Google Workspace Updates
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Google Workspace Updates Weekly Recap - November 8, 2024
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.
Import data into group chats using the Google Chat APIIn September, we introduced a feature through the Google Workspace Developer Preview Program that enables developers to create group chats in import mode using the spaces.create method when migrating to Google Chat from other messaging platforms. This week, we’re excited to announce that this is now generally available for Google Workspace developers. | Roll out to Rapid Release domains and Scheduled Release domains is complete. | Available to all Google Workspace customers. | Learn more about import mode.Search for and reuse pre-defined queries from BigQuery in Connected SheetsCurrently, users can define saved queries in BigQuery Studio and notebooks, but they cannot reuse those queries in Connected Sheets without copy/pasting them. This week, we’re excited to announce that users can now search for and reuse pre-defined queries directly from BigQuery to load Connected Sheets data. To do so, go to Connection Settings > Edit connection > Saved queries and query editor and search for your query by project. | Rolling out now to Rapid Release and Scheduled Release domains at an extended rollout pace (potentially longer than 15 days for feature visibility), with expectation completion by December 6, 2024. | Available to all Google Workspace customers, Workspace Individual Subscribers, and users with personal Google accounts. | Visit the Help Center to learn more about writing & editing a query and getting started with BigQuery data in Google Sheets.Launching to beta: Import sensitive Microsoft Word documents as client-side encrypted Google Docs.Beginning this week, eligible customers can import and convert sensitive Microsoft Word files into Google Docs with client-side encryption. When collaborating with external and internal stakeholders, you may find yourself working across both Google Docs and Microsoft Word. This update keeps your work moving by layering interoperability on top of the confidentiality benefits of client-side encryption: customers are in direct control of their encryption keys and the identity service that they choose to authenticate for those keys. Eligible Google Workspace admins can use this form to request access to the beta. | Available to Google Workspace Enterprise Plus, Education Plus, and Education Standard customers. | Visit the Help Center to learn more about client-side encryption. More specific instructions will be shared once you’re accepted into the beta.Select Google Chat settings can now be applied at the group levelAdmins can now apply the following Google Chat settings at the group level:- Third-party archiving
- Chat file sharing
- Chat apps (allow users to install Chat apps)
- Allowing the GIF picker in Chat
- Auto deletion for 1:1 messages, group messages, and spaces
- History for chats
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.View in-meeting chat messages in Google Meet live streamsStarting this week, when you’re viewing a Google Meet live stream, you will be able to see chat messages that are sent by participants who have joined via the meeting link. | Learn more about in-meeting chat messages in Meet live streams.Now generally available: use Gemini in the side panel of Workspace apps in seven additional languagesBeginning this week, select users can use Gemini in the side panel of Google Docs, Google Sheets, Google Drive, and Gmail, in seven additional languages: French, German, Italian, Japanese, Korean, Portuguese and Spanish. | Learn more about additional Gemini languages.Announcing general availability of Google Vids: Our new AI-powered video creation app for work to help tell stories across your organizationEarlier this year, we announced Google Vids, the newest productivity app in our suite of Google Workspace products. Vids is an AI-powered video creation app for work designed to help teams in customer service, learning and development, project ops and marketing tell more engaging stories at work through video. This week, we’re excited to announce the general availability of Google Vids for select Workspace editions. | Learn more about Vids.Google Vids is now available for Google Workspace for Education, providing easy video creation for teaching and learningEarlier this year, we announced Google Vids would soon empower educators and students to easily create and collaborate with video. This week, we’re excited to announce the general availability of Google Vids for Education Plus and Gemini for Workspace customers. | Learn more about Vids for EDU.Introducing a refreshed library of high-quality Google Slides templates that elevate your presentationsWe’re introducing a new collection of modern, professionally designed templates in Google Slides to help users build presentations much faster. These new templates cater to a wide range of use cases that provide users with the perfect starting point for their presentations. | Learn more about Slides templates.Expanding access to the Gemini app for teen students in educationGoogle Workspace for Education admins can now turn on the Gemini app with added data protection as an additional service for their teen users (ages 13+ or the applicable age in your country) in the following languages and countries. | Learn more about the Gemini app for teen students in education.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:- Catch up on followed threads from the home shortcut in Google Chat (iOS)
- Refine emails faster with updates to the “Polish” shortcut in Gmail
