Tag Archives: Google Docs

Google Workspace Updates Weekly Recap – July 23, 2021

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.

Gmail now displays the latest emojis
Now you can see all the latest emojis in Gmail, with emojis now rendered in the latest Unicode standard 13.1.

Improved Tabular Data Handling for Gmail DLP
We are improving the way we handle Tabular data files like .csv or .xlsx to best account for the structure of these files. This will result in more accurate content scans. | Available to Google Workspace Enterprise, Education Fundamentals, Standard, Teaching and Learning Upgrade, and Plus customers. | 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.

Updates to Google Workspace Public Status Dashboard and service status alerts
We're introducing a new Public Status Dashboard experience for Google Workspace. As part of this update, we’re enhancing the functionality of the existing Apps outage alert system-defined rule, which provides email notifications regarding service disruptions or outages via the Public Status Dashboard. | Learn more.


Hangouts to Google Chat upgrade beginning August 16th, with option to opt-out
Beginning August 16, 2021, we will start upgrading users who have the “Chat and classic Hangouts” setting selected to “Chat preferred,” unless you explicitly opt out. Additionally, the “Chat and classic Hangouts'' setting will also be removed for all users in your domain unless you opt out of the upgrade. | Learn more.


Fundamental data regions now available to more Google Workspace customers
Data regions give you the ability to choose where covered data for select Google Workspace apps is stored at rest. We’re introducing a more limited version of data regions, known as Fundamental data regions, which will be available to Google Workspace Enterprise Standard, Business Plus, Business Standard and Frontline customers. | Learn more.


Bulk convert Classic Sites to new Sites using the Classic Sites Manager
Beginning today, you can now bulk convert Classic Sites to new Sites using the Classic Sites Manager. | Learn more.


Block shares from another user in Google Drive
We’re adding the ability to block another user in Google Drive. If blocked, the user will not be able to share any Drive items with you, and items owned by the user will not be able to be shared with you or be shown when you’re browsing Google Drive. In addition, your files will not be available to the user you’ve blocked, even if you’ve previously shared items with them.  | Learn more.



Select multiple tabs in Google Sheets and perform basic actions on the selection
Now you can select multiple tabs in Google Sheets and perform basic actions on the selection (such as moving the tabs together, deleting, duplicating, copying, coloring, or hiding). | Learn more.



Image placeholders make it easy to work as a team with images in Slides themes and layouts
Now when you create a theme in Slides, you can add image placeholders to your layouts. | Learn more. 



Easily collaborate and share Slide presentations with side-by-side viewing in Google Chat
In Google Chat, you can now open and edit a Slide presentation in a side-by-side view. | Learn more. 



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

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 

Create and import documents that contain images above or behind text in Google Docs

Quick launch summary 

You can now position an image in front of or behind text in Google Docs. Additionally, this formatting will be preserved when importing or exporting documents from Microsoft Word. We hope this feature helps you better customize your documents and share them with confidence, no matter the application you use. 


You’ll see the new option for positioning an image above or below text within the image options sidebar and in the image toolbar when clicking directly on an image. New options for positioning images in front of and behind text in Google Docs. 

New options for positioning images in front of and behind text in Google Docs

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 inserting and deleting images in Docs

Rollout pace 


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 

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 

Present from Google Docs, Sheets, and Slides directly to Google Meet

What’s changing 

As part of our mission to build the future of work, today we announced smart canvas — a new product experience that will make it easier for people to stay connected, focus their time and attention, and transform their ideas into impact. 


In the coming months, we’ll be announcing new features that will make collaboration a more flexible, interactive, and intelligent experience. Specifically for more collaboration flexibility, you can now present content from Google Docs, Sheets, or Slides directly to an active Google Meet call. 


As a result, you can present with fewer clicks, and then once you’re presenting, you can see your audience and your content at the same time back in the Meet tab. 



Who’s impacted 

End users 

Why it’s important 

We hope this feature makes collaboration easier by bringing your team together in the places you’re already working, eliminating the need to switch between apps. By helping the conversation stay on track, people can more easily pull content into conversations, share ideas and solve problems together. 

