Google Workspace Updates: juli 2015

New Chrome policies and improvements in the Google Apps Admin console

onsdag den 29. juli 2015

The Admin console has been updated with new Chrome policies and improvements to the device details page:

Admins can now autocomplete the default domain to use when a user only enters their username at the login screen.

A new policy enables users to enter an asset identifier during the enrollment process. The asset ID field in the device details page will now automatically populate with this value if entered at the enrollment screen of the device. On version 44 or above, the asset identifier also appears within the operating system.

The device details page now contains a section titled 'System Activity and Troubleshooting'. It contains some of the existing fields as well as the new policies detailed below.

Two new options are available in the System Activity and Troubleshooting section of the device details page: Reboot Device and Screen Capture.

Note: Only devices running on version 44 or above are eligible for the new policies.

Launch Details
Release track:
Rapid release and Scheduled release

Rollout pace:
Full rollout (1–3 days for feature visibility)

Impact:
Admins only

Action:
Admin action suggested/FYI

More Information
Help Center: Known Issues
Chrome Releases blog post

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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Upcoming changes to commenting behavior on YouTube for Google Apps customers

tirsdag den 28. juli 2015

This week we announced some upcoming changes to the way Google+ and YouTube will interact moving forward that will make commenting simpler and more streamlined. For Google Apps customers with YouTube enabled, there are few key changes to highlight:

Comments posted on YouTube will now appear only on YouTube, not also on Google+ (and vice-versa). We will remove the “Also share on Google+” checkbox from the YouTube commenting interface.
Individuals in a Google Apps domain will no longer have the ability to restrict comments made on YouTube to be viewable only in their domain. They will see a warning alerting them to the fact that their comments will be public:Similarly, Google Apps admins will no longer be be able to restrict YouTube comments to be viewable only in their domain by default.

Note: These changes will not impact any existing comments that have already been shared to Google+ or that have been shared privately. Those existing private comments and posts will stay private. These changes will only impact new comments on YouTube that are made going forward.

Launch Details
Release track:
Launching to both Rapid release and Scheduled release during the week of Aug 3

Rollout pace:
Gradual rollout (potentially longer than 3 days for feature visibility)

Impact:
All end users

Action:
Change management suggested/FYI

For more information
Google blog post
YouTube blog post

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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A new look for the Google Docs, Sheets, and Slides viewers on the mobile web

mandag den 27. juli 2015

To create a consistent experience across the Google Docs, Sheets, and Slides viewers on the web on mobile, today we’re introducing a simpler, more uniform interface for each.

In addition, we’re encouraging people to edit their Google Docs files in the mobile app, which is easier to use and offers more robust functionality. Going forward, when users open Docs files on the mobile web and attempt to edit, they’ll be taken directly to the app or given the option to download it. Like with Google Sheets and Slides files, they’ll no longer be able to edit Docs files on the mobile web.

Check out the Help Center for more information.

Launch Details
Release track:
Launching to both Rapid release and Scheduled release

Rollout pace:
Full rollout (1–3 days for feature visibility)

Impact:
All end users

Action:
Change management suggested/FYI

More Information
Help Center

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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Better email security and compliance with attachment scanning and file type detection

torsdag den 23. juli 2015

Email compliance settings allow Google Apps admins to set policies to regulate the delivery of both internal and external email for their organization. Today, we’re announcing two different policy improvements to further enhance email security:

Attachment scanning
The Content compliance setting enables admins to specify what action to perform for messages based on predefined sets of words, phrases, text patterns, or numerical patterns contained within their content. Similarly, the Objectionable content setting enables admins to specify what action to perform for messages containing specific word lists that they create.

Previously, each of these policies supported the scanning of the body of email messages and text attachments only. With today’s launch, the policies will also scan the content inside common attachment types―such as documents, presentations, and spreadsheets from different productivity suites―for increased security.