- Google Classroom now supports exporting missing and excused grades to select Student Information Systems (SIS)
- Apply black & white filter to Google Drive scans on Android devices
- AI Classification now supports Field Selection for Model Training
- Introducing a better filter by condition experience for tables in Google Sheets
- Expanding access to the Gemini app for teen students in education
Paused rollouts
For a recap of announcements in the past six months, check out What’s new in Google Workspace (recent releases).We have paused the rollout for this feature while we evaluate performance and quality. We will provide an update with new rollout information as soon as possible. -
Expanding access to the Gemini app for teen students in education
What’s changing
Google Workspace for Education admins can now turn on the Gemini app with added data protection as an additional service for their teen users (ages 13+ or the applicable age in your country) in the following languages and countries. With added data protection, chats are not reviewed by human reviewers or otherwise used to improve AI models. The Gemini app will be a core service in the coming weeks for Education Standard and Plus users, including teens,We created this Gemini experience for teens after consulting with child development and learning science experts - including conducting learning focused red teaming, an industry standard testing process to find vulnerabilities in generative AI - and testing with youth advisory panels to ensure we’re bringing this technology to students responsibly.Gemini can help teen students learn responsibly and confidently in an AI-first future.Who’s impacted
Admins and end usersWhy it’s important
Google is committed to making AI helpful for everyone, in the classroom and beyond. We want to both prepare teens with the skills and tools they need to thrive in the future where GenAI exists and help them learn how this technology can be used to unlock creativity and facilitate learning. Expanding access to the Gemini app to younger students provides guided support to help them learn more confidently with in-the-moment assistance, practice materials, and real-time feedback.Additional details
Upon accessing the Gemini app for the first time, teens will be guided through an AI Literacy video, endorsed by ConnectSafely and Family Online Safety Institute (FOSI)--with tips on how to use generative AI responsibly. And according to Common Sense Media, the Gemini teen experience is considered “low risk” and is designated as “designed for kids”.“Google's Gemini, which is currently the only major platform to create a specific experience for teens, includes additional CSAM (child sexual abuse material) safeguards, content policies, and in-product experiences that help teens understand the limitations of generative AI." - Common Sense MediaGetting started
- Admins:Visit the Help Center to learn more about turning Gemini on or off as an additional service, as well as controlling access to Google services by age.
- End users: If enabled by your admin, visit the Help Center to learn more about using Gemini Apps with a school account.
Rollout pace
- Available now.
Availability
- Available for Google Workspace Education Fundamentals, Standard, Plus and the Teaching & Learning Upgrade
Resources
- Google Workspace Admin Help: Turning Gemini on or off as a core service
- Google Workspace Admin Help: Controlling access to Google services by age
- Google help: Using Gemini Apps with a work or school account
- Workspace Updates Blog: Additional data protection in Gemini (gemini.google.com) when using a school account is now available
- The Keyword: Bringing Gemini to Google Workspace for Education
- The Keyword: New AI tools for Google Workspace for Education
- Admins:Visit the Help Center to learn more about turning Gemini on or off as an additional service, as well as controlling access to Google services by age.
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Introducing a refreshed library of high-quality Google Slides templates that elevate your presentations
What’s changing
We’re introducing a new collection of modern, professionally designed templates in Google Slides to help users build presentations much faster. These new templates cater to a wide range of use cases that provide users with the perfect starting point for their presentations. For example, there are:- Sales pitches, product roadmaps and strategic plans templates for business users.
- Lesson plans, book reports and project reports templates for education users.
- Milestone celebrations, workshop facilitation and team game templates for anyone looking to build collaborative teams.
Who’s impacted
End usersWhy you’d use it
Slides templates enable users to jumpstart their presentation, maintain a consistent look and feel, and focus on what matters most. More specifically, they help users overcome the blank canvas and spend less time on design by enabling them to dive straight into crafting compelling content that is visually cohesive and professional.Additional details
You can expect even more high-quality Slides template options in the coming months.Getting started
- Admins: This feature will be ON by default for domains that do not have default templates & themes turned ON. Domains that have default templates & themes turned ON, will continue to see their company specific template. Visit the Help Center to learn more about default templates & themes.
- End users:
- In Google Slides, access templates using the top toolbar or by going to Insert > Templates. Visit the Help Center to learn more about templates in Google Slides.
