Google Apps highlights – 3/25/2011
Better discussions in Google documents
Productive discussions can help teams write better documents, and last Wednesday we introduced improvements to how you can converse about documents within Google Docs. Profile pictures and timestamps make it easy to see who made a comment and when, and you can direct a comment to someone using an @mention. You can follow discussions with notifications right in your inbox—and even continue a discussion from your inbox by replying to the notification email. Instead of deleting a discussion when it’s wrapped up to remove clutter, you can now mark discussions as resolved so you can go back later and see how the discussion played out.
Data filtering, new chart options and more in Google spreadsheets
We’ve added a heap of frequently requested features to Google spreadsheets over the last few weeks. First, you can now filter spreadsheet data to hone in on rows that match criteria you set as filter options. For example, a sales manager could choose to view transactions processed by Peter and Phil, but not those managed by Andrew, Cindy and the rest of the sales team.
We’ve also improved charting in spreadsheets by making it possible to plot non-contiguous data. Multiple chart ranges help you create great charts without rearranging your data.
In addition, you can now hide cell gridlines or entire sheets in Google spreadsheets—giving your spreadsheets a cleaner look by removing extraneous formatting and data from view until you need it at a later time.
Google Cloud Connect for Microsoft Office
As we continue to add functionality to Google Docs, many people are finding that that they no longer need software-based word processing, spreadsheet and presentation software. And now we also have an alternative for people who want streamlined collaboration but aren’t quite ready for 100% web productivity tools. Google Cloud Connect for Microsoft Office brings multi-person editing, automatic backup and complete revision history to Microsoft Word®, Excel® and PowerPoint® in Microsoft Office® 2003, 2007 and 2010. By bringing this functionality to existing versions of Microsoft Office, organizations can work more efficiently with the software that they’ve already paid for and implemented.
Smart Labels in Gmail Labs
Chances are, you get lots of email from newsletters, group mailing lists, account alerts and other automated systems. These messages aren’t spam, but they’re probably not your most important emails either. To help you separate and organize these kinds of messages, we introduced the Smart Labels feature in Gmail Labs. Once you turn on this feature from the Labs tab in Gmail settings, Gmail will automatically categorize incoming Bulk, Forum and Notification messages and label them appropriately, removing clutter in your inbox to help your most important messages stand out.
Improved attachment viewing in Gmail
We’ve also made viewing attachments in Gmail faster, easier, more affordable and more secure by adding browser-based attachment viewing for 12 more file types: .XLS, .XLSX, .PPTX, .PAGES, .AI, .PSD, .DXF, .SVG, .EPS, .PS, .TTF and .XPS. So instead of downloading attachments and then opening files with software you may or may not have for each format, you can just click the “View” link next to the attachment in Gmail. This will instantly display the attachment in your browser—no software required.
Collaboration dashboard for Google Apps customers
To help customers see the productivity benefits of Google Apps at a glance, we recently introduced a new collaboration dashboard. From the Google Apps administrative control panel, IT managers can view insights about how their users are working together with Google Docs. This dashboard offers a new level of transparency that traditional software can’t offer, and we think this kind of information will help businesses invest in technologies that actually get put to use, not software that—according to customers—sometimes sits idle after being installed.
New Google Apps release process
Our customers love Google Apps for lots of reasons, but the ability to rapidly get new features—like the ones described in this post—without having to install complex patches or upgrades rises to the top. Instead of large, disruptive batches of new features that only come every few years, people see a continuous stream of better functionality week after week. Still, some customers with more complex IT environments have asked for a bit more advanced notice so they can prepare for what’s coming. For these organizations, we’ve introduced a new release process for Google Apps features. Customers can choose to get new features immediately when they’re available, or have at least a week to prepare for new features after they’re initially introduced. Along with this new choice, we’ve launched whatsnew.googleapps.com, where customers can learn more about new features in the process of being released.
Who’s gone Google?
