Tag Archives: Gmail

Google Sheets now integrated with mail merge in Gmail

What’s changing

Last year, we made it easier to send individual emails to many recipients with the launch of multi-send in Gmail, and introduced the ability to personalize multi-send emails with mail merge tags like @firstname and @lastname. 

Today, we’re excited to announce that mail merge will support Google Sheets in the web version of Gmail. This integration will allow you to link a Sheet with up to 1,500 recipients and use any data column from your Sheet as a mail merge tag. 
Google Sheets now integrated with mail merge in Gmail

Who’s impacted 

End users 

Why it’s important 

With mail merge you can send more personalized and engaging emails to large audiences from web Gmail. 

Additional details 

With this update, mail merge will fully replace multi-send. We’re also moving the icon for mail merge from the main compose toolbar at the bottom of your email draft to the top-right corner of your compose window. You can still use mail merge without linking a Sheet, using the built-in merge tags: @firstname, @lastname, @fullname, and @email. 

Like multi-send, mail merge emails contain a unique unsubscribe link for each recipient by default. Recipients who unsubscribe from your emails are automatically excluded from future mail merge emails you send. 

Learn more about mail merge in Gmail.

Getting started 

  • Admins: 
    • For Google Workspace Enterprise Standard, Enterprise Plus, Education Standard, and Education Plus customers, mail merge is restricted to internal recipients by default. 
    • For Google Workspace Business Standard and Business Plus customers, mail merge is available for external recipients by default. 
    • For all Google Workspace editions, you can turn mail merge ON for external recipients at the OU or Group level. 
    • Visit the Help Center to learn more about managing Gmail settings for your users, and customizing access policies for different organizational units or groups. 
  • End users: 
    • To link your Sheet to a draft in Gmail: 
      • Turn on mail merge using the icon in the top-right corner of a new compose tab. 
      • Click Add from a spreadsheet and select which Sheet you want to use for recipient data.
        • The Sheet must contain at least one column of email addresses and one column with recipient names. 
          Mail Merge + Add from a spreadsheet
        • Note: Your recipient data must be in the first tab of the Sheet. 
        • Note: Users are limited to 1,500 mail merge recipients or messages per day, and you can't use Cc or Bcc when recipients are added from a Sheet. 
      • Next, you will see a Finish linking spreadsheet dialog:
        • Choose the columns that contain recipients’ email addresses and names. 
      • To insert merge tags to your draft: 
        • Type “@” in your draft to show a list of available merge tags. 
        • Every valid column in the first tab of your Sheet should be available as a merge tag. 
        • Insert the desired merge tag by pressing Enter or by clicking on the tag. 
        • Note: Merge tags can’t be used in the subject line or in links. 
      • Visit the Help Center to learn more about mail merge in Gmail. 

Rollout pace 

  • Rapid Release domains: Gradual rollout (up to 15 days for feature visibility) starting on June 27, 2023 
  • Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on July 19, 2023 

Availability 

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

Resources 


Updated user interface for the Email Log Search tool

What’s changing

We’ve updated the Email Log Search interface, helping admins find relevant information faster whether their query is simple or dynamic. 

Admins can use the "Predefined search" tab for basic searches, such as: 
  • All messages from today, yesterday, or the last 7 days 
  • Messages sent or received within your primary domain since yesterday 
Email Log Search tool

You can access the “Custom search” tab if you need to expand search parameters. This will allow you to enter information such as a message ID or sender IP into predefined fields for faster searching. 

Email Log Search

By enabling admins to find and troubleshoot missing email messages, see the status of messages after they’re delivered and more, this update helps admins stay on top of the flow of emails in their domain, regardless of the size of their organization. 

Getting started 

  • Admins: Visit the Help Center to learn more about finding messages with the Email Search Log. Note: when returning to the Email Log Search tool, you will get to the "Predefined search" or "Custom search" tab based on your previous visit to the tool. 
  • End users: There is no end user action required. 

Rollout pace 


Availability 

  • Available to Google Workspace Business Starter, Business Standard, Business Plus, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Standard, Education Plus, the Teaching & Learning Upgrade, Nonprofits, Frontline Starter, and Frontline Standard customers 

Resources 

See the top search results first in Gmail on mobile

What’s changing

As part of our efforts to improve the search experience in Gmail on mobile, we’re introducing a feature that helps you find exactly what you’re looking for much faster. 

When searching in Gmail, machine learning models will use the search term, most recent emails and other relevant factors to show you the results that best match your search query. These results will now appear at the top of the list in a dedicated section, followed by all results sorted by recency. 
See the top search results first in Gmail on mobile

Who’s impacted 

End users 


Why it matters 

This highly requested feature gives you the most relevant information first, allowing you to more quickly and easily find specific emails or files. 