- Note:This feature is only available for users using the "English (United States)" language setting. If your language settings are set to another form of English (eg - "English (United Kingdom)" or "English (Australia)", you will not have access to these templates. Visit the Help Center to learn more about updating your language.
Rollout pace
- Rapid Release domains: Gradual rollout (up to 15 days for feature visibility) starting on November 7, 2024
- Scheduled Release domains: Full rollout (1–3 days for feature visibility) starting on November 21, 2024
Availability
- Available to all Google Workspace customers, Workspace Individual Subscribers, and users with personal Google accounts (using the "English (United States)" language setting)
Resources
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Google Vids is now available for Google Workspace for Education, providing easy video creation for teaching and learning
What’s changing
Earlier this year, we announced Google Vids would soon empower educators and students to easily create and collaborate with video. Today, we’re excited to announce the general availability of Google Vids for Education Plus and Gemini for Workspace customers.Vids can help deepen learning opportunities, up-level instruction, and inspire the next generation of storytellers in a variety of scenarios, for example:- Educators can support diverse learning styles and help students retain information with instructional videos and deep dives on complex concepts.
- Students can work on video projects and review recorded lessons.
- Education leaders can easily incorporate video in their school newsletters and create internal training videos for staff.
Users 18 years and older with a Gemini Education or Education Premium add-on will also have access to Gemini in Vids, giving them the ability to produce polished videos even faster with the help of AI. ‘Help me create’ can generate a fully editable initial storyboard using a prompt and a doc from your Google Drive. After choosing a style, Gemini pieces together your video draft with suggested scenes, including recommended stock media, text, scripts per scene, and even a background music track.Getting started
- Admins:
- Vids will be ON by default and can be disabled at the organizational level. However, if Google Docs are turned OFF in your domain, Vids access will be unavailable.
- Visit the Help Center to learn more about turning Vids on or off for users and new core services coming to Google Workspace for Education.
- End users:
- To start, open Google Vids and choose an option to create a new video. You can create a new video or make a copy of an existing video for editing.
- You can use Vids on your computer with the two most recent versions of these browsers:
- Chrome
- Firefox
- Windows only: Microsoft Edge
- Other browsers may work, but you might not be able to use all of the features.
- Dive into Google Vids with our free, self-paced online training course, designed specifically for educators and available now in the Google for Education Learning Center. You can also leverage this one pager to get a quick summary of what you can do with Vids.
- Currently, Vids is available in the user’s local language, but the AI features (e.g. Help me create a video, read-along teleprompter) and templates are only available in English at this time.
- Visit the Help Center to learn more about getting started with Google Vids.
- Note: Create and copy access is available for Education Plus and Gemini for Google Workspace customers, while view and collaborate access is available to anyone with a Google Workspace for Education license.
Rollout pace
- Rapid Release and Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on November 7, 2024
Availability
Available for Google Workspace:- Education Plus
- Customers with a Gemini Education or Education Premium add-on
Resources
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Announcing general availability of Google Vids: Our new AI-powered video creation app for work to help tell stories across your organization
What’s changing
Earlier this year, we announced Google Vids, the newest productivity app in our suite of Google Workspace products. Vids is an AI-powered video creation app for work designed to help teams in customer service, learning and development, project ops and marketing tell more engaging stories at work through video.Today, we’re excited to announce the general availability of Google Vids for select Workspace editions. Here’s how you can use it:- Customer service teams are using Vids to provide better customer support, supplementing help center articles with videos.
- Leaders are creating vids to share company-wide updates and announcements.
- Learning and development teams are using Vids to deliver employee training and education at scale.
- Marketers are using vids inside their organizations to share recaps on their campaigns and events.
- Project management teams are building vids to share meeting recaps, business updates and report share outs.
You can also start with a variety of use-cased based templates to create a new video. From there, you can add motion with animations, transitions, and photo effects, and customize your video using the Vids royalty free stock content library or your own media directly from Google Drive or Google Photos.With ‘Help me create’, Gemini suggests scripts to get you started or you can write your own. You can easily add a voiceover by either choosing from one of Gemini’s preset AI voices or by recording your own voice using a teleprompter with Gemini read-along and rolling features that help you record your message with confidence. You can also use the Vids’ in-product recording studio to:- Add a video recording of yourself.
- Add a screen recording with narration.
- Add a screen recording with video recording.