The pace of new customers coming onto Google Apps continues to accelerate among schools, businesses and other organizations. In the world of education, we’re happy to welcome the University of Alberta, Anhanguera Educational and thousands of other schools to Google Apps. In fact, over 50 percent of the NCAA® Championship bracket has gone Google!
We also invite you to read how businesses and government agencies including Dominion Enterprises, Macomb County Circuit Court and Clerk, Revevol, Mad Genius, Cadillac Fairview, Sun Windows, Hammock and The Standard Agency are saving money and helping workers be more productive with Google Apps, joining more than 3 million other businesses that have gone Google.
I hope these product updates and customer stories help you and your organization get even more from Google Apps. For more details and the latest news, check out the Google Apps Blog.
Posted by Jeremy Milo, Google Apps Marketing Manager Permalink
Google Video Previews
Google’s instant previews for video sites weren’t very useful because most video sites use Flash and the software that generates thumbnails can’t handle Flash. That’s probably one of the reasons why Google replaced the standard screenshots with short clips from the videos. By default, the sound is muted, but you can change this setting. The feature is also available at Google Video next to some search results.
“When it comes to videos, people want to spend less time searching and more time watching. That’s why we added an enhancement to Instant Previews—the ability to preview videos. Click once on the magnifying glass next to the title of any video search result in universal or video mode. For some videos, you’ll now be able to play through a set of four short segments from the video to see if it’s what you’re looking for (video providers have to opt to make the previews available, so you won’t find it for every video yet),” explains Google.
Even if Google announced this feature a couple of weeks ago, it’s still spotty, so it may not be available for you. You can also try Bing’s Video Search, which offers a similar feature that probably inspired Google.
Yahoo Search Direct
Yahoo has recently launched a new feature called Yahoo Search Direct that aims to find answers for simple questions. “Search Direct is the first fundamental shift in search in more than a decade. For the first time, driving users to a results page filled with an overwhelming number of links is not the end game. We believe Search Direct will be the simplest and fastest way to find answers, not links,” suggests Yahoo.
Yahoo Search Direct doesn’t show new information, but it highlights the top results and the instant answers, while displaying them as you type a query. It’s a simplified version of Google Instant that only focuses on the navigational queries and the queries that request simple facts.
When I tried Yahoo Search Direct, I noticed at least two features that aren’t Googley. Yahoo shows a list of “trending searches” when you click on the search box and even highlights the first suggestion. This is both distracting and confusing for the average user that expects relevant suggestions.
Another feature that’s not very helpful is promoting your own services, instead of showing unbiased suggestions. When you type “w”, Yahoo shows only two suggestions that seem to be manually added: “Yahoo! Weather” and “Yahoo! Widgets”. Type “m” and Yahoo shows 8 suggestions that are related to Yahoo.
Yahoo Search Direct works best for queries that already returned OneBox-like instant answers: [weather in london], [MSFT], [SF Giants] and the main advantage is that the answers are displayed faster. Google tried something similar with Google Suggest, but this feature is no longer necessary now that the results are displayed as you type.
Yahoo’s tool doesn’t even show previews for long-tail searches, so it can’t replace Google Instant.
Yahoo promises that this is “the beginning of a new era in search”, but this seems to be just an exaggeration. “We’ve been focused on refining how you use search, enabling awesome experiences for search intents about sports, news, TV, movies, local, finance, shopping, travel, weather, trending searches or pretty much anything else. But this is just the beginning. The coverage and rich content currently available in Search Direct is a fraction of the future state. Users can expect search coverage and the use of rich content to increase dramatically in the weeks, months, and years ahead. Get ready to be more social and personalized, through a richer and more interactive experience – it’s going to be sweet.”
You can try the beta version of Yahoo Search Direct at search.yahoo.com, but it will soon be available at yahoo.com.
{ Thanks, Niraj. }
Google Upgrading Documents to the New Google Docs Editor
Last year’s update of the Google Docs word processor had an important flaw: no backwards compatibility. You couldn’t open your old documents in the new editor and you couldn’t even upgrade your existing documents to the new format. Even if it’s not obvious, Google Docs has two word processors that handle two incompatible native formats.
