Tag Archives: Google Drive

Filter by people or groups in Google Drive

What’s changing

We’re adding a new filter to Google Drive that lets you see which files or folders have been shared with specific people or groups. 

Whether you’re trying to share a file with more audiences or reduce oversharing, this feature will give you greater visibility into who has access to files within and outside of your organization. 
Filter by people or groups in Google Drive

Getting started 

  • Admins: There is no admin control for this feature. The groups that appear in the People filter are based on the target audiences set up at the domain level by admins.  
  • End users: 
    • To find files shared with a person or group in drive.google.com: 
      • Navigate to My Drive, Shared drives, Shared with me, or Recent
      • Click on “People” filter
      • Search for a person or group who the files are shared with in the filter
      • Select “Shared with”
      • View the filtered list of files
    • To find files shared outside of your organization: 
      • Navigate to My Drive, Shared drives, Shared with me, or Recent
      • Click on “People” filter
      • Select “External users”
      • View the filtered list of files
    • To find files you own that are shared with a specific person or group: 
      • Navigate to My Drive, Shared drives, Shared with me, or Recent
      • Click on “People” filter
      • Search for yourself and select “Owner”
      • Click on “People” filter
      • Search for a person or group who the files are shared with in the filter
      • View the filtered list of files

Rollout pace 


Availability 

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

Google Workspace Updates Weekly Recap – October 27, 2023

1 New update

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.


Adding a two-page view for PDFs in the Google Drive app on large screen Android devices 
You can now flip between a single page width view or a newly added two-page width view when scrolling through a PDF using the Google Drive app on your Android tablet or foldable device. This side by side view of the PDF will resemble a book, providing a better viewing experience on large screen Android devices. | Available now to all Google Workspace customers and users with personal Google Accounts.
Adding a two-page view for PDFs in the Google Drive app on large screen Android devices


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.



Changes to YouTube player embedded within Google Workspace for Education services 
We are removing a previous feature while we evaluate performance and quality. As an immediate next step, if you updated your allowlist or blocklist to include "www.youtube.com", you’ll need to revert your allowlist/blocklist to include "www.youtube.com" as soon as possible to preserve the way your organization uses YouTube videos within Google Workspace for Education services. | This impacts Education Fundamentals, Education Standard, Education Plus, and the Teaching and Learning Upgrade | Learn more about changes to YouTube player embedded within Google Workspace for Education services. 


Introducing an updated and more inclusive emoji picker in Gmail 
You can now access a more complete emoji selection and set emoji skin tone and gender preferences with the modernized emoji picker in the web version of Gmail. | Learn more about emojis in Gmail. 


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: 

Upcoming changes to third-party cookie requirements in Google Drive

What’s changing 

Google Chrome and other browsers have begun phasing out third-party cookies in order to better protect user privacy. Starting January 2, 2024, Drive will start serving downloads without requiring third-party cookies. 

If you have specific workflows in place that rely on Drive’s download URLs or use an app which relies on Drive’s download URLs, you’ll need to switch to the Drive and Docs publishing flows by January 2, 2024. Specific instructions are below. 


Who’s impacted

Admins, end users and developers 


Why it’s important 

Serving downloads without requiring third-party cookies will work to improve usability, security, and privacy for Drive users. 


Additional details

Learn more about how to audit your code to look for third-party cookies and what action you can take to ensure you're all set for the end of third-party cookies here. 


Getting started

  • Admins: There is no admin control for this feature. 
  • End users and developers: 
    • Use an iframe (HTML element that loads another HTML page within the document) on your website to load the content. You can do this by going to the file in Drive and taking the next relevant step: 
      • For Workspace files (Google Docs, Sheets, Slides, and Forms file types) use the Google Docs publishing URL of the file. 
      • For other files, once opened in Drive, select “Open in new window” from the overflow menu, and then open the overflow menu and select “Embed item…”, which provides the iframe HTML tag. 

Rollout pace 


Availability 

  • This impacts all Google Workspace customers and users with personal Google Accounts 
 

Resources 

New view in Google Drive shows recent activity in one place

What’s changing

We’re rolling out a new view in Google Drive that shows all pending access requests, recent comments, and approvals for files to help you quickly see recent activity and take action, all in one place. 