Getting started 


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 

Resources 

Insert smart chips for files and meetings, create checklists in Google Docs

What’s changing 

As part of our mission to build the future of work, today we announced smart canvas — a new product experience that will make it easier for people to stay connected, focus their time and attention, and transform their ideas into impact. 


In the coming months, we’ll be announcing new features and functionality to products like Google Docs, Sheets, and Slides. These new features will create a more flexible, interactive, and intelligent experience, enhancing the content and connections that fuel collaboration across Google Workspace. 


Beginning today, in Google Docs you can: 
  • Insert smart chips for Google Docs, Sheets, Slides files, other Google Drive files, and Calendar events 
  • Create checklists 
  • Insert links more easily with intelligent suggestions in the insert link dialog 

See below for more information. 

Who’s impacted 

End users 

Why it’s important 

In Google Docs, we’re adding new interactive building blocks to connect people, content, and events into one seamless experience: 


Smart chips are already available when you mention a person in a document, displaying additional information such as the person’s location, job title, and contact information. We’ve expanded this functionality to include the ability to insert smart chips for files and events. This makes it easy for your collaborators to quickly scan associated meetings and people, and preview linked documents all without context switching. 



Additionally, we’ve improved the insert link experience. You’ll now see intelligent suggestions for Drive files or headings and bookmarks within your document based on your highlighted text. 



You can also create checklists in Docs, making it easier to keep projects moving forward and track progress. 




Smart chips and Checklists are currently rolling out. Table templates, topic-voting tables, and the additional Checklist capabilities are coming soon.


Coming soon, you’ll be able to assign checklist action items to other people. Additionally, these checklists will appear in Google Tasks, making it easier for everyone to manage their part on a project’s To-Do list. We’ll provide an update on the Workspace Updates Blog when this becomes available. 

Additional details 

In the coming months, we plan to introduce more features like: 
  • Table templates to quickly insert various tables in Docs, such as topic-voting tables, where feedback can be seamlessly gathered in one place. 
  • Meeting note templates which will automatically import any relevant information from a Calendar meeting invite, including smart chips for attendees and files. 
  • Pageless format in Docs will allow you to remove the boundaries of a page to create an infinite surface to work on. 
  • Timeline view in Sheets that makes it easier and faster to track tasks by allowing you to organize your data by owner, category, campaign, or whichever attribute fits best. 

You can read more about these features on the Google Cloud Blog. Stay tuned to the Workspace Updates Blog, as we’ll provide updates here when these features become available. 

Getting started 

  • Admins: There is no admin action required. 
  • End users: This feature will be available for all users. Visit the Help Center to learn more about using smart chips and checklists in Google Docs. 

Rollout pace 


Availability 

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

Resources 

Google Docs will now use canvas based rendering: this may impact some Chrome extensions

What’s changing 

We’re updating the way Google Docs renders documents. Over the course of the next several months, we’ll be migrating the underlying technical implementation of Docs from the current HTML-based rendering approach to a canvas-based approach to improve performance and improve consistency in how content appears across different platforms. 


We don’t expect this change to impact the functionality of the features in Docs. However, this may impact some Chrome extensions, where they may no longer work as intended. 


Who’s impacted 

Admins and developers 


Why it’s important 

Some Chrome extensions rely on the way the backend of a Google Doc is structured or specific bits of HTML to function properly. By moving away from HTML-based rendering to a canvas-based rendering, some Chrome extensions may not function as intended on docs.google.com and may need to be updated. 


Admins should review the current extensions deployed in their organization. See this file for an example of a Google Doc using canvas-based rendering and to test out your extensions.


If you are building your own integrations with Google Docs, we recommend using Google Workspace Add-ons framework, which uses the supported Workspace APIs and integration points. This will help ensure there will be less work in the future to support periodic UI implementation changes to Docs. 


If your company has developed a private Chrome Extension that you believe will be impacted and you are unable to migrate to the Google Workspace Add-ons framework, you can submit this form to provide feedback and notify our team


Getting started 

  • Admins and developers: 
    • To see an example of a Google Doc using canvas-based rendering, please see this example file. We strongly recommend reviewing the current extensions used in Google Docs that are deployed within your organization.
    • To ensure any Chrome extensions you build in-house continue to work as intended, we recommend migrating them to the Google Workspace Add-ons framework
  • End users: No action required. 


