End users 


Why it’s important 

This provides a fast and convenient way to view, edit, and collaborate on emailed Office files directly in Docs, Sheets, and Slides. Previously, users would have to save a file to Drive before being able to use G Suite’s Office editing features. With this launch, they can open files more quickly and reply to email threads featuring Office files more easily. 


Getting started 


When you receive an Office file in Gmail, click the Edit icon to quickly open the file to view, edit, and collaborate. 

After opening an Office file from Gmail, you’ll see new options in the Docs, Sheets, or Slides File menu to reply with a file, or open the original message. 


Rollout pace 

Availability 

  • Available to Google Workspace Business Starter, Business Standard, Business Plus, Enterprise Standard, and Enterprise Plus, as well as G Suite Basic, Business, Education, Enterprise for Education, and Nonprofits customers 
  • Not available to Google Workspace Essentials and Enterprise Essentials customers 

Resources 

Office editing on iOS brings Google Workspace collaboration to Microsoft Office files

Quick launch summary 

We’re making Office editing available on iOS. This feature brings the collaborative and assistive features of Google Workspace to your Microsoft Office files when you’re using your iOS device. Already available on the web and Android, it: 
  • Allows you to edit, comment, and collaborate on Microsoft Office files using Google Docs’, Sheets’, and Slides’ powerful real-time collaboration tools. 
  • Improves sharing options, improves sharing controls, and reduces the need to download and email file attachments. 
  • Streamlines workflows by reducing the need to convert file types. 

Office editing will replace Quickoffice (sometimes known as Office Compatibility Mode), which has more limited functionality and collaboration capabilities. See more about Office editing in our announcement for the feature on the web. 

Getting started 

Rollout pace 

  • This feature is available now for all users. 

Availability 

  • Available to Google Workspace Essentials, Business Starter, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, and Enterprise Plus as well as G Suite Basic, Business, Education, Enterprise for Education, and Nonprofits customers 
  • Available to users with personal Google Accounts 

Resources 

Office editing mode is now the default editing mode for Office files in Drive on the web

What’s changing 

We’re changing the default editing mode for Microsoft Office files in Google Drive on the web. Now, when you double-click on an Office file, it will open directly in Office editing mode. 

Previously, double clicking would open a preview of the document, from which users could choose whether to open in Office editing mode or download the file. You can still use the preview mode by right clicking the file and clicking "Preview,” or by pressing ‘P’ on the keyboard while double clicking the file. 



Who’s impacted 

End users 


Why it’s important 

This change makes it quicker to open and start editing documents. Users can directly edit, comment, and collaborate on Office files using the familiar interface of Google Docs, Sheets, and Slides, with changes automatically saved to the file in its existing Office format. 


Additional details 

Note that: 
  • This change will apply to all compatible Office file types, including .docx, .doc, .ppt, .pptx, .xls, .xlsx, .xlsm 
  • Password protected Office files will not open directly in Office editing mode. These files will continue to open in Preview mode. 
  • If the “Office Editing for Docs, Sheets & Slides” Chrome extension is installed, we will redirect to the extension and not to Docs, Sheets, or Slides. This is the same as if you select “Open with” today. 


Getting started 

  • Admins: This feature will be ON by default. There is no admin control for this feature. 
  • End users: This change will take place by default when opening compatible Office files in Drive on the web. You can still use the preview mode by right clicking the file and clicking "Preview," or by pressing ‘P’ on the keyboard while double clicking the file. Visit the Help Center to learn more about working with Office files in Drive. 

Rollout pace 

Availability 

  • Available to Essentials, Business Starter, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Education, Enterprise for Education, and Nonprofits customers and users with personal Google Accounts 

Resources 

Google Workspace Add-ons now generally available in Google Docs, Sheets, and Slides

Quick Summary 

Google Workplace Add-ons are now available for Google Docs, Sheets, and Slides. Google Workspace Add-ons are already available for Calendar, Gmail, and Google Drive.


Google Workspace Add-ons allow you to use third-party applications within Google Workspace, helping you get work done faster without switching from one app to another. 

Organizations can also create add-ons using Apps Script or alternative runtimes — use the Google Workspace Developer guide for add-ons to learn more about building add-ons. 

Getting started 

Rollout pace 

Availability 

  • Available to Essentials, Business Starter, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Education, Enterprise for Education, and Nonprofits customers and users with personal accounts.  

Resources 

Mention a user directly within a Google Doc

Quick launch summary 

You can now mention another user in Google Docs within the document itself. Previously, this was only possible within a comment. 

When another user is mentioned, you can hover over their name for information about them and suggested actions like adding that person to Contacts or reaching out via email. This is the same information you see today when hovering over a user's name in other Google Workspace apps, such as Gmail or Calendar. 

[Read more about this feature and other new features in the Google Workspace announcement]

Additional details 

Note that mentioning someone in a document will not send them a notification. Additionally, if you mention a user who does not have access to the doc, you’ll receive a prompt with sharing suggestions. You can share the document at that time or decline and use the regular Docs sharing function when the time is right. 

Getting started 

  • Admins: There is no admin control for this feature. 
  • End users: This feature is available for all Google Workspace end users. When typing in Docs, press “@” — this will trigger a dropdown menu where you can search for the user you want to mention. 

Rollout pace 

Availability 

  • Available to Essentials, Business Starter, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Education, Enterprise for Education, and Nonprofits customers 

Resources: 

Easily add and manage citations in Google Docs

Quick launch summary 

We’re launching a new feature to help you add, manage, and format academic citations in Google Docs. This will make writing academic papers easier since you won’t have to use add-ons, or copy citations from other tools. 

Using this feature, you can easily insert in-text citations and create a bibliography in the MLA, APA, or Chicago (author-date) styles. Sources types supported include books, book sections, websites, journal articles and newspaper articles. 

Citations tool in Google Docs 

Getting started 

Rollout pace 

Availability 

  • Available to all G Suite customers 

Resources 

Office editing on Android brings G Suite collaboration to Microsoft Office files

Quick launch summary 

We’re making Office editing available on Android. This feature brings the collaborative and assistive features of G Suite to your Microsoft Office files when you’re using your Android device. Already available on the web, it: 
  • Allows you to edit, comment, and collaborate on Microsoft Office files using Google Docs’, Sheets’, and Slides’ powerful real-time collaboration tools. 
  • Improves sharing options, improves sharing controls, and reduces the need to download and email file attachments. 
  • Streamlines workflows by reducing the need to convert file types. 
Office editing will replace QuickOffice (sometimes known as Office Compatibility Mode), which has more limited functionality and collaboration capabilities. See more about Office editing in our announcement for the feature on the web. 


Getting started 

Rollout pace 

Availability 

  • Available to all G Suite customers and users with personal Google Accounts 

Resources