Friday, December 18, 2015

Guest access to Hangouts video calls without a Google account

Last year, Google introduced a new feature for Hangouts on the web allowing customers to share links to Hangouts video calls so external guests may request to join. They completed the rollout of this feature across all platforms earlier this year.

Starting today, they’re making this feature even more useful by removing the requirement that guests have a Google account in order to join a Hangouts video call. Here’s how it works: guests without a Google account who have been provided with the video call link by the organizer will be asked to provide their name and then request to join the call.
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Any attendee from the domain organizing the video call can then allow the guest into the meeting.
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Google is also making this easier for guests who do not use Google Calendar by ensuring a link to the video call is visible in the description of the event.

This new feature is available now for guests joining with a web browser, making it easy for Apps customers using Hangouts to meet with anyone - inside or outside their organization, with or without a Google account.

Need help using Hangouts? Contact us

Friday, December 11, 2015

New Year, New Password

With the new year approaching, updating passwords should probably get added to your resolution list. The first step in protecting your online privacy is creating a safe password - i.e. one that a computer program or persistent individual won't easily be able to guess in a short period of time.
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Tips for creating a secure password:
  • Include punctuation marks and/or numbers.
  • Mix capital and lowercase letters.
  • Include similar looking substitutions, such as the number zero for the letter 'O' or '$' for the letter 'S'.
  • Create a unique acronym.
  • Include phonetic replacements, such as 'Luv 2 Laf' for 'Love to Laugh'.

Things to avoid:
  • Don't reuse passwords for multiple important accounts, such as Gmail and online banking.
  • Don't use a password that is listed as an example of how to pick a good password.
  • Don't use a password that contains personal information (name, birth date, etc.)
  • Don't use words or acronyms that can be found in a dictionary.
  • Don't use keyboard patterns (asdf) or sequential numbers (1234).
  • Don't make your password all numbers, uppercase letters or lowercase letters.
  • Don't use repeating characters (aa11).

Tips for keeping your password secure:
  • Never tell your password to anyone (this includes significant others, roommates, parrots, etc.).
  • Never write your password down.
  • Never send your password by email.
  • Periodically test your current password and change it to a new one.

Google Apps Admins can set password strength and user password recovery
Admins can help protect users' accounts by managing and monitoring the strength of passwords. You can set length requirements and monitor the strength of each user's password. You can also allow each user to reset their password without administrator assistance.  For more on password monitoring and user recovery read more.

Friday, December 4, 2015

New Google+ Rolls Out

Recently Google+ users were introduced to an updated Google+, designed to focus on features that users said were most useful. This includes a fast and simple homestream for quickly browsing content, Communities for safely sharing ideas, and Collections for managing everything in one place. The new design is easier for both desktop and mobile users.

As explained by Google, “Domain-restricted Communities are a popular way for organizations to share content and ideas amongst teammates, with the peace of mind that they’ll stay private. A global fashion brand uses Communities to inspire conversation about products and branding among employees across the world and a Japanese startup is keeping their staff up-to-date as they build a vaccine. Collections let you keep all your related content in one spot and make it easier to discover and browse. For example, earlier this year [Google] dedicated a week on the Google for Work G+ page to [Google’s] awesome System Admins. In order to keep all that content together, [Google] put it into a Collection.“

Thursday, November 19, 2015

Improved Drive sharing in iOS and Android

Sharing on your smartphones and tablets is now even easier. Google added three feature improvements when working in Google Drive on mobile devices, including the ability for iOS and Android users to receive mobile notifications when someone shares a Drive file them.

Sharing notifications (Android and iOS)
People using the Drive app can now choose to receive mobile notifications when someone shares a Drive item with them, allowing them to open the file or folder by simply tapping on the notification. If a file/folder owner has notifications turned on and someone requests access to their content, the owner will be notified of the request instantly on their mobile device so they can quickly grant access.
People will be informed of this new feature the first time they use the updated versions of the Drive app, and can choose to turn it on or off in Settings.  

Consistent sharing experience across platforms (iOS)
We’re implementing a more consistent sharing experience in Drive (and the Docs editor apps too!) across platforms, including the ability for people using the Drive iOS app to add custom messages to recipients directly from the app when sharing a file.

Seamless sharing to people without a Google account (Android)
Until now, a Google Account was needed to view shared files on an Android device. Now, people can do this without a Google Account just like they can on the web.