This new view will become a standalone page that’s accessible from the left hand navigation panel within Drive. 
New view in Google Drive shows recent activity in one place

Getting started 

  • Admins: There is no admin control for this feature. 
  • End users: 
    • Navigate to drive.google.com > click on “Activity” in the left-hand navigation: 
      • Click on “Manage access” to take action on your pending access requests. This will not appear if pending access requests do not exist. 
      • If you have pending approvals assigned to you, they will appear in the “Approvals” section. 
        • Click on “Review” to take action on your pending approvals. 
      • If you have comment-related activity in the last 30 days, you will see them in the “Comments” section. Click on “Open comment” to take action on your pending comments. 
        • Comments notifications appear if you are 1) subscribed to notifications, 2) participating in the specific comment thread, or 3) mentioned in a comment within that file. 

Rollout pace 

  • Rapid Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on October 5, 2023 
  • Scheduled Release domains: Gradual rollout (up to 15 days for feature visibility) starting on October 30, 2023 

Availability 

  • Available to all Google Workspace customers 

Resources 

Lock files more easily in Google Drive

What’s changing

We’re adding the option to lock Drive files by right-clicking the file, selecting “File information”, and clicking “Lock”. Locking a file makes sure reviewers can’t change a file. Edits, comments and suggestions can't be added to locked documents. 

This update simplifies and streamlines the process of restricting files in Drive, which was previously only available through the Google Drive API or through file approvals. 
Lock files more easily in Google Drive

Getting started

  • Admins: There is no admin control for this feature.
  • End users: 
    • In order to lock a Drive file, you must have edit-access to the Drive file. 
    • When hovering over a file in Drive, right-click into the context menu and choose “File information” > “Lock”> confirm that you actually want to lock the document by selecting “Lock”. 
      • Once locked, no one can make edits to the Doc until it is unlocked. 
      • You can unlock a file through the context menu as well. 
    • Visit the Help Center to learn more about getting approvals on files in Google Drive. 

Rollout pace 

Availability 

  • Available to all Google Workspace customers 

Resources 

Google Workspace Updates Weekly Recap – August 11, 2023

4 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.


Adding bulk conversion for place chips in Google Sheets
Earlier this year, we introduced a smart canvas feature that enables you to open a location directly in Google Maps and see a preview of the location or find directions when a Google Maps place chip is added to your Sheet. Starting this week, users can now convert links to place chips in bulk from the insert menu or cell menu. This time-saving update is especially helpful when formatting data in bulk for event schedules, vendor lists, trip itineraries, etc. | Rolling out now to Rapid Release and Scheduled Release domains at an extended pace (potentially longer than 15 days for feature visibility). | Learn more about inserting smart chips in your Google Sheets. 
Adding bulk conversion for place chips in Google Sheets
Easily set up dropdown chips in Google Sheets with a new pre-fill feature 
If you select a range of cells then insert a dropdown chip, manually entered cell data will convert to pre-fill the dropdown values. You can then use the dropdown sidebar to easily adjust the options or add styles to the dropdowns before accepting. | Learn more about creating a dropdown list with existing data. 
Easily set up dropdown chips in Google Sheets with a new pre-fill feature
Reorganizing the file and folder menu in Google Drive
Earlier this year, we introduced a refreshed interface for Google Drive, Google Docs, Google Sheets, and Google Slides. Building upon this, when right-clicking a file or folder in Drive, you will now see a new menu format. While the menu functionality remains the same, we’ve reordered and renamed menu items, and also added new sub-menus. 
Reorganizing the right-click menu format in Google Drive

Updated timeline for upgrading to the in-line threaded experience in Google Chat 
Earlier this year, we announced that existing spaces organized by conversation topic will be upgraded to the new in-line threaded experience by Q4 2023. We’d like to provide an update on that timing: 
  • The upgrade will start in September 2023 and is expected to be completed by the end of Q1 2024. 
Ahead of the upgrade, Google Workspace admins, partners, and resellers will receive an email with more information about what to expect before any changes are made to their experience. For more information, please refer to our previous announcement. 


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.


Simplify lesson planning with shareable class templates and classwork with new Google Classroom beta 
We’re excited to announce a Google Classroom beta that will simplify lesson planning with others and make classroom materials more accessible. | Available to Education Plus only. | Learn more about the new Google Classroom beta. 

Updates for exporting your organization’s data 
Google Workspace customers can choose to export the data of a specific user, rather than a customer’s full set of user generated content. Additionally, you’ll notice an improved user interface for the data export tool, which provides more detailed information about exports, records a longer history of exports, and offers more features (filtered takeout). | Available to Google Workspace Business Starter, Business Standard, Business Plus, Enterprise Starter, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Education Standard, Education Plus, and the Teaching and Learning Upgrade and Assured Controls customers only. | Learn more about exporting your organization’s data. 