File type detection
The Attachment compliance setting enables admins to specify actions to perform for messages with attachments based on file type, filename, and message size. Previously, the policy relied solely on the file type extension when identifying matches. With today’s launch, we’ll start scanning and identifying the actual file type of attachments, preventing the renaming of most file type extensions to circumvent attachment policies.

Check out the Help Center links below for more information on these security improvements.

Launch Details
Release track:
Launching to both Rapid release and Scheduled release

Rollout pace:
Full rollout (1-3 days for feature visibility)

Impact:
Admins only

Action:
Admin action suggested/FYI

For more information:
Help Center: Content compliance
Help Center: Objectionable content
Help Center: Attachment compliance

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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Prevent individuals from changing their Google+ profile names

torsdag den 23. juli 2015

With today’s launch, we’re introducing a new setting in the Google Apps Admin console that gives Apps admins control over whether or not people in their organizations can edit their profile names in Google+.

By default, people can change the profile name that’s displayed for their Google+ profile. The new display name is also used in all other Google products, except for user-edited Gmail usernames. Starting today, admins can decide to disallow name changes. If changes are disallowed, all Google+ profile names that were previously changed by individuals will be replaced by their corresponding names in the Admin console directory.

If admins decide to prevent users from changing their Google+ profile names, we recommend the following to minimize any confusion:

Inform people in your organization that their profile name might change—before you modify the setting.
Advise people to contact their Google Apps admin if they need to change their profile name after the setting is changed.

Visit the Help Center to learn more about managing Google+ profiles.

Launch Details
Release track:
Launching to both Rapid release and Scheduled release

Rollout pace:
Full rollout (1-3 days for feature visibility)

Impact:
Admins only for new setting
All end users on Google+ if the setting is changed

Action:
Change management suggested if changing setting

For more information:
Help Center: Manage Google+ Profiles
Help Center: Prevent users from changing their Google+ profile names

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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Google Drive plug-in for Microsoft Office

tirsdag den 21. juli 2015

With Google Drive you can keep all your important files in one place, then open them with your choice of apps and devices. Today, we’re offering new ways to work together with Office files, using the Google Drive plug-in for Microsoft Office.

With the new Google Drive plug-in, people using Office for Windows can now open their Word, Excel and Powerpoint documents stored in Drive and then save any changes back to Drive once they’re done.

If you’re working on a document, spreadsheet or presentation that’s on your computer, you can also save that file to Google Drive, directly from the Office apps. This is especially useful for sharing files with teams, or for accessing your files across devices.

The Drive plug-in for Microsoft Office supports Word, Excel, and PowerPoint (2007, 2010, and 2013 versions), and Office 365 if you've downloaded and installed Microsoft Office on your computer as part of an Office 365 subscription.

Check out the Help Center links below for more information.

Launch Details
Release track:
Launching to both Rapid release and Scheduled release

Rollout pace:
Full rollout (1-3 days for feature visibility)

Impact:
All end users

Action:
Change management suggested/FYI

For more information:
Help Center: Admins
Help Center: End users

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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Notification of invalid sharing settings in Google Drive, Docs, Sheets, and Slides

mandag den 20. juli 2015

Sharing files in Google Drive, Docs, Sheets, and Slides is crucial to collaboration, but it’s important to maintain confidentiality by setting the appropriate file-sharing permissions. As such, employees can share files only to the extent allowed by their Google Apps administrators (for example, as an Apps admin, you can restrict employees from sharing Drive files and folders outside of your organization). This launch will provide employees with more information on how their files are being shared. In particular, the “Sharing with others” dialog will now show employees warnings when:

a file is shared with a person outside of the sharing employee’s domain, but sharing outside of that employee’s domain is disabled,
a file is shared with a person outside of the sharing employee’s domain, but sharing into the receiving person’s domain is disabled, and/or
a file is shared using one of the “anyone” options, but sharing or publishing outside of the sharing employee’s domain is disabled.

