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.
irm.png
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
export-disabled.png
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.

Get More out of Drive with specific Docs, Sheets and Slides 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

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.
irm.png
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
export-disabled.png

Wednesday, October 14, 2015

Feature Update - Avoid Disruptions

Gmail users on Android and the web (we expect this will be added to iOS also) can avoid disruptive emails with the new “Block” feature. When you’re in the email you want to block, simply click on the triangle and select Block “recipient” (click the ‘three dots’ on Android) and future email from the blocked email addresses will go directly to Spam (they can be unblocked via Settings).

Friday, October 9, 2015

Own Your Inbox

Taking control of your Inbox requires a little effort up front, but once setup properly your reward will be days worth of future productivity.

Ideally your entire Inbox can be displayed on one screen and it contains only the emails that actually need your immediate attention. Your Inbox is not an archive - you would never put your snail mail back in the mailbox after reading it so why are you treating email that way.

The first step is getting rid of the 10,000 emails currently residing in your Inbox.  Go ahead and peel off the band aid right now - review the most current messages and make note of any action items, then go ahead and archive everything else! We’re not telling you to delete anything, just get it out of your Inbox. You’ll use search to find things in the future.

Contact RTW Mobile for more ways to get better at email, plus other ways to get the most out of Google Apps.