Tag Archives: Google Docs

Enhance Your Organization’s Security with Out-of-Domain File Warnings in Google Workspace

What’s changing

Today we’re launching Out-of-Domain file-level warnings, now publicly available to all Google Workspace users. Specifically, a badge will be displayed on Google Docs, Sheets, and Slides files when the file is owned by or shared with someone outside of your domain. You'll also see a pop-up with more details and the option to report the externally owned file for abuse. 

An image showing a Google Doc with the word "External" displayed in a small yellow badge next to the document title. The badge has been clicked, and a pop-up window appears with more information stating that “This document is owned by someone outside your organization. Be cautious about sharing sensitive information
Image of "External" badge displayed in Google Docs


This feature helps users identify potentially risky files and avoid phishing scams when working with files shared from outside your organization.


Additional details

  • Known Limitations:
    • For externally shared content, the badge will not be displayed if any internal Google Groups have access to the document, even if these groups have external members.
    • If any service accounts have access to the document, the External badge will be displayed, even if the service account is owned internally.


Getting started

Screenshot of the Google Workspace Admin console, navigated to Sharing settings. At the bottom of the page, a new section labeled "Highlight external files" is highlighted. The checkbox is checked, and the description reads: "Mark external files shared or owned externally as “external” to flag that content may be viewable outside your organization.
 Image of the Google Workspace Admin console, Sharing settings, showing the "Highlight external files" option enabled


Rollout pace


Availability

  • Available for all Google Workspace customers, as well as Cloud Identity customers

Resources

Google Docs code blocks now available in additional programming languages

What’s changing

In 2022, we introduced a smart canvas feature that enables you to format and display code in Google Docs with code blocks. 

We’re adding support for additional code languages to give even more users the ability to easily visualize code, making more code readable and collaboration much easier. Starting today, users can now format code blocks in the following additional programming languages: 
  • C# 
  • Go 
  • Kotlin 
  • PHP 
  • Rust 
  • TypeScript 
  • HTML 
  • CSS 
  • XML 
  • JSON 
  • Protobuf 
  • Textproto 
  • SQL 
  • Bash/Shell 
additional Docs code blocks programming languages


Getting started 

  • Admins: There is no admin control for this feature. 
  • End users: To format and display code in a Doc, select Insert > Building blocks > Code blocks > choose your programming language or search @ > Code blocks > choose your programming language. Visit the Help Center to learn more about inserting smart chips & building blocks in your Google Doc. 

Rollout pace 

Availability 

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

Resources 

Help me write in Google Docs now available in four additional languages

What’s changing

In 2023, we introduced Help me write, an AI-powered writing feature that helps get you started by writing something new in Google Docs or quickly refining existing text. Last May, we rolled out the ability to use Help me write in Spanish and Portuguese and today, we’re excited to announce that Help me write is now available in four additional languages: 
  • Japanese 
  • Italian 
  • French 
  • German 
Using Help me write in Docs, you can: 
  • Simply type a few words describing a topic you’d like to write about and a draft will be instantly generated for you. You then have a few options to adjust the results’ length, tone, or format. 
  • Select specific text and refine it to catch typos, polish word choice, and ensure a smooth, natural flow. Plus you can adjust the text’s length, tone, or even use your own prompt to modify it. 

Who’s impacted 

End users 

Why you’d use it 

Whether you’re a recruiter drafting a customized job description or an account executive drafting a sales pitch, Help me write saves you the time and effort of writing the first version of a document by enabling you to focus on bringing your ideas to life instead of conquering a blank page. Now, you can use Help me write in English, Spanish, Portuguese, Japanese, Italian, French, and German. 

Getting started


 Rollout pace 

Availability 

Available for Google Workspace: 
  • Business Standard and Plus 
  • Enterprise Standard and Plus 
  • Google One AI Premium 
  • Customers with the Gemini Education or Gemini Education Premium add-on 
  • Customers with the Gemini Business or Gemini Enterprise add-on* 
*As of January 15, 2025, we’re no longer offering the Gemini Business and Gemini Enterprise add-ons for sale. Please refer to this announcement for more details.

Resources 

Help me create in Google Docs now available in seven additional languages

What’s changing

Last year, we introduced a new way for users to create highly structured, stylized, and visually-appealing documents with Gemini using Help me create. 