- Add audio-only recording.
Similar to other productivity tools like Docs, Sheets, and Slides, Vids includes a simple, easy-to-use interface and the ability to collaborate in real-time and share projects securely from your browser.In summary, Vids enables you to produce engaging videos that help scale your message, build connections and break through the noise across your organization.Who’s impacted
End usersWhy you’d use it
We know that creating and editing video has felt challenging because in the past it has required special skills or licensing, but with Google Vids the power of storytelling is in your hands. Now teams can build and tell compelling stories at work, scaling and landing their message to engage coworkers in an effective way.Additional details
While previously only available to Gemini for Google Workspace customers, with this launch Google Vids is expanding to select Workspace subscription plans.Users will have full access to AI-powered features* in Google Vids like "Help me create" and AI voiceovers until at least December 31, 2025. Usage limits for these AI-powered features may apply beginning in 2026. We'll notify you before any change goes into effect.*Vids generative AI features include Help me create, Generate a voiceover, Remove image backgrounds, Generate an image, Recording studio read-along teleprompter.To learn more about Vids features and capabilities for Google Workspace for Education customers, refer to this Workspace Updates Blog.Getting started
- Admins: Vids will be ON by default and can be disabled at the organizational level. Visit the Help Center to learn more about turning Vids on or off for users and new core services coming to Google Workspace.
- End users:
- To start, open Google Vids and choose an option to create a new video. You can create a new video or make a copy of an existing video for editing. Visit the Help Center to learn more about getting started with Google Vids.
- You can use Vids on your computer with the two most recent versions of these browsers:
- Chrome
- Firefox
- Windows only: Microsoft Edge
- Other browsers may work, but you might not be able to use all of the features.
- You can access our always-on resources in the Google Workspace Learning Center to learn what you can do with Google Vids.
- Currently, Vids is available in the user’s local language, but the AI features (e.g. Help me create, read-along teleprompter) are only available in English at this time.
- Note: View and collaborate access is available to anyone with a Google Workspace account, while create and copyaccess is available for select editions of Google Workspace and Gemini for Google Workspace customers.
Rollout pace
- Rapid Release and Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on November 7, 2024
Availability
Available for Google Workspace:- Business Standard and Plus
- Enterprise Standard and Plus
- Essentials, Enterprise Essentials and Enterprise Essentials Plus
- Education Plus*
- Customers with a Gemini Business, Enterprise, Education* or Education Premium* add-on
Resources
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Now generally available: use Gemini in the side panel of Workspace apps in seven additional languages
What’s changing
Beginning today, all users* can use Gemini in the side panel of Google Docs, Google Sheets, Google Drive, and Gmail, in seven additional languages:
- French
- German
- Italian
- Japanese
- Korean
- Portuguese
- Spanish
Gemini in the side panel of Gmail in SpanishWith Gemini in the side panel of your Workspace apps, you can get help summarizing, analyzing, 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.*Available for Workspace customers with a Gemini Business, Gemini Enterprise, Gemini Education, and Gemini Education Premium add-on.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.
- Image generation is not supported yet in these additional languages.
- Gemini in the side panel of Slides is only available in English at this time.
Getting started
- Admins: There is no admin control for this feature.
- End users: You can access the side panel by clicking on “Ask Gemini” (spark button) in the top right corner of Docs, Sheets, Drive, and Gmail on the web. Visit the Help Center to learn more about collaborating with Gemini in the side panel of Docs, Sheets, Drive, and Gmail. Note that for accessing other Gemini for Google Workspace features that are supported in English only, you will need to set your Google Account language to English.
Rollout pace
- Rapid Release domains: Gradual rollout (up to 15 days for feature visibility) starting on November 7, 2024
- Scheduled Release domains: Gradual rollout (up to 15 days for feature visibility) starting on November 21, 2024
Availability
Available for Google Workspace customers with a:- GeminiBusiness or Enterprise add-on
- GeminiEducation or Education Premium add-on
- Google One AI Premium
Resources
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View in-meeting chat messages in Google Meet live streams
What’s changing
Starting today, when you’re viewing a Google Meet live stream, you will be able to see chat messages that are sent by participants who have joined via the meeting link. This update helps ensure that information shared through Meet chat messages — like links to relevant documents, time-keeping messages, and more — are also visible to live-stream attendees, making meetings more equitable. Previously, in-call chat messages were only visible to hosts, co-hosts, participants and viewers who were in the main meeting. Once you receive the update, you'll see a notification the next time chat messages are sent during a live stream. When you click the notification, the chat panel will open.
