Union College

518-388-6293 | its@union.edu

Alerts

04.2.2018 | FCC Consumer Alert: 'Neighbor Spoofing'

The FCC is warning consumers about "neighbor spoofing" scams where thieves manipulate caller ID information in ways that make calls appear to have been placed locally.

06.21.2018 | Nexus Scheduled Outage for Planned Upgrade

On Thursday, June 21, Nexus will be upgraded to version 3.4 to improve functionality and enable new features for your use this Fall term. Services will be offline from 7:00 am to 9:00 pm ET. During this period of time, you will not be able to access the system.

07.10.2018 | Nexus 2012-13 courses scheduled for deletion

ITS retains LMS courses in Nexus on a rolling five (5) year basis from the end of the term a course is taught, as per the Learning Management System (LMS) Course Retention Policy. On July 10th, ITS will remove course sites more than five (5) years old. (i.e., Summer, 2012, Fall 2012, Winter 2013, Spring 2013 term courses). Exemptions to the policy are handled on a case-by-case basis (contact snyderd2@union.edu).

Enterprise System Maintenance

Tuesday, 4:00 am - 8:00 am

Wednesday, 4:00 am - 8:00 am

Thursday, 4:00 am - 8:00 am

Sunday, 6:00 am - 12:00 pm

Enterprise Systems may be unavailable during these times.

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Google Apps update alerts

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This official feed from the G Suite team provides essential information about new features and improvements for G Suite customers.
Updated: 49 min 25 sec ago

Receive notifications on your iOS device for high-priority emails only

June 14, 2018
Notifications are only useful if you have time to read them—and if you’re being notified hundreds of times a day, chances are, you don’t. That’s why we’re introducing a feature that alerts you only when important emails land in your Gmail inbox, so you know when your attention is really required.


These notifications leverage Gmail’s machine learning and artificial intelligence capabilities to identify messages you may want to read first. To enable the feature, select “High priority only” from the Notifications drop-down in the settings menu of your Gmail iOS app.

Available on iOS now and Android soon, we hope this feature makes your Gmail notifications relevant—not just noise.

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

Editions:
Available to all G Suite editions

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

Impact:
All end users

Action:
Change management suggested/FYI

More Information
Help Center: Change email notifications

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Categories: Google

New desktop device reporting in the Admin console

June 14, 2018
We’re giving G Suite admins more visibility into which computers are being used to access their corporate data and apps through a new feature called “Endpoint Verification.”

Endpoint Verification collects information via Chrome extensions and native apps on users’ devices, and displays that information to admins in a new report in the Admin console. It’s a lightweight and easy solution for desktop and laptop device reporting, and we hope this visibility empowers admins to maintain a strong security posture for their organization.

Endpoint Verification report provides desktop device information 

Endpoint Verification adds a new view in the Admin console. Once it is set up on user devices (see below), admins will be able to see:


  • An inventory of desktop and laptop devices within the enterprise that access corporate data. 
  • Device information including screen lock, disk encryption, and OS version. 


To see the report, open the Admin console and visit Device management > Endpoint Verification.

Information available in the Admin console when Endpoint Verification is enabled

How to deploy Endpoint Verification in your organization 


Endpoint Verification is available for ChromeOS, macOS, and Windows devices. It requires a Chrome extension to be installed. On Windows and MacOS devices, it also needs a native app which works with the extension. Extensions and apps can be installed by users individually or deployed centrally. See our Help Center article for admins to see details on how to deploy Endpoint Verification.

End user experience of Endpoint Verification 

When the Endpoint Verification extension is installed on a user’s device, there will be a notification shown to users (see image below). The user will have to click “Agree” before data from their device is shown in the admin’s Endpoint Verification report. If the user does not click “Agree,” information about that device will not be shown. The user Help Center has information about Endpoint Verification and user devices.

Endpoint Verification notification shown to users when the extension first runs 

Launch Details 

Release track:
Launching to both Rapid Release and Scheduled Release

Editions: 
Available to all G Suite Editions 

Rollout pace: 
Gradual rollout (up to 15 days for feature visibility)

Impact: 
Admins and end users

Action: 
Admin action suggested

More Information 
Admin Help Center: Monitor your Chrome users' computers 
End User Help Center: Allow an admin to monitor your computer


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Categories: Google

Build the apps your business needs with App Maker

June 14, 2018
(Cross-posted from The Keyword)

It’s easy to get used to doing things a certain way. This can be a good thing if you're prepping for the World Cup, where process, repetition and routine can make you a champion. But if you're like the rest of us who rely on certain workflows to get things done at work—like budgeting or filing expenses—“trusting the process” doesn’t always feel rewarding.

Today, we’re making App Maker generally available to help you rethink how your teams operate. App Maker is G Suite’s low-code application development environment that makes it easy for teams to build custom apps to speed up workflows and make processes better.

Apps to fill business gaps, built for your needs

Analysts estimate that the right custom mobile app can save each employee 7.5 hours per week (that’s a week’s worth of lunch breaks!). Yet, too few businesses have the means, let alone the resources, to invest time and effort in building custom apps. Why? Because their IT budget centers on big enterprise apps like CRM, ERP and SCM and beyond those priorities, IT executives’ attention focuses on security and governance.

App Maker was created to enable your line-of-business teams to build apps for the jobs these bigger apps don't tackle. With App Maker, you can shape company processes like requesting purchase orders, or you can speed up business workflows like filing and resolving help desk tickets, as if you designed and built the processes yourself.

“Pooling talent resources was always an ad hoc process, but App Maker let us quickly build an app that tracks allocation requests in detail.” - Peter McAuley, Director of IT, EA
Take Electronic Arts (EA) for example, a global interactive entertainment software company that makes games and more. To create many of its games, EA has to occasionally allocate staff resources to different projects—whether it’s a designer needed on a new game project or an HR consultant to advise on setting up a studio. EA’s IT department used App Maker to create a custom app to streamline capital resourcing.