The bad news is that Google can’t provide a smooth upgrade path. The changes are so profound that the new Google Docs editor can’t import your old documents properly. If you open a document created using the old Google Docs editor, you’ll notice a message informing you that the document can be previewed in the latest version of the editor. After previewing the document, you have the option to update the document.
Unfortunately, if you update the document, you’ll lose the revision history and some formatting options that were available in the old Google Docs.
“When you preview your upgraded document, you may notice that the formatting looks different. Older documents were basically webpages. To use them in the new version of Google documents, they need to be converted to a traditional word processing format. This conversion can be imperfect. It’s not possible to edit the HTML of your document or use CSS after you upgrade,” explains Google.
Another drawback is that you need to manually update each document. To make sure that you won’t miss some features that were available in the old editor, Google didn’t provide an automatic conversion option. Most people won’t bother updating their documents and Google will be forced to keep the old Google Docs editor forever.
{ Thanks, Bogdan. }
Google’s Homepage Promotes Gmail
Google’s homepage has briefly displayed a promotional message that encouraged visitors to try Gmail: “Switch to Gmail. Free email from Google”. The message linked to a page titled “Welcome to Gmail” that shows some of the advantages of using Gmail: lots of space, mobile access, less spam, labels and search.
“Gmail is built on the idea that email can be more intuitive, efficient, and useful. And maybe even fun. Creating an account is quick and free.”
The page doesn’t include a Gmail screenshot, a video that shows Gmail in action, but it invites visitors to create an account.
Google’s Word Count Experiment
Google tests a new feature that shows the approximate number of words next to certain search results. The word count is usually displayed for articles, but only for a small number of results. You’ll probably think twice before clicking on a search result that has 50,000 words, unless you’re looking for an in-depth report.
Maybe Google will also add an advanced search feature that lets you restrict the search results to short articles or long documents. A summarization feature would also be helpful.
Google’s Navigation Bar Links to Your Google Profile
Google’s new navigation bar started to link to the profile pages. Click on your name at the top of a Google page and you’ll notice that you can quickly access your profile. If you don’t have a profile, Google includes a link to a page that lets you create an account.
Another change is that Google Profiles include a new tab for Picasa Web Albums, but it’s not enabled by default and it’s not available if you don’t link your Google Profile with Picasa Web. “Your profile and scrapbook photos already make it easier for people to get to know you, but we want to do more to help you showcase your favorite pics. By choosing to show the PicasaWeb tab, you will enable visitors to see your public albums. Private albums will remain visible to only the people you’ve shared them with directly.”
{ Thanks, Stefan. }
How to Block Sites from Google’s Results
You no longer have to use Google’s Chrome extension to hide the results from certain domains. The feature is now available at google.com and the best thing is that the list of blocked sites is saved to your Google Account.
To try this feature, make sure that you are using google.com in English. Click on a search result, then go back to the list of results. You’ll notice that there’s a new link next to the result you’ve just clicked: “block all [domain.tld] results”.
If you block an entire domain, you’ll no longer see results from that site. You’ll only notice a small box at the bottom of the search results page which informs you that you’ve blocked certain results.
There’s also a page that lets you manage your blacklist and manually block sites. “Sites will be blocked only for you, but Google may use everyone’s blocking information to improve the ranking of search results overall. You may block up to 500 sites.”
As Barry Schwarz points out, blocking sites is not a novelty: in 2005, Google tested a similar option. “If you’re in this experiment, you’ll have newfound powers. Click the ‘Remove result’ link and with one click you can drop that url from your search results. By default, it will only block that url for that particular search. If you’re really annoyed, you can click ‘More options’ and you’ll get two more choices: block this url from all future searches and the ability to block the entire host from all future searches,” explained Matt Cutts at that time. The experiment wasn’t successful, but Google partially resurrected this feature in SearchWiki: you could only hide a search result for a specific query.