Launch Details
Release track:
Launching to Rapid release, with Scheduled release coming in two weeks

Rollout pace:
Full rollout (1–3 days for feature visibility)

Impact:
All end users

Action:
Change management suggested/FYI

More Information
Help Center

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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Clearer indication of 'View' and 'Comment' access in Google Docs editors

mandag den 20. juli 2015

In an effort to make it more clear when people using the Google Docs editors have only ‘View’ or ‘Comment’ access to a file―and to simplify the process of requesting edit access―we’re making some minor UI tweaks.

Starting today, those with ‘View only’ access to a document, spreadsheet, slide, or drawing will see a new blue button in the toolbar:

Those with ‘Comment only’ access to a spreadsheet, slide, or drawing will see a similar green button (in documents, the ‘Suggesting’ mode indication will remain in the right side of the toolbar):

Clicking on the button allows one to easily request edit access from the file owner:

Check out the Help Center for more information on file sharing.

Launch Details
Release track:
Launching to Rapid release, with Scheduled release coming in two weeks

Rollout pace:
Full rollout (1-3 days for feature visibility)

Impact:
All end users

Action:
Change management suggested/FYI

More Information
Help Center

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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New privilege in Admin console will make transferring data ownership easier

torsdag den 16. juli 2015

Currently, super admins and delegated admins with the Drive service privilege can transfer Google Drive content from one employee to another in the Drive section of the Admin console. Recently, we introduced a new Data Transfer privilege in the Admin console (located under Admin roles > Privileges > Admin API Privileges). Over the course of the following week, super admins and those delegated admins who already have the Drive service privilege will have this Data Transfer privilege enabled automatically.

Once that auto-enablement takes place for your domain, you and any other admins will need to have both the Drive service privilege and the Data Transfer privilege in order to transfer data in the Drive section of the Admin console. Note that super admins will continue to be the only admins allowed to transfer data when deleting users. They’ll also have the option to revoke the Data Transfer privilege from any delegated admin.

In the near future, we’ll introduce a Data Ownership Transfer API, which will require this Data Transfer privilege and allow admins to programmatically transfer ownership of various Google data—in bulk—from one employee to another. We’ll provide more details when that API is available.

Launch Details
Release track:
Launching to both Rapid release and Scheduled release

Rollout pace:
Gradual rollout (potentially longer than 3 days for feature visibility)

Impact:
Admins only

Action:
Admin action suggested/FYI

More Information
Transfer ownership of Drive documents
Administrator privilege definitions

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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New content notifications in the Classroom app

onsdag den 15. juli 2015

Over the next few days, students will begin receiving mobile notifications via the Classroom app for Android and iOS when new content is added to their classes. For instance, students will be alerted immediately when they receive new assignments or grades, notes from teachers, comments from fellow classmates, and more—allowing them to stay on top of their schoolwork even more easily.

Launch Details
Release track:
Launching to both Rapid release and Scheduled release

Rollout pace:
Full rollout (1-3 days for feature visibility)

Impact:
All end users

Action:
Change management suggested/FYI

More Information
Help Center

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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Disable downloading, printing, and copying of any Google Drive file

tirsdag den 14. juli 2015

With Information Rights Management (IRM), people using Google Drive can now disable downloading, printing, and copying from the advanced sharing menu―perfect for when the file you're sharing contains sensitive information that you don't want shared broadly or leaked. This new option is available for any file stored in Google Drive, including documents, spreadsheets, and presentations created with Google Docs.

To enable this feature, open the sharing dialogue from any Google document, spreadsheet, presentation, or other file in Drive on the web and click on Advanced in the lower right hand corner. Check the ‘Disable options to download, print, and copy for commenters and viewers’ box and click Save changes. This functionality is also available through API.