Monday, November 16, 2015

Restore deleted Google Calendar events

Ever deleted a calendar event by mistake and wanted to get it back - just like you can in Gmail and Drive? Now you can: Google added Trash functionality to Google Calendar on the web, providing an easy way for users to view, permanently delete, or restore individual and recurring deleted calendar events. Trash puts calendar users in control by letting them quickly reverse any event mishaps, and limits escalations to Google Apps admins.
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Trash is accessible from the calendar's dropdown menu in the "My calendars" section as well as from Calendar Settings. This functionality is available for both primary calendars and secondary calendars for which people have edit rights.

Admins can track events restored or removed from Trash within their domain using Calendar Audit logs in the Admin console.

Check out the Help Center for more information.

Note: The first time a user deletes an event from a shared calendar after the launch, a one-time email notification will be sent to them from Google Calendar, explaining the Trash options and details around sharing settings.

Thursday, November 12, 2015

Save time with Keyboard Shortcuts

Keyboard shortcuts help you save time—you never have to take your hands off the keyboard to use the mouse! Now you can get more done with fewer clicks. 
I often use ctrl+K to add links to email and documents. For this keyboard shortcut and others go here (link)

in Google Drive, Calendar or Email, press Shift+? to display a complete list of keyboard shortcuts. Find the shortcuts you may use often and memorize the keystrokes for future use. Click here, for more on shortcuts.

Tuesday, November 10, 2015

One click Searching for Emails

If you run the same search on a regular basis to locate specific Gmail messages, chances are you've had to type in the same search criteria a number of times to find your messages.

With the Quick Links lab, you can save your search and quickly run it again with just a click of your mouse! For Example: Save frequent searches or important individual messages or List all emails from your manager or an important client with a single click. Here's how:

To enable the Quick Links lab:
  1. In Gmail, click  and select Settings.
  2. Select the Labs tab.
  3. Scroll to the Quick Links lab and click Enable.
  4. At the bottom, click Save Changes.
  5. Back in your Inbox, click  beneath your list of labels to access Quick Links.
To use Quick Links
  1. In the Gmail search box, enter your search criteria and run the search.
  2. In the Quick Links gadget, click Add Quick Link and name your new link.
  3. Simply click your Quick Link whenever you want to run the search again.
To delete a Quick Link, click the  at the end of the name. Hope this saves you a few minutes on your repetitive searches.

Wednesday, October 28, 2015

RTW Mobile October Client Newsletter

The RTW Mobile newsletters help you get the most out of Google Apps for Work. We keep you up to date on the latest features, explore useful tips and tricks, and discuss the ways organizations are using Google Apps. Read more about: Features, Thoughts for Admins, RTW Mobile Can Help

Features

Disable downloading, printing, and copying of any Google Drive file
When using Google Drive you 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.
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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
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Get More out of Drive with specific Docs, Sheets and Slide sections
You can go to Google Drive to create, share and review documents. To work on specific types of documents you can use the following links.  Each section will have only your Docs (or Sheets or Slides) all in one area. You will also see new templates for each section. It’s sometimes helpful to get rid of the extra clutter and work on just the items that need attention:

Click here for the docs section
Click here for the sheets section
Click here for the slide section

Inbox by Gmail: Snooze to just the right time
Inbox by Gmail was introduced a while back and there are now some features that only exist here. If you are using mobile devices you might find Inbox a much easier way to manage your email (admins contact us if you need help turning this functionality on for users). One of the features we like in Inbox is Snooze.

Wouldn’t it be nice if your concert ticket appeared at the top of your inbox just before the event started, or your hotel confirmation came back right before you needed to check in? Snooze in Inbox is getting a bit more convenient—when you snooze an email that has dates and times (like event confirmations or shipping notifications), you’ll get a one-tap option to snooze to exactly the right time, like the day of your concert or the morning your package will arrive.
You'll see these new Snooze options on most of these types of emails:
  • Package tracking updates
  • Restaurant and event reservations
  • Calendar invites
  • Flight confirmations
  • Hotel reservations
  • Rental car reservations

So next time, try snoozing that email to the day before the event. Then sit back and relax, knowing your email will come back at just the right time.

Thoughts for Admins

New features, new look for the Google Admin mobile app
The Google Admin mobile app allows Apps super admins to easily manage users and groups, view audit logs and do other common administrative tasks all from their Android and iOS devices.

With this launch, some of the most popular admin experiences are streamlined: integrating admin actions with mobile communications and introducing a new look and feel. New features for both Android and iOS, include:

  • Richer user profiles with support for groups and several new attributes
  • Ability to perform bulk actions on users and groups
  • Ability to send text (SMS, WhatsApp, etc.) messages to users when adding them or resetting their password

The user experience has been redesigned using material design principles―aligning with the new look and feel announced for the Admin console on desktop earlier this year―providing a seamless experience across platforms and devices.
Check out the Help Center for more information on the Google Admin app for Android and iOS.