I think that blocking an entire site from Google’s results is a feature that’s way too powerful for a regular user. Some might use it accidentally and find that Google’s results are suddenly less relevant. Google could add a link for explicit feedback (“Not useful?”) and use that information to personalize search results.
Chrome 12 Will Drop Support for Google Gears
While most Chrome users have been upgraded to Chrome 10, Google is fixing the bugs from Chrome 11 and working on Chrome 12. A recent Chromium build made a significant change: Gears is no longer included in Google Chrome.
Gears is a browser plugin released by Google back in 2007, The initial goal was to add support for offline web apps, but the plugin added many other HTML5 features at a time when HTML5 wasn’t a priority for most browsers. Google discontinued Gears last year to focus on “bringing all of the Gears capabilities into web standards like HTML5″ and to implement them in Google Chrome. Features like geolocation, notifications, web workers, application caches are already available in Google Chrome, so it’s probably the right time to stop bundling the Gears plugin.
“With all this now available in HTML5, it’s finally time to say goodbye to Gears. There will be no new Gears releases, and newer browsers such as Firefox 4 and Internet Explorer 9 will not be supported. We will also be removing Gears from Chrome in Chrome 12,” informs Google.
What’s surprising is that important services like Gmail and Google Calendar still use Gears to work offline. Other services like Google Docs and Google Reader dropped offline support last year. Google promised that they will use HTML5 features implemented in browsers like Chrome or Firefox, but that hasn’t materialized yet.
Youtube: Best Practices for User Authentication
By now, many of you have seen our recent announcement regarding 2-step verification for Google Accounts. It’s an optional way of protecting your Google Account from unauthorized access, providing a level of security beyond that of a password alone. The initial announcement did not detail the impact enabling 2-step verification has on programmatic account access from code written against one of Google’s official APIs. We want to go into some more detail regarding the implications of 2-step verification on various authentication (and authorization) techniques, and offer best practices that you as a developer should follow.
There are three forms of authentication supported by almost all of Google’s APIs. AuthSub andOAuth (either version 1 or the newer OAuth 2) are similar web-based authentication mechanisms in which the user logs in on a web page hosted by Google. The other approach to authentication, ClientLogin, relies on your application soliciting the user’s account address and password, and then sending that information to Google.
If your code uses AuthSub or OAuth, then you don’t have to do anything special to accommodate users who have opted-in to 2-step verification. The web-based login flow currently allows users to enter both their normal passwords as well as the additional verification code, and this extra step is transparent to you as the developer.
ClientLogin, however, does not fare as well for accounts that have 2-step verification enabled. There is no concept of an additional verification code in the ClientLogin process, and a user’s account address and password are no longer sufficient for authenticating them once 2-step verification is turned on. If you make a ClientLogin authentication request for such an account, you’ll get back an HTTP 403 error response from our servers with the following in error included in the response body:
Error=BadAuthentication
Info=InvalidSecondFactor
There are two solutions to these failed ClientLogin attempts. The first solution, which does not require changing any existing code, is to ask your users to generate an application-specific password and to provide that, instead of their Google Account passwords, when making your ClientLogin request. You can point your users to this article for a full explanation of how application-specific passwords work.
The second, and recommended, solution requires some work on your part as a developer: moving away from ClientLogin completely, in favor of OAuth 2. If your code runs as part of a web application, then OAuth 2’s web-based login flow is trivial to integrate. Even applications that are installed on a user’s computer or other device can leverage OAuth 2, though. This guide explains how to launch a web browser to handle the login process, and then redirect control back to your application.
While it may take some effort to migrate your code away from ClientLogin, your users will be grateful that you did. Even those who haven’t enabled 2-step verification will benefit from entering their credentials on a web page accessed via HTTPS and hosted by Google, as opposed to sharing their password information directly with your third party code.
By Jeffrey Posnick, Google Developer Relations
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