Notes:

This feature can be enabled by file owners only, and on the web only
Once this feature is enabled, all entry points for downloading, printing, and copying will be removed from Google Drive, Docs, Sheets, and Slides on all platforms.
Google documents, spreadsheets, and presentations for which this feature has been enabled will show a notification at the top of the File and Edit menus

Check out the Help Center for more information.

Launch Details
Release track:
Launching to Rapid release, with Scheduled release coming in two weeks

Rollout pace:
Full rollout (1-3 days for feature visibility)

Impact:
All end users

Action:
Change management suggested/FYI

For more information:
Help Center

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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Customize the App Launcher to make frequently used apps more accessible

mandag den 13. juli 2015

As previously announced, it is now possible to customize the App Launcher by moving app icons between rows and screens. While Google Apps admins will not be able to customize the App Launcher for their employees, individuals will be able to configure the App Launcher on their own—making it easier for them to access the apps they use most.

To help you spread the word about this new feature to your employees, a message explaining it will appear at the top of the App Launcher for a short time following the launch. Employees can dismiss this message permanently at any time by simply clicking the “x” in the upper right-hand corner.

App Launcher Customization (Plus Promo).png

A few things to note:

If an admin disables an app that appears in an employee’s customized App Launcher, that app will still show up—but it will be greyed out and unclickable.

If an admin enables a previously unavailable app, that app won’t automatically show up in employees’ App Launchers, but employees can add it by visiting the specific app.

Launch Details
Release track:
Launching to both Rapid release and Scheduled release

Rollout pace:
Full rollout (1-3 days for feature visibility)

Impact:
All end users

Action:
Change management suggested/FYI

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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Whitelist specific Google Apps domains to allow file sharing from Google Drive, Docs editors, and Classroom

mandag den 13. juli 2015

Companies today don’t work in silos; businesses are often dependent upon partnerships with other businesses, vendors, and organizations—not to mention customers. As a Google Apps admin, you may currently protect your data by restricting employees from sharing Google Drive, Docs, Sheets, and Slides files outside of your domain. At times, however, such external sharing is necessary and appropriate (for example, with a trusted supplier or newly acquired company). In addition, educators and students often need to work across multiple domains—teaching and taking classes in domains other than their own. Today, as previously announced, we’re making that cross-domain work and sharing possible by launching Whitelisted Domains in Google Drive, the Google Docs editors, and Google Classroom.

You can now easily whitelist certain Google Apps domains and manage sharing options with respect to those domains. You can even turn Whitelisted Domains on or off for specific organizational units, but for any OUs turned “on,” the list of whitelisted domains must be the same.

Check out the Help Center for more information on making Whitelisted Domains work for your business. Please note that this feature is only available to Google Drive for Work and Google Apps for Education customers.

Launch Details

Release track:

Launching to both Rapid release and Scheduled release

Rollout pace:

Full rollout (1-3 days for feature visibility)

Impact:
Admins only

Action:
Admin action suggested

More Information
Help Center
Google for Work blog post (March 31, 2015)
Google for Education blog post (March 31, 2015)

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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Print and preview event support in Google Drive audit logs

mandag den 13. juli 2015

Following the addition of download event support to the Google Drive audit logs, today we’ve added support for print and preview events.

As with download events, today’s launch will cover print and preview events for Google and non-Google file formats. Admins will also be able to filter on these events and combine that with other filtering criteria like document name, user name and timestamp. Moreover, admins will also be able to set alerts for print and preview events on certain files based on filenames, owners etc.

Check out the Help Center for more information.

Note: Google Drive audit logs are available to Google Apps Unlimited/Google Drive for Work and Google Apps for Education customers only

Launch Details
Release track:
Launching to both Rapid release and Scheduled release

Rollout pace:
Full rollout (1-3 days for feature visibility)

Impact:
Admins only

Action:
Admin action suggested/FYI

For more information:
Help Center

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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Edit and review more easily in the newest Google Docs, Sheets, and Slides apps for Android

torsdag den 9. juli 2015

The latest versions of the Google Docs, Sheets, and Slides apps for Android make it easier to work on both Google and non-Google files on mobile. Check out the new features below.