Review suggested hints, add your own resources, and more for practice sets in Google Classroom We’ve announced an update that gives teachers more control over the resources for students in practice sets. | Available to Google Workspace for Education Plus and Google Workspace for Education Teaching and Learning Upgrade only. | Learn more about practice sets in Google Classroom. 

Expanding branding and customization capabilities in Google Slides and Google Forms 
Users now have access to a domain template with a variety of branded slides, layouts, images, colors and fonts that will appear when creating a new presentation in Slides. They also have access to a domain theme including fonts, branded colors and a header image that you can use when creating a new form or editing an existing form in Forms. | Available to Business Plus, Enterprise Standard, Enterprise Plus, Education Plus only. | Learn more about default templates & themes. 

Adding Gmail translation to mobile devices 
There is now a native translation integration within the Gmail mobile app that will enable you to seamlessly communicate in a wide range of languages. | Learn more about translating on mobile devices in Gmail. 

Google Keep integration with Assistant available to all Google Workspace users 
If you’re using the Google Assistant with your Google Workspace device, you can set Google Keep as the default provider for your notes and lists. You can ask Assistant to create a new list, add or delete items for an existing list, or read back all the list items to you. | Learn more about the Google Keep integration with Assistant. 

Introducing eSignature for Google Docs and Google Drive: launching to open beta for Workspace Individual subscribers, launching to beta for Google Workspace customers 
eSignature is now available as an open beta for Google Workspace Individual subscribers — no additional sign-up is required to use the feature. eSignature will be available in beta for select Google Workspace customers — see the “Additional details” section below for more information. | Eligible for beta: Google Workspace Business Standard, Business Plus, Enterprise Starter, Enterprise Standard, Enterprise Plus, Enterprise Essentials, Enterprise Essentials Plus, Education Plus, and Nonprofits customers only. | Learn more about eSignatures in Google Docs. 

Gallery view for Zoom interoperability on Google Meet hardware 
We’re now introducing support for Zoom’s Gallery view, which makes much better use of screen real estate and allows more participants to be seen on screen at the same time. | Available for all Google Meet hardware customers. | Learn more about Zoom interoperability for Google Meet hardware devices. 

Add annotations to your presentations in Google Slides 
There is a feature that lets you highlight or emphasize key content while you present in Google Slides. With the new pen tool, you can circle, underline, draw connections or make quick notes directly on your presentation. | Learn more about annotations in Google Slides

Set Context Aware Access policies for 1P & 3P applications to access Workspace APIs
Admins can now use context-aware access to block users' access to Workspace Applications via other Google (1st party) & non Google (3rd party) applications. | Available to Google Workspace Enterprise Standard, Enterprise Plus, Education Standard, Education Plus, and Cloud Identity Premium customers. | Learn more about Context Aware Access policies.


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: 

Introducing eSignature for Google Docs and Google Drive: launching to open beta for Workspace Individual subscribers, launching to beta for Google Workspace customers

What’s changing 

In June 2022, we began alpha testing the ability to request and capture eSignatures in Google Docs. Based on the feedback we received, we’re ready to move this feature to the next level: 
  • eSignature is now available as an open beta for Google Workspace Individual subscribers — no additional sign-up is required to use the feature. 
  • eSignature will be available in beta for select Google Workspace customers — see the “Additional details” section below for more information.
eSignature in Google Drive

eSignature in Google Docs





Who’s impacted

Admins and end users


Why you’d use it

For solopreneurs and small businesses, keeping track of contracts, customer agreements, and other binding documents can be challenging. To help streamline this workflow, we’re natively integrating eSignature in Google Docs, allowing you to request and add Signatures to official contracts, directly in Google Docs. 

eSignature makes it easier to:
  • Quickly request signatures, see the status of pending signatures, and find completed contracts.
  • Sign an official contract right from Google Drive without having to switch apps or tabs.
  • Create a new copy of the contract for each request so that you can use your document as a template and initiate multiple eSignatures requests. 


Additional details

Later this year, we will introduce support for the following new eSignature capabilities:
  • Audit trail: all completed contracts will automatically contain an audit trail report.
  • Multi-signer: the ability to request a signature from more than one user.
  • Non-Gmail users: the ability to request an eSignature from non-Gmail users
  • Initiating eSignature on PDF: the ability to initiate an eSignature on PDF files stored in Drive

Beta availability for Google Workspace customers
Select Google Workspace editions (see the “Availability” section below) can apply to beta test eSignature using this form. This feature will be available as part of a larger beta, which includes access to new custom email layouts in Gmail. These new email layouts allow users to customize existing templates, reuse a custom layout in multiple email campaigns, or create a brand new layout from scratch. Once you sign up for the beta you will see the eSignature and new Gmail features in the coming weeks.