Chat messages viewed from a live streamGetting started
- Admins:Visit the Help Center to learn more about turning live streaming on or off for your organization.
- End users:
- Meeting hosts: Visit the Help Center to learn more about live streaming for video hosts.
- Live stream viewers: No action required – you’ll automatically see in-meeting chats when watching a live stream.
Rollout pace
Important note:this feature will roll out at a much slower pace than usual as we approach the end of the year. We will update this post to confirm when rollout has completed for Fast and Rapid release tracks respectively.- Rapid Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on November 18, 2024. We anticipate that rollout will be completed sometime during the week of December 5, 2024.
- Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on January 6, 2025. We anticipate that rollout will be completed by end of Q1 2025.
Availability
- The following Google Workspace editions can initiate a live stream:
- Enterprise Starter, Standard, Plus and Enterprise Essentials Plus
- Education Plus and the Teaching & Learning upgrade
- Anyone can view a live stream.
Resources
- Admins:Visit the Help Center to learn more about turning live streaming on or off for your organization.
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Google Workspace Updates Weekly Recap - November 1, 2024
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.
Apply black & white filter to Google Drive scans on Android devicesIn August, we announced that you can now save files scanned in the Google Drive Android app as a .JPEG. This week, we’re excited to introduce an additional scanning option that gives you the ability to apply a black & white filter on your document scans. This new filter helps enhance texts and other important elements, ensuring they are sharply defined when compared to the background region. | 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 scanning files with your mobile device.AI Classification now supports Field Selection for Model TrainingWhen AI Classification first launched, Labels eligible for model training needed to have a single field of either a badge or option-list field type, and Labels with multiple fields were ineligible. Now, customers that use AI Classification will be able to select which badge or option list field they would like to train a model for after identifying the target label. Once trained and enabled, the AI model will automatically apply the label and will only populate the selected field. | Roll out to Rapid Release and Scheduled Release domains is complete. | Available to customers with the AI Security add-on, Gemini Enterprise add-on, and Gemini Education Premium. | Visit the Help Center to learn more about Label Google Drive files automatically using AI classification.Reducing noise from unfollowed threads in Google ChatIn order to make it easier to identify which unread threads are most relevant to you, we’re reducing the noise by removing visual cues from threads that you do not follow in Google Chat. Starting this week, new activity, such as unread messages from threads you do not follow, will no longer bold and appear at the top of your conversation lists. | Rolling out now to Rapid Release and Scheduled Release domains on web and mobile at an extended rollout pace (potentially longer than 15 days for feature visibility). | Available to all Google Workspace customers.Introducing a better filter by condition experience for tables in Google SheetsTables in Google Sheets will now provide users with a smarter filter by condition experience. Sheets offers 21 options for users to filter by condition, such as “Date is” or “Text ends with”. However, we know there are scenarios in which certain filters might not be applicable based on the type of data in a spreadsheet. Based on the set column type, users will now only see relevant filter by condition options. For example, if your column type is set to number, the filter options will be number-based only. | Roll out to Rapid Release and Scheduled Release domains is complete. | Available to all Google Workspace customers, Workspace Individual Subscribers, and users with personal Google accounts. | Visit the Help Center to learn more about sorting & filtering your data.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.Refine emails faster with updates to the “Polish” shortcut in GmailWe’re expanding the Help me write shortcut to web and introducing a Polish shortcut on web and mobile that helps you refine emails even faster. | Learn more about email shortcuts in Gmail.Google Classroom now supports exporting missing and excused grades to select Student Information Systems (SIS)Teachers can now include missing and excused grades when exporting grades to their Student Information Systems (SIS). | Learn more about exporting missing and excused grades to select Student Information Systems (SIS).New density setting in Google ChatTo give users more control over how they see information in Google Chat, we’re introducing a new setting that allows you to control the visual density of screen elements. Choose between “Comfortable” or “Compact” on chat.google.com. | Learn more about density settings in Chat.Context Aware Access insights and recommendations are now generally availableWe’re making it easier to apply context-aware access (CAA) policies with new insights and recommendations. We’ll proactively surface potential security gaps and suggest pre-built CAA levels which admins can deploy to remediate the security gaps. | Learn more Context Aware Access insights.FedRAMP High authorization for Gemini for WorkspaceAs recently announced, we submitted our package to obtain FedRAMP High authorization for