People can now edit document, spreadsheet, and presentation titles directly from the overflow menu in the top right corner of each app, making renaming files faster and simpler.

Within the Slides app, individuals can now change the layout of an existing slide to one of several predefined layouts, allowing them to update presentations on mobile more effectively.

People can now reply to comments when working in Office Compatibility Mode in the Docs app. In addition, when in OCM, suggestions and comments now appear in the Comments panel in the order they were made—rather than as all comments first and all suggestions second.

For more information, check out the Help Center links below. Download the latest Google Docs, Sheets, and Slides apps on Google Play.

Launch Details [learn more]
Release track:
Launching to both Rapid release and Scheduled release

Rollout pace:
Gradual rollout (potentially longer than 3 days for feature visibility)

Impact:
All end users

Action:
Change management suggested/FYI

More Information
View and create documents on Android
Edit presentations on Android or iPhone/iPad
Edit and download Office files

Changing how Google Apps admins set new retention rules in Google Apps Vault

mandag den 6. juli 2015

Starting today, we are changing the way Google Apps Vault admins set up new retention rules in Google Apps Vault. This change will not impact any current retention settings—existing rules will continue to retain and delete messages according to their original configuration. Going forward, admins will be prompted to select one of the following options when setting up a new rule:

Expunge the message, but only if it had been deleted during the coverage period - If an admin selects this option, the rule will only affect messages that have been deleted by individual employees. This is the default option for new rules and is equivalent to adding label:^deleted to a custom retention rule.

Expunge the message, EVEN IF it is presently in a user's mailbox - If an admin selects this option, the rule will apply to all messages—except those that meet any custom rules or holds the admin specifies. If an admin opens an existing custom retention rule that uses label:^deleted, it will have this option selected. The custom rule, however, will continue to work according to its original configuration and override that option, and only deleted messages will be affected.

Remember—Vault is fully integrated with Gmail, and there is no separate archive. If an admin chooses the second option above, it means that they want the rule to apply to all messages, whether employees have marked the messages for deletion or not. This could potentially delete messages that employees expect to keep. For example, if an admin sets a default retention rule to retain messages for 365 days and selects the option to apply to all messages—and there are no custom rules or holds in place—Vault will delete every message in that admin’s domain that is older than one year.

Setting up the retention policies that your organization needs can be complicated, so we've put together this article to help.

Launch Details [learn more]

Release track:

Launching to both Rapid release and Scheduled release

Rollout pace:
Full rollout (1–3 days for feature visibility)

Impact:
Admins only

Action:
Admin action suggested

More Information
Help Center

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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Download Microsoft Office files quickly and easily in Google Docs, Sheets, and Slides

mandag den 6. juli 2015

The Office Compatibility Mode extension in Chrome allows people to view and edit Microsoft® Office files in Google Docs, Sheets, and Slides. Based on feedback, we’ve added a new feature that makes it simpler to use those edited files on the web. This new download functionality provides a person with a local copy of their file instantly, making it easy to upload that file via a webform or to share it in a Microsoft Office format. This feature lives in two places: as an option in the File drop-down menu and as a button in the top right corner of the screen. Check out the Help Center for more information.

Launch Details [learn more]
Release track:

Launching to both Rapid release and Scheduled release

Rollout pace:

Full rollout (1–3 days for feature visibility)

Impact:

All end users

Action:

Change management suggested/FYI

More Information

Help Center

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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What's New in Google Apps newsletter - June 2015

mandag den 6. juli 2015

Check out the latest "What's New in Google Apps" newsletter [pdf] for a roundup of all Apps launches from June 2015.

Newsletter Archive & Translated Versions (coming soon for June issue)

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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G Suite launch announcement improvements

mandag den 6. juli 2015

Based on customer feedback and in an effort to help G Suite admins better digest and communicate launches to their users, starting today we’ll be adding more structured information to our launch announcements regarding the expected rollout pace, editions receiving the update, impact, and recommended actions for each launch.