Getting started


Rollout pace

  • eSignature for Workspace Individual users
    • Gradual rollout (up to 15 days for feature visibility) starting on August 8, 2023
  • eSignature beta for Workspace customers:
    • We will be accepting beta applications and allowlisting customers over the next several weeks.

Availability

  • Available to Google Workspace individual subscribers
  • Eligible for beta: Google Workspace Business Standard, Business Plus, Enterprise Starter, Enterprise Standard, Enterprise Plus, Enterprise Essentials, Enterprise Essentials Plus, Education Plus, and Nonprofits customers


Resources


Google Workspace Updates Weekly Recap – August 4, 2023

6 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.

Empty the entire trash folder of shared drives in Google Drive
In order to make it easier to manage shared drive files and eliminate the manual effort of removing items in the trash folder, we’ve added the ability to empty the entire trash folder of a shared drive. As a reminder, files and folders in Trash are deleted forever after 30 days. You can also delete files in Trash by selecting “Delete Forever”.

Linkable headings now available in Google Docs
To improve shareability of documents, especially longer ones, we’re adding the ability to copy links to headings in Google Docs. Simply, open a Google Doc on web > add a heading (type some content and set to “Heading 1”) > right-click the heading > click the “Copy heading link” button > paste the contents. 
Linkable headings now available in Google Docs
People chips in Google Sheets now available on mobile devices 
In 2021, we introduced people chips in Google Sheets. These chips allow you to quickly view more information about colleagues or contacts, including their location, job title, and contact information. We’re excited to announce that these smart chips are now available on iOS and Android devices. | Learn more about inserting smart chips in your Google Sheets. 
People chips in Google Sheets now available on mobile devices
Adding drag & drop to Google Drive multi-instance support on large screen Android devices
Earlier this year, we added the option for a single user to have two instances of the Google Drive app open side-by-side on a single device, which shows content from two different Google Accounts. Starting this week, you can now drag and drop between two instances of the Drive app, enabling you to quickly share files and folders between two different accounts. | Learn more about using Google Drive. 
Adding drag & drop to multi-instance support on the Google Drive Android app

Insert emojis into Google Sites 
You can now create more engaging content on Google Sites with the new option to insert emojis directly into text boxes and headings. Simply, create or open a Site > click any textbox and the emoji button will be visible in the toolbar > select the emoji button > choose an emoji. 
Insert emojis into Google Sites

Paste HTML into document on iOS 
Last month, we announced the ability to paste copied HTML elements into a document on Android. We’re excited to announce that this functionality is now available on iOS devices.

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.

Bringing Collaborations in Canvas to Google Assignments 
We’re introducing a new feature exclusively for Canvas that allows users to create a Drive item and collaborate on it with other users in the course. | Available to Education Fundamentals, Education Standard, Education Plus, and the Teaching and Learning Upgrade only. | Learn more about the collaborative power of Google Workspace for Education to Canvas. 

Import and convert sensitive Excel files into client-side encrypted Google Sheets 
Launching in open beta, you can now import and convert sensitive Excel files into Google Sheets with client-side encryption. Your encrypted Excel file won’t be changed, even as you change the encrypted Sheets file. | Available to Google Workspace Enterprise Plus, Education Standard and Education Plus customers only. | Learn more about client-side encrypted Google Sheets. 

Google Classroom now supports grade export to Skyward Qmlativ 
Google Classroom teachers can now export their grades to Skyward Qmlativ, a third-party Student Information System (SIS) that helps education teams simplify student and business data management, and complete administrative tasks faster. | Available to Education Fundamentals, Education Standard, Education Plus, and the Teaching and Learning Upgrade only. | Learn more about grade export to Skyward Qmlativ. 

Q&A moderation now available for Google Meet 
Meeting hosts can now enable Q&A moderation, which will allow hosts to review and approve questions before they’re shared with meeting attendees. Question moderation can be used for meetings and in-domain live streams, on web and mobile devices. | Available to Google Workspace Essentials, Business Standard, Business Plus, Enterprise Starter, Enterprise Essentials, Enterprise Essentials Plus, Enterprise Standard, Enterprise Plus, Education Plus, the Teaching and Learning Upgrade, and Nonprofits customers only. | Learn more about Q&A moderation for Google Meet. 