Download event support in Google Drive audit logs
To help analyze and monitor the use of Google Drive content in your organization, Drive for Work and Google Apps for Education admins are able to access audit logs in the ‘Audit’ section of the Admin console Reports area and via the Reports API. The current Drive audit logs include events such as create, view, and delete, among others. Recently added is download event support to the Drive audit logs.

Download events will cover file downloads for Google and non-Google file formats. Admins will be able to filter on download events and combine that with other filtering criteria like document name, user name and timestamp. Admins will also be able to set download alerts on certain files based on filenames, owners, etc. Check out the Help Center for more information and notes on download event support.

Better email security and compliance with attachment scanning and file type detection
Email compliance settings allow Google Apps admins to set policies to regulate the delivery of both internal and external email for their organization. Now there are  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, file name, and message size. Previously, the policy relied solely on the file type extension when identifying matches. Now, Google will start scanning and identifying the actual file type of attachments, preventing the renaming of most file type extensions to circumvent attachment policies.

Things to think about
A few odds and ends that as an admin should get some consideration. If you are unfamiliar with or would like a crash course overview on any of the following, contact us.
  • Manage mobile devices used in your organization - includes ability to selectively wipe content from a lost device
  • Allow users to use Inbox by Gmail - Admin console configuration needed
  • Remind users to download apps (Gmail, Drive, Sheets, etc…) to their mobile devices for seamless anywhere, anytime work
  • Need more storage and/or want to add Vault services, consider Google Apps Unlimited
  • Add an extra level of login security with 2 Step Authentication

RTW Mobile Can Help:


Need help implementing Google Apps for Work, have a question about how Google Apps can transform your business workflow, or want a helping hand with your existing Google Apps setup? Contact us for all your Google Apps needs. Our experienced team is happy to help you with any part of your Google Apps experience.

Thursday, October 22, 2015

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

Email compliance settings allow Google Apps admins to set policies to regulate the delivery of both internal and external email for their organization. Now there are  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, file name, and message size. Previously, the policy relied solely on the file type extension when identifying matches. Now, Google will start scanning and identifying the actual file type of attachments, preventing the renaming of most file type extensions to circumvent attachment policies.

Download event support in Google Drive audit logs

To help analyze and monitor the use of Google Drive content in your organization, Drive for Work and Google Apps for Education admins are able to access audit logs in the ‘Audit’ section of the Admin console Reports area and via the Reports API. The current Drive audit logs include events such as create, view, and delete, among others. Recently added is download event support to the Drive audit logs.

Download events will cover file downloads for Google and non-Google file formats. Admins will be able to filter on download events and combine that with other filtering criteria like document name, user name and timestamp. Admins will also be able to set download alerts on certain files based on filenames, owners, etc. Check out the Help Center for more information and notes on download event support.

New features, new look for the Google Admin mobile app

The Google Admin mobile app allows Apps super admins to easily manage users and groups, view audit logs and do other common administrative tasks all from their Android and iOS devices.

With this launch, some of the most popular admin experiences are streamlined: integrating admin actions with mobile communications and introducing a new look and feel. New features for both Android and iOS, include:

  • Richer user profiles with support for groups and several new attributes
  • Ability to perform bulk actions on users and groups
  • Ability to send text (SMS, WhatsApp, etc.) messages to users when adding them or resetting their password

The user experience has been redesigned using material design principles―aligning with the new look and feel announced for the Admin console on desktop earlier this year―providing a seamless experience across platforms and devices.
Check out the Help Center for more information on the Google Admin app for Android and iOS.

Inbox by Gmail: Snooze to just the right time

Inbox by Gmail was introduced a while back and there are now some features that only exist here. If you are using mobile devices you might find Inbox a much easier way to manage your email (admins contact us if you need help turning this functionality on for users). One of the features we like in Inbox is Snooze.

Wouldn’t it be nice if your concert ticket appeared at the top of your inbox just before the event started, or your hotel confirmation came back right before you needed to check in? Snooze in Inbox is getting a bit more convenient—when you snooze an email that has dates and times (like event confirmations or shipping notifications), you’ll get a one-tap option to snooze to exactly the right time, like the day of your concert or the morning your package will arrive.
You'll see these new Snooze options on most of these types of emails:
  • Package tracking updates
  • Restaurant and event reservations
  • Calendar invites
  • Flight confirmations
  • Hotel reservations
  • Rental car reservations

So next time, try snoozing that email to the day before the event. Then sit back and relax, knowing your email will come back at just the right time.