Rollout pace 

  • Google Docs will be migrating slowly from HTML to canvas based rendering over the course of the next several months. 


Resources 

“Show Editors” provides more context on changes made in Google Docs

Quick launch summary 

You can now view richer information on the edit history of a particular range of content in Google Docs. Simply highlight and right-click on a range of text and select “Show Editors” from the dropdown menu. Here, you can view a list of editors and their latest edit along with time stamps. You’ll also have the option to open the Version History of the document. 




This makes it easier to track edits made by multiple collaborators, giving greater insight into who the recent editors were, what changes were made and when. 

Getting started 

Rollout pace 

Availability 

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

Google Workspace Updates Weekly Recap – April 16, 2021

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.

Improved suggestions when inserting links in Google Docs
Now when you insert a link to selected text, you’ll see intelligent suggestions for Drive files, section headings, and bookmarks within your document based on the context of your selection. This makes it easier to link to the most relevant content faster, without switching applications.

Q&A and polls now available for Google Meet on mobile devices and tablets
Meeting participants can now see and respond to Q&A and polls on their Android and iOS devices. Q&A and polls are already launched on the web. | Learn more.

Adding present and chat Meet safety locks for education users on mobile
We’re giving hosts Google Workspace education meetings new meeting safety controls on Android to manage who can share their screen and who can send chat messages within the meeting. These controls were previously available on the web. | Available to Google Workspace Education Fundamentals and Education Plus customers only. | 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.

New Google Meet Hardware Admin console features: peripheral status, default volume, and static URLs
We’re adding three new features to the Google Meet Hardware section of the Admin console: peripheral status, default volume, and static URLs | Learn more.

New Rules homepage in the Admin console makes security simpler
We're making some updates to how you create, view, and manage rules in the Admin console. We hope this information makes it easier for admins to decide which rules to proactively implement, easier to maintain with centralized management, and easier to investigate with direct Investigation tool integration. | Learn more.

School matches are available in originality reports for Education customers
In addition to checking student work for matches across billions of web pages and books, originality reports can now check for matches against a repository of student work within your domain. | Available to Google Workspace Education Plus customers. Also available with the Teaching and Learning Upgrade only. | Learn more.

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

 

Changes to Google Workspace storage policies timeline

What’s changing

We’re extending the previously announced timeframe for upcoming changes to the Google Workspace storage policy. The updated timeline is:

  • June 1, 2021: High-quality photos will count towards Drive quota beginning June 1, 2021. There is no change to this timeline.
  • February 1, 2022: Any newly created Google Docs, Sheets, Slides, Drawings, Forms, or Jamboard files will count toward storage. Existing files within these products will not count toward storage, unless they’re modified on or after February 1, 2022. Read more in our Help Center.

Note that there are no changes to the previously announced dates for personal Google accounts.

Who’s impacted

Admins and end users. Storage limits differ across Google Workspace and G Suite editions, but we estimate that the majority of users will not be affected by these changes. See “Getting Started” below for more information on determining storage usage across your organization.

Why it’s important

People are uploading more content than ever before—in fact, more than 4.3 million GB are added across Gmail, Drive, and Photos every day. These changes to our storage policy are necessary to provide our users with a great experience and to keep pace with the growing demand.



We recently announced changes to the pooled storage policy for Workspace for Education customers. As a part of these updates, to empower Google Workspace admins to adapt to this model and optimize their storage, we will provide new admin tools to identify and manage how storage is used and allocated before the policy goes into effect. We’ve decided to delay the count of Google Docs, Sheets, Slides, Drawings, Forms, or Jamboard files count toward storage quotas until that tooling is in place.

Getting started


Rollout pace

High-quality photos
Google Docs, Sheets, Slides, Drawings, Forms, and Jamboard

Availability

  • These changes will apply to all customers with Google Workspace and G Suite licenses.

Resources