More granular control for Google Forms 
We’re introducing a new toggle in the Admin console that adds controls for who can access Google Forms features and services. When disabled, end users cannot create, edit or respond to Google Forms. | Learn more about Google Forms controls.


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: 

Google Workspace Updates Weekly Recap – July 28, 2023

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.


Set Context Aware Access policies for 1P & 3P applications to access Workspace APIs 
Admins can now use context-aware access to block or limit first and third party API access to Google Workspace applications. With context-aware access, you can set up different access levels to Workspace applications based on a user’s identity and the context of the request (location, device security status, IP address). Extending these policies to APIs that request Workspace core data gives admins another layer of control and security and helps protect against data exfiltration. | Available to Google Workspace Enterprise Standard, Enterprise Plus, Education Standard, Education Plus, and Cloud Identity Premium customers only. | Visit the Help Center to learn more about controlling which third-party & internal apps access Google Workspace data, context-aware access, creating context-aware access levels, and assigning access levels to apps. 

Include audio when sharing your screen using Google Meet on mobile
If you're using Google Meet on a mobile device, you can now share audio in addition to your screenshare. Share a video with sound, or share music along with your presentation. | This feature is available now on iOS and will begin rolling out for Android mid-August 2023. | Learn more about presenting during a video meeting. 

A single Google group can be a member of 30,000 shared drives 
Previously, a single Google group could be added as a member to an unlimited number of shared drives. To protect the reliability of access changes for users in Google groups, a single group can now be added to no more than 30,000 shared drives. | Rolling out now to Rapid Release and Scheduled Release domains at an extended pace (potentially longer than 15 days for feature visibility). | Available to Business Standard, Business Plus, Essentials Starter, Enterprise Essentials, Enterprise Essentials Plus, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Standard, Education Plus, the Teaching and Learning Upgrade, and Nonprofits only. | Learn more about shared drive limits in Google Drive. 


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.


Adding line numbers to Google Docs 
We’ve introduced the option to display line numbers within Docs that are set to paged mode. | Learn more about line numbers to Google Docs. 

Import sensitive external files to Google Drive with client-side encryption using the Drive API, launching in beta 
For select Google Workspace editions, admins can import sensitive, encrypted files from third-party storage using Client-side encryption and the Google Drive API, preserving the confidentiality of your data. Eligible admins can apply for beta access using this form. | Available to Google Workspace Enterprise Plus, Education Standard, and Education Plus customers only. | Learn more about the ​​migrate to Drive client-side encryption beta. 

Sync users and groups from an Azure Active Directory using Directory Sync Google 
Workspace Admins can now use Directory Sync to sync users and groups from Azure Active Directory. Directory Sync is an alternative to Google Cloud Directory Sync (GCDS), which admins can use to synchronize user and group data with their Google Cloud directory without the need to manage on-prem hardware and deployments. | Learn more about Directory Sync. 

Disable submissions after a due date in Google Classroom 
We’ve introduced a new option for teachers to disable submissions after an assignment past the due date. | Learn more about disabling submissions in Google Classroom. 

In-line replies now available within announcement spaces in Google Chat
We've added an in-line reply option to enable members of a space to respond to or discuss an announcement. | Learn more about in-line replies in Google Chat spaces.

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: 

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

Import sensitive external files to Google Drive with client-side encryption using the Drive API, launching in beta

What’s changing 

For select Google Workspace editions, admins can import sensitive, encrypted files from third-party storage using Client-side encryption and the Google Drive API, preserving the confidentiality of your data. Eligible admins can apply for beta access using this form. 


Who’s impacted 

Admins 



Why it’s important 

Currently, client-side encryption allows for additional encryption by end users within Google Workspace. However, we know it’s critical for our customers and partners to import sensitive content into Google Drive on behalf of their users. With the launch of this beta functionality, admins will be able to easily bulk import files and keep them private with client-side encryption. 


Google Workspace already uses the latest cryptographic standards to encrypt all data at rest and in transit between our facilities. Client-side encryption helps strengthen the confidentiality of your data while helping to address a broad range of data sovereignty and compliance needs. Client-side encryption is already available for Google Drive, Google Docs, Sheets, and Slides, Google Meet, Google Calendar and Gmail. For more information, see our original announcement.


Getting started 

  • Admins: 
  • End users: There is no end user action required. 

Rollout pace 

  • We will be accepting beta applications and allowlisting customers over the next several weeks. 

Availability 

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

Resources