Getting started 

  • Admins: There is no admin control for this feature. 
  • End users: 

Rollout pace 


Availability 

  • Available to all Google Workspace customers and users with personal Google Accounts 

Resources 

Improving consistency of Gmail data across the Security Investigation Tool and BigQuery

What’s changing 

In August 2022, we announced the movement of the existing Gmail logs in BigQuery to Google Workspace logs and reports in BigQuery, creating a single space to access all of your Google Workspace audit events. 


To further improve this experience, you’ll see all Gmail log events from the Security Investigation Tool (SIT) in your Google Workspace logs and reports in BigQuery. This includes device types and post-delivery actions (for example open, delete, clicked links, and attachment downloads). This change will give admins a more complete picture of Gmail activity happening in their domain, and bring consistency across reporting tools. 


Use the table below to familiarize yourself with the newly added columns — complete details can be found in our Help Center.


List of newly added columns

Description

event_info.mail_event_type

The event type corresponds to the Event attribute in Gmail log events in Security Investigation Tool.

event_info.client_context.client_type

The type of client or device where the action occurred, including: WEB, IOS, ANDROID, IMAP, POP3, and API.

event_info.client_context.session_context.delegate_user_email

Email address of the delegated user who performed the action on the account owner's behalf.

message_info.attachment.file_name

File attachment name.

message_info.post_delivery_info

Information about the post-delivery event.

message_info.post_delivery_info.action_type

Post-delivery action type.


message_info.post_delivery_info.interaction

Information about the user's interaction with message links, Drive items, or attachments.

message_info.post_delivery_info.interaction.link_url

The URL associated with the interaction, which is set only for link click interactions.

message_info.post_delivery_info.interaction.drive_id

The unique ID of the Google Drive item associated with the interaction. This ID is used to access the item in Drive.

message_info.post_delivery_info.interaction.attachment

The target attachments of the interaction, which are set only for attachment interactions.

message_info.post_delivery_info.interaction.attachment.file_extension_type

File extension (not MIME part type), not including the period.

message_info.post_delivery_info.interaction.attachment.malware_family

Malware type, if malware is detected during message handling.

message_info.post_delivery_info.interaction.attachment.file_name

Attachment file name.

message_info.post_delivery_info.interaction.attachment.sha256

SHA256 hash of the attachment.


Getting started


Rollout pace


Availability

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

Resources

 

Google Workspace Updates Weekly Recap – May 5, 2023

New updates 

There are no new updates to share this week. Please see below for a recap of published announcements. 



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.


Providing greater visibility with additional Google Calendar statuses in Google Chat
Chat statuses now include even more information, such as: how much longer someone is in a meeting or focus time, if someone has an upcoming commitment within the next 10 minutes, and if someone has an upcoming out of office event within the next business day. Learn more about additional Google Calendar statuses in Google Chat.


Expanding upon Gmail security with BIMI
Users will now see a checkmark icon for senders who adopted Brand Indicators for Message Identification (BIMI) in Gmail. This will help users identify messages from legitimate senders versus impersonators. | Learn more about Gmail security with BIMI.


Manage all spaces in your organization through the Admin console
We've introduced a new section in the Admin console dedicated to managing spaces in Google Chat. Here, admins can see a list of all spaces in their domain, the members of those spaces, and take actions, such as adding members or changing a member role. | Learn more about managing all spaces in your organization through the Admin console.


Quote a previous message in Google Chat
We've introduced a new feature that allows you to quote a previous message when sending a reply in a direct message, group message, or space (if configured with in-line threading). | Learn more about quoting a previous message in Google Chat.

Turn access to Bard on or off for your users
Earlier this year, we announced Bard, an early experiment by Google that lets you collaborate with generative AI. In the coming days, Google Workspace admins will be able to turn access to Bard on for their users, in the Admin console under Apps > Additional Google services > Early Access Apps. | Learn more about turning access to Bard on or off for your users.

Completed rollouts

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


Rapid Release Domains:

Scheduled Release Domains:

Expanding upon Gmail security with BIMI

What’s changing 

In 2021, we introduced Brand Indicators for Message Identification (BIMI) in Gmail, a feature that requires senders to use strong authentication and verify their brand logo in order to display a brand logo as an avatar in emails. 

Building upon that feature, users will now see a checkmark icon for senders that have adopted BIMI. This will help users identify messages from legitimate senders versus impersonators. 
Expanding upon Gmail security with BIMI

Who’s impacted 

Admins and end users 


Why it matters 

Strong email authentication helps users and email security systems identify and stop spam, and also enables senders to leverage their brand trust. This increases confidence in email sources and gives readers an immersive experience, creating a better email ecosystem for everyone. 


Getting started 

  • Admins: 
    • Visit the Help Center to learn more about setting up BIMI. 
    • To learn more about BIMI and see the latest news, visit the working group’s website. 
    • To take advantage of BIMI for your outgoing emails to Gmail and other platforms, ensure that your organization has adopted DMARC, and that you have validated your logo with a VMC, issued by a Certification Authority such as Entrust or DigiCert. 
  • End users: There is no end user setting for this feature. 