After describing the document you want to create, which includes the option to pull in content from your files using “@ filename", Gemini transforms your blank page into a long-form document with cover images, in-line images, stylized text, tables, content from your chosen Drive files, and more. 


Today, we’re excited to announce that Help me create is now available in seven additional languages: 
  • Spanish 
  • Portuguese 
  • Japanese 
  • Korean 
  • Italian 
  • French 
  • German 

help me create in spanish



Who’s impacted

End users 


Why you’d use it 

Help me create is designed to help you get started with a first draft of your document. For example: 
  • A marketing manager at a CPG company can create a launch plan for a new product using the following prompt: Create a marketing plan to support the launch of a new line of coffee flavors. Include timing, owners, deliverables, and create a cover image that shows different types of coffee. 
  • A manager can create a vision document to keep their team on track by telling Gemini: Create an overview document of our team charter and goals based on [Team charter brainstorm notes], and include a cover image that shows team bonding in an office setting. 
  • A small business owner specializing in eco-friendly products can create a proposal for a new client by typing: Create a proposal for my new client using the deliverables listed in [Customer meeting notes - November 30, 2024]. Outline the scope of work, pricing, and timing, and create a cover image that shows eco-friendly cleaning products and inline images. 
You can also choose from a variety of starter prompts to expedite the creation process for common document use cases. For example, you can select: 
  • A roadmap for a product launch that includes strategy breakdowns and outlines key milestones, timelines, and initiatives (with the option to include images for each feature). 
  • A party planning checklist with a timeline of tasks, milestones, deadlines, and dependencies. 
  • A template for a 15-minute daily standup meeting with teammates that includes a table for each individual to leave their updates. 

Getting started 

Rollout pace 


Availability 

Available for Google Workspace: 
  • Business Standard and Plus 
  • Enterprise Standard and Plus 
  • Google One AI Premium 
  • Customers with the Gemini Education or Gemini Education Premium add-on 
  • Customers with the Gemini Business or Gemini Enterprise add-on* 
*As of January 15, 2025, we’re no longer offering the Gemini Business and Gemini Enterprise add-ons for sale. Please refer to this announcement for more details.

Resources 

Introducing a new building block that summarizes content with Gemini in Google Docs

What’s changing

Last year, we introduced a collection of building blocks designed to help you manage important business workflows in Google Docs, including team task management, project tracking, hiring, and more. 

Today, we’re excited to announce an additional building block that adds an AI-generated summary to your content using Gemini in Docs. By going to Insert > Building Blocks > AI Summary or typing “@” followed by “AI summary,” Gemini will provide a summary that you can instantly insert or edit alongside other document collaborators. In addition, you can select the refresh option to update your summary when you make changes to your document. doc content. 

These AI-generated summaries make it easier to consume long documents and can be particularly useful for content such as technical documents, meeting notes, strategy documents, marketing briefs, and more. 
new building block that summarizes content with Gemini in Google Docs




Getting started 


Rollout pace 


Availability 

Available for Google Workspace: 
  • Business Standard and Plus 
  • Enterprise Standard and Plus 
  • Google One AI Premium 

Anyone who previously purchased these add-ons will also receive this feature: 
  • Gemini Business* 
  • Gemini Enterprise* 
*As of January 15, 2025, we’re no longer offering the Gemini Business and Gemini Enterprise add-ons for sale. Please refer to this announcement for more details.

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).       

    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

    Use Gemini in the side panel of Workspace apps in four more languages

    What’s changing

    Beginning today, Gemini in the side panel of Google Docs, Google Sheets, Google Drive, and Gmail can be used in four additional languages: 
    • Greek 
    • Catalan 
    • Indonesian 
    • Malay 

    With Gemini in the side panel of your Workspace apps, you can get help summarizing, brainstorming, and generating content by utilizing insights gathered from your emails, documents, and more—all without switching applications or tabs. Check out our original announcements for Gemini in the side panel of Docs, Sheets, and Drive, and Gmail for even more information. Image generation is supported in these languages as well. 


    Additional details 

    • Users may see the “Alpha” badge as we bring more features into Gemini in the side panel of Google Workspace.
    • Image generation of people is not supported in these additional languages at this time.