Gemini for Workspace, including the Gemini app. A FedRAMP High certification assures federal agencies in the United States that a cloud service provides the highest level of protection for their most sensitive data, enabling them to confidently leverage cloud technologies for critical operations. | Learn more about FedRAMP High authorization for Gemini.Gemini in the side panel of Google Chat is now availableWe’re expanding Gemini in Chat to help users collaborate more effectively in their spaces, group messages and direct messages. | Learn more about Gemini in the side panel of Chat.Data classifications labels for Gmail are now available in open betaIn addition to Google Drive, we’re expanding data classification labels to now include Gmail. Classification labels are used to classify and audit content according to organizational guidelines (“Sensitive”, “Confidential”, etc.) and apply policies, such as data loss prevention (DLP) rules, to protect sensitive information in email messages. Classification labels will be available when using Gmail on the web – support for Gmail on mobile devices will be introduced in the coming months. | Learn more about the beta for data classifications labels for 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:- Introducing security advisor, a new set of tools and insights to help small businesses protect their organization against cyber attacks
- New Watermarking in Google Meet Helps Protect Your Meeting Content
- Gmail Q&A now available on iOS devices
- Third-party smart chips now available in Google Sheets
- Create an email for a Google Chat space from the Admin console (email conversations sent to spaces now show replies in a thread instead of as separate cards in the message stream)
- Context Aware Access insights and recommendations are now generally available
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Data classifications labels for Gmail are now available in open beta
What’s changing
In addition to Google Drive, we’re expanding data classification labels to now include Gmail. Classification labels are used to classify and audit content according to organizational guidelines (“Sensitive”, “Confidential”, etc.) and apply policies, such as data loss prevention (DLP) rules, to protect sensitive information in email messages. Classification labels will be available when using Gmail on the web – support for Gmail on mobile devices will be introduced in the coming months.
Who’s impacted
Admins and end users
Why it’s important
Data breaches are increasingly common and costly across all sectors, including enterprises, public sectors, and government institutions. To minimize data exfiltration and better understand the data being shared, organizations need to differentiate between various types of information and their sensitivity levels to apply data protection policies accordingly. By expanding data classification labels to Gmail, Google Workspace provides admins with a more flexible and robust system integrated with data protection capabilities to help organizations effectively categorize and protect sensitive information.
Specifically, admins can create:
- New classification labels or extend existing ones enabled in Drive labels for Gmail from the Label Manager. Labels can be used to denote department names, document types, document status, and other custom categories.
The Label Manager tool can be accessed in the Admin console by going to Security > Access and data control- Data protection rules with classification label as a condition, to apply actions to a message based on its classification. For example, a message will be blocked if it’s classified as ‘Internal’ and is being sent to an external recipient.
Notification about delivery failure due to DLP policy, blocking messages labeled as ‘Confidential’ to be sent to recipients outside of the organization- Data protection rules to automatically apply classification labels to a message, based on its content. For example, a ‘Confidential’ label can be applied to a message if it contains sensitive financial information, such as credit card or bank account numbers.
Data protection rule with ‘Apply a label’ action. Classification label specified in the rule will be applied to a message, if message contains information matching conditions of the rule- DLP rules with Confidential Mode as a condition to prevent sending messages with sensitive information, if it is not encrypted (Confidential Mode is not enabled)
Data protection rule is set up to detect messages with sensitive information (credit card or passport numbers) and confidential mode disabled in order to enforce sending such info with enhanced protection measures- End users can view and apply Classification Labels when using Gmail on the web.
Users can apply classification labels to a message, according to the organization’s data governance policiesAdditional details
- When Data loss prevention (DLP) rules for Gmail using classification labels either as a condition or as an action, messages are scanned asynchronously. This means that the message is classified, blocked or quarantined after it leaves the sender's mailbox) and before being dispatched to the recipient. In a future release, we plan to provide synchronous support with instant notifications consistent with our synchronous support of instant DLP enforcement for Gmail.
Note that:- If the message is blocked as a result of the classification label applied to it, the sender will get a bounce back message.
- If the message is automatically labeled by a DLP rule, the sender will not see the label reflected in the sent message. The recipient will see the automatically applied label the same way as any other classification label applied manually by the sender.