Moving forward, each launch announcement will include one selection from each of the categories below:

Launch Details
Release track:

Launching to both Rapid release and Scheduled release, OR
Launching to Rapid release, with Scheduled release coming in [X] weeks

Editions:

Available to all G Suite editions, OR
[Details on specific editions included or excluded] (e.g. Available for G Suite Business and G Suite for Education customers only)

Rollout pace*:

Full rollout (1-3 days for feature visibility), OR
Gradual rollout (up to 15 days for feature visibility), OR
Extended rollout (potentially longer than 15 days for feature visibility)

Impact:

Admins only (e.g. a new report is available in the Admin console), OR
All end users (e.g. a new feature is available in Google Docs)

Action:

Admin action required (e.g. a product or feature is being deprecated and there is a window for G SuiteApps admins to export data prior to the removal), OR
Admin action suggested/FYI (e.g. a new security feature is launching default off; G Suite admins may want to enable it in the Admin console), OR
Change management required (e.g. a common UI experience is changing significantly; change management assets will be provided by Google), OR
Change management suggested/FYI (e.g. a low impact feature enhancement)

* Rollout pace is the originally planned pace and is subject to change

Note: On September 29, 2016, "Google Apps for Work" was renamed as “G Suite.” Original references to the names "Google Apps" or "Google Apps for Work" may have been updated to reflect this change.

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Create and manage custom maps in Google Drive

onsdag den 1. juli 2015

Google My Maps makes it simple to create, share, and publish custom maps online for a variety of business purposes—from publicizing a company’s location to mapping delivery routes and planning events. Now integrated with Google Drive, My Maps allows anyone to easily create maps with custom lines, shapes, and placemarks, to import geographic data (like addresses, places, and coordinates) into maps, and to share maps as they do other Drive files. Shared maps are subject to the same permission settings as other Drive files, allowing Apps admins to decide which groups of employees can share maps within or outside of their domains.

Google Apps admins can turn the My Maps service on or off for their entire domains or specific OUs from within the Admin console (under Apps > Additional Google services). Note that these maps are only available on the web; they can’t be accessed offline and can’t be synced to an individual’s hard drive. As with Google Docs, Sheets, and Slides files, maps do not count toward one’s Google Drive storage limit. Check out the Help Center links below for more information.

Release track:
Rapid release and Scheduled release

More information:
My Maps Help Center
Manage your maps in Google Drive

Google for Work Blog post

Note: all launches are applicable to all Google Apps editions unless otherwise noted

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Useful Links

Updates

New Chrome policies and improvements in the Google Apps Admin console

Upcoming changes to commenting behavior on YouTube for Google Apps customers

A new look for the Google Docs, Sheets, and Slides viewers on the mobile web

Better email security and compliance with attachment scanning and file type detection

Prevent individuals from changing their Google+ profile names

Google Drive plug-in for Microsoft Office

Notification of invalid sharing settings in Google Drive, Docs, Sheets, and Slides

Clearer indication of 'View' and 'Comment' access in Google Docs editors

New privilege in Admin console will make transferring data ownership easier

New content notifications in the Classroom app

Disable downloading, printing, and copying of any Google Drive file

Customize the App Launcher to make frequently used apps more accessible

Whitelist specific Google Apps domains to allow file sharing from Google Drive, Docs editors, and Classroom

Print and preview event support in Google Drive audit logs

Edit and review more easily in the newest Google Docs, Sheets, and Slides apps for Android

Changing how Google Apps admins set new retention rules in Google Apps Vault

Download Microsoft Office files quickly and easily in Google Docs, Sheets, and Slides

What's New in Google Apps newsletter - June 2015

G Suite launch announcement improvements

Create and manage custom maps in Google Drive

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