    Getting started 


    Rollout pace


    Availability 

    Gemini in the side panel of Docs, Sheets, Drive is available to Google Workspace: 
    • Business Standard and Plus 
    • Enterprise Standard and Plus 
    • Customers with the Gemini Education or Gemini Education Premium add-on 
    • Customers with the Gemini Business or Gemini Enterprise add-on* 
    Gemini in the side panel of Gmail is available to Google Workspace:
    • Business Starter, Standard and Plus 
    • Enterprise Starter, Standard and Plus 
    • Customers with the Gemini Education or Gemini Education Premium add-on 
    • Customers with the Gemini Business or Gemini Enterprise add-on* 
    *As of January 15, 2025, we’re no longer offering the Gemini Business and Gemini Enterprise add-ons for sale. Please refer to this announcement for more details.

    Resources 

    Use Gemini in the side panel of Workspace apps in seventeen more languages

    What’s changing 

    Beginning today, Gemini in the side panel of Google Docs, Google Sheets, Google Drive, and Gmail can be used in seventeen additional languages: 
    • Arabic
    • Chinese
    • Czech
    • Danish
    • Dutch
    • Finnish
    • Hebrew
    • Hungarian
    • Norwegian
    • Polish
    • Romanian
    • Russian
    • Swedish
    • Thai
    • Turkish
    • Ukrainian
    • Vietnamese
    With Gemini in the side panel of your Workspace apps, you can get help summarizing, brainstorming, and generating content by utilizing insights gathered from your emails, documents, and more—all without switching applications or tabs. Check out our original announcements for Gemini in the side panel of Docs, Sheets, and Drive, and Gmail for even more information. Image generation is supported in these languages as well. 


    Additional details

    • While Gemini in the side panel of Docs, Sheets, Drive, and Gmail, is generally available in these additional languages - as we keep rolling out more Gemini alpha features in the side panel, end users with Gemini alpha features turned on may continue to see the “Alpha” badge. 
    • Gemini in the side panel of Slides and Chat is only available in English at this time.
    • Image generation of people is not supported in these additional languages at this time.

    Getting started

    Rollout pace

    Availability

    Available to Google Workspace:
    • Business Standard and Plus
    • Enterprise Standard and Plus
    • Customers with the Gemini Education or Gemini Education Premium add-on 
    • Customers with the Gemini Business or Gemini Enterprise add-on*

    Available for Gemini in the side panel of Gmail for:
    • Business Starter
    • Enterprise Starter
    *As of January 15, 2025, we’re no longer offering the Gemini Business and Gemini Enterprise add-ons for sale. Please refer to this announcement for more details.

    Resources


    Improving the cover images experience in Google Docs

    What’s changing

    Last year, we made it easier for you to personalize and differentiate documents with full-bleed cover images that extend from one edge of your document to the other. Since then, many users have added cover images to help set the tone for a document, and today we’re announcing the following updates: 
    • In addition to the “Choose from stock photos” and “Upload from computer”, insertion options, users can now add images via: 
      • Searching the web 
      • Uploading from Drive 
      • Importing from Google Photos 
      • Pasting a URL 
    new insertion options for cover images
    • The addition of 100+ new stock images to provide users with more options. The stock image gallery will also include filtering options for categories like art, food, and abstract 
    100+ new stock images

    • When clicking the “Cover image” chip at the top of your Doc, a placeholder image will appear, followed by the menu with options to create with Gemini or insert a different image via the options outlined in #1.

    When clicking the “Cover image” chip at the top of your Doc, a placeholder image will appear
    Additional details 



    Cover images can only be added to documents set to pageless mode, allowing the image to span the entire width of the document. To set up the more immersive experience of pageless mode, go to File > Page setup > Pageless or Format > Switch to Pageless format. 


    Getting started 

    • Admins: There is no admin control for this feature. 
    • End users: 
      • A stock cover image is not AI-generated and automatically uploads to your document. You can update or change the image. 
      • Visit the Help Center to learn more about adding a cover image to your document.

    Rollout pace 

    Availability 

    • Available to all Google Workspace customers, Workspace Individual Subscribers, and users with personal Google accounts 

    Resources