- Only Badged options list and Multiple Options list (Single select) field types are supported in Gmail. If classification labels are enabled for usage in both Gmail and Drive, and it contains fields that are not supported in Gmail, such as date or persona, Gmail users will see the label only with fields of the supported types.
Getting started
- Admins:
- Gmail classification labels can be enabled at the domain, group level, or individual user level. You also have the option to enable existing classification labels used in Drive for use in Gmail. The Label Manager tool can be accessed by going to Security > Access and data control or admin.google.com/ac/dc/labels in the Admin console.
- Visit the Help Center to learn more about getting started with classification labels, Gmail DLP & automatic classification labels, and preventing data leaks in email and attachments.
- Note:Labels can be viewed by any admin in your organization with the Manage Labels privilege. They can also be visible to everyone in your organization based on the label’s permissions settings.
- End users:If configured by your admin, you’ll see the “Classification” option when composing a new messaging or replying to an existing message — when you open the menu, you can select labels relevant to your message. Visit the Help Center to learn more about adding classification labels in Gmail.
Rollout pace
- Rapid Release and Scheduled Release domains: Gradual rollout (up to 15 days for feature visibility) starting on November 1, 2024
Availability
- The Label Manager and manual classification is available to Google Workspace:
- Frontline Starter and Standard
- Business Standard and Plus
- Enterprise Standard and Plus
- Education Standard and Education Plus
- Essentials, Enterprise Essentials, and Enterprise Essentials Plus
- Data loss prevention rules with labels as a condition or labels as an action are available to:
- Enterprise Standard and Plus
- Education Fundamentals, Standard, Plus, and the Teaching & Learning Upgrade
- Frontline Standard
- Cloud Identity Premium (in combination with a Workspace Edition eligible for Gmail)
Resources
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Gemini in the side panel of Google Chat is now available
What’s changing
For the last few months, users with the Gemini for Google Workspace add-ons and Gemini Education add-ons have used Gemini in the side panel of Gmail, Docs, Sheets, Slides, and Drive to assist them with summarizing, analyzing, and generating content through insights gathered from their emails, documents, and more. Earlier this month, Gemini add-on subscribers began using Gemini in Google Chat for summaries of unread conversations in the home view.Today, we’re expanding Gemini in Chat to help users collaborate more effectively in their spaces, group messages and direct messages. With Gemini in the side panel of Chat, you can:- Summarize a space or conversation. Examples include asking Gemini the following:
- "Summarize this conversation."
- "What are the key takeaways in this conversation?”
- After an initial summary is generated, you can ask for a longer summary, "Give me a detailed summary of [topic] discussed in this space."
- Generate a list of action items from that space or conversation, such as:
- "What are the action items in this conversation?”
- “Are there any action items for me in this conversation?"
- “Summarize [person's] action items in this space”
- Answer specific questions about that space or conversation by asking:
- “What did [person] say about the timeline extension in this space?”
- “What’s the decision on the project discussed in this conversation?"
Who’s impacted
End usersWhy you’d use it
Gemini in the side panel of Chat enables you to better collaborate with your team by helping you quickly catch up on missed conversations, capture action items, or search for key details that are easy to miss in a fast-moving space.Additional details
At this time, Gemini in the side panel of Chat can summarize and analyze messages in the conversation that you are currently viewing. It will not summarize or analyze context across your entire Chat conversation history, your Gmail inbox or your Drive files.Getting started
- Admins: To access Gemini in the side panel of Workspace apps, users need to have smart features and personalization turned on. Admins can turn on default personalization setting for their users in the Admin console.
- End users: On web from chat.google.com, click on a space, thread, or message, then click the "Ask Gemini” icon at the top of the page to open Gemini in the side panel of Chat. From there, you can select from suggested prompts or type in your own query. Visit the Help Center to learn more about collaborating with Gemini in Google Chat and ensuring your smart feature settings are turned on.
Rollout pace
- Rapid Release domains: Gradual rollout (up to 15 days for feature visibility) starting on November 1, 2024
- Scheduled Release domains: Full rollout (1–3 days for feature visibility) starting on November 18, 2024
Availability
Available for Google Workspace customers with a:- GeminiBusiness and Enterprise add-on
- Gemini Education and Education Premium add-on
Resources