Rollout pace 


Availability 

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

Resources 

Google Workspace Updates Weekly Recap – March 10, 2023

1 New update

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 Google Workspace and G Suite customers.


Additional details for the updated Gmail experience on Android foldable devices and tablets 
Last month, we announced an improved Chat, Meet, and Gmail experience on Android foldable devices and tablets. To provide additional details on functionality, Gmail supports a 2-pane view in landscape orientation only. | This is now available. | Learn more. 


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.


Indicate your Google Voice availability with more options
We’re making it easier for you to indicate your availability in Google Voice on web and mobile. Previously, you could only indicate your availability for all of your ring groups. This update gives you greater flexibility to manage your Ring Group availability in Google Voice, without the need to sign-out of Voice or block all incoming calls using “Do Not Disturb”. | Available to Google Voice Standard and Premier customers only. | Learn more. 


Refreshed interface for Google Drive, Google Docs, Google Sheets, and Google Slides
In the coming weeks, you’ll notice a new look and feel for Google Drive, Docs, Sheets, and Slides on the web. Following the release of Google Material Design 3, the refreshed user interface is purposefully designed to streamline core collaboration journeys across our products. | Learn more. 


New updates for Google Meet on Poly Android-based appliances
We are rolling out updates to Google Meet to support our upcoming launch of Google Meet on Poly Android-based appliances. Within the Google admin console, admins can enroll Poly devices and include reporting of these new appliances. The Google Meet hardware experience will become available in the upcoming Poly OS 4.0 update as part of the Poly Studio X series family. | Learn more.


Managed Android devices must upgrade to Android Device Policy during March 2023
In 2019, we announced that a new Android management client, Android Device Policy, would replace the legacy Google Apps Device Policy client. We’re now in the final stages of this upgrade. All devices with the Google Apps Device Policy will lose access during March 2023 if they have not already upgraded. | Learn more. 


Completed rollouts

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


Client-side encryption for Gmail is now generally available

What’s changing 

Beginning today, client-side encryption for Gmail is now generally available for Google Workspace Enterprise Plus, Education Plus, and Education Standard customers. For customers currently enrolled in the beta, your experience will not change. 




Workspace already encrypts data at rest and in transit by using secure-by-design cryptographic libraries. Client-side encryption takes existing encryption capabilities to the next level by ensuring that customers have sole control over their encryption keys—and thus complete control over access to their data. For more information, read the latest Workspace blog and our original beta announcement.

Getting started 

  • Admins: 
  • End users: Once enabled by your Workspace admin, to add client-side encryption to any message, click the lock icon and select additional encryption, and compose your message and add attachments as normal. 

Rollout pace 


Availability 

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

Resources

Google Workspace Updates Weekly Recap – February 24, 202

4 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 Google Workspace and G Suite customers.


View your peripheral devices directly in the Google Meet green room
Before joining a Google Meet meeting, you’ll be able to instantly check which of your peripheral devices are available and connected. You can still view your peripheral devices via the settings menu, but this update makes it easier to select equipment or identify potential issues. | This is now available. | Learn more.
Improvements to sales and customer service integrations in Google Chat
Third-party sales tool Salesforce and customer service tool Zendesk are now better integrated with Google Chat, using the updated Salesforce and Zendesk Chat apps. The Salesforce Chat app now allows you to more easily search and share Salesforce records into the Chat stream. The Zendesk Chat app provides improved notifications of updates to Zendesk tickets into Chat, including the ability to update and reassign tickets. Installing these apps provides simpler access to your sales and customer service workflows directly in Chat. | This is now available. | Learn more. 
2-pane view on foldable Android devices now available for Meet, Gmail, and Chat
As part of our mission to provide a top-class user experience on large screen devices, Android foldable-device users have been able to access a 2-pane view for Google Meet and Gmail. We’re excited to announce this also includes the Chat tab in the Gmail app. | This is now available. 
Optimized zoom experience for Google Sheets on Android devices
In continuing our efforts to enhance the Google Workspace experience on Android devices, we’re introducing an improved zoom scale experience when using Google Sheets on Android devices. Upon opening the Sheets app, zoom scales are now different based on your device type. | Rolling out to Rapid Release domains now; launch to Scheduled Release domains planned for mid March, 2023.

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.


Introducing Trusted Types in Google Workspace
We’re improving the client-side security of Google Docs, Sheets, Slides, Forms, Sites, Jamboard, Drawings, and Drive with Trusted Types. This will provide an extra layer of protection around Document Object Model (DOM) APIs that are used by the apps listed above or third-party extensions. | Learn more. 


Introducing new smart canvas features in Google Sheets and Google Docs
We’re introducing even more smart chips and a new way to display dates across Google Sheets that will make it easier for you to quickly preview and interact with dates, locations, and financial information. We’re also adding a stopwatch chip to Google Docs that can track how long it takes to complete an activity, helping you stay on task and on time. | Learn more. 

Completed rollouts

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