“Pooling talent resources was always an ad hoc process, but App Maker let us quickly build an app that tracks allocation requests in detail,” says Peter McAuley, director of IT at EA. “Our custom app also calculates and provides management with a view of total resource utilization by month, something which was always more of a chore to put together manually.”

Over the last few months, we've worked closely with customers and partners around the world, including EA, Colgate-Palmolive, SADA Systems and more, to build apps to solve specific business needs.




Powerful new database model and governance

Since launching App Maker in our Early Adopter Program, we've made changes and added new features to make it even better for our customers.

  • Open: App Maker now offers built-in support for Cloud SQL (GCP account required), offering high performance, scalability and convenience. It also supports a Bring Your Own Database (“BYODB”) model, letting you connect it to your own database using JDBC or a REST API.
  • Fast: Responsive templates, samples, a drag-and-drop UI design and declarative data modeling make it easier for IT developers, or anyone who wants to automate work, to design and build apps even faster.

  • Managed: In the coming weeks, G Suite administrators will have visibility over the apps running in their organization including owners, usage metrics and OAuth permissions. Expanded OAuth Whitelisting controls mean administrators will also be able to prevent apps from running without their approval. Learn more.

Get started

App Maker is now available to all G Suite Business and Enterprise customers, as well as G Suite for Education customers. Learn more, or see how you can get started with documentation and this codelab. We can’t wait to see what your companies build with it.

Additional details for G Suite admins

App Maker is now turned on for your G Suite Business, Enterprise, Education, or Enterprise for Education domain, unless you’re a K–12 G Suite for Education customer or you’ve chosen to manually opt in to new services. If App Maker isn’t yet enabled for your eligible domain, you can turn it on in the Apps > Additional Google services section of the Admin console.

App Maker comes with built-in support for Google Cloud SQL, which requires a Google Cloud Platform account. To set up Cloud SQL for your domain, follow the steps outlined in this Help Center article. You can also connect App Maker to your own database using JDBC or a REST API.

As a G Suite admin, you can manage the use of App Maker in your domain. For example, you can view the activity of users creating App Maker apps using the Drive audit logs, or view the activity of end users of App Maker apps in the OAuth Token audit logs. For more information on the management capabilities available to G Suite admins, visit the Help Center.

App Maker is now an additional Google service, but it offers 24x7 technical support and service-level commitments. It is also compliant with ISO 27001 and SOC (1, 2, 3) and offers accessibility features to help meet the needs of your users.

At launch, however, App Maker is not ISO 27017 and 27018 compliant. Please note that this corrects our previous communication. 

For more information on App Maker, check out the Help Center.


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

Editions:
Available to G Suite Business, Enterprise, Education, and Enterprise for Education editions only

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

Impact:
Admins and end users

Action:
Admin action suggested/FYI

More Information
Help Center: App Maker
Help Center: Manage App Maker in your domain
App Maker site
App Maker developers guide


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Categories: Google

Google Tasks to launch as a G Suite core service on June 28, 2018

June 14, 2018
Earlier this year, we introduced an all-new version of Tasks―where you can keep track of your daily tasks, organize multiple lists, and track important deadlines with mobile and web applications―to the G Suite product offering. On June 28, 2018, Tasks will launch as a standalone G Suite core service. Since Tasks was previously available as a feature of Gmail and Calendar to all domains, Tasks will launch ON by default, but it can be turned off at any time in the Admin console under Apps > G Suite.

As a G Suite core service, Tasks will be covered under your existing G Suite agreement and will offer the same technical support and service level commitments as any other core service.



Launch Details
Release track:
Launching to both Rapid Release and Scheduled Release on June 28, 2018

Editions:
Available to all G Suite editions

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

Impact:
All end users

Action:
Admin action suggested/FYI

More Information
Help Center:Turn Tasks on and off for users
Help Center: How to use Google Tasks
The Keyword: With new security and intelligent features, the new Gmail means business

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Categories: Google

Old Gmail routing settings to be automatically converted starting July 11th

June 12, 2018
In January 2017, we announced some changes to the Gmail routing settings in the Admin console. For technical reasons, some of these changes were delayed past the originally communicated date and are now launching this month.

Convert old Gmail routing settings now

Going forward, your remaining Sending routing, Receiving routing, Catch-all address, and Domain-level routing settings are read-only. These settings are still active, but in order to make changes, you need to click the CONVERT button next to the existing rule.


Once you click CONVERT, we’ll convert the setting and map it to the new fields automatically. The converted setting will then be placed in the unified routing section, where all of your rules will be manageable from one place. The old setting will no longer be visible in the user interface, so you won’t need to clean up old rules afterward.


All settings automatically migrated starting July 11th

If you don’t convert your settings using the CONVERT button, they’ll be automatically migrated to the unified routing section no earlier than July 11th, 2018. This migration will take place over the course of several weeks.

Launch Details
Release track:

  • CONVERT button launching to both Rapid Release and Scheduled Release now
  • Automatic migration starting for both Rapid Release and Scheduled Release no earlier than July 11th, 2018


Editions:
Available to all G Suite editions

Rollout pace:

  • CONVERT button: Full rollout (1–3 days for feature visibility)
  • Automatic migration: Extended rollout (potentially longer than 15 days for feature visibility)


Impact:
Admins only

Action:
Admin action suggested/FYI

More Information
Help Center: Set up routing for your domain or organization


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Categories: Google

Expanding the Hangouts Meet ecosystem

June 11, 2018
At InfoComm in Las Vegas last week, we announced our partnership with Pexip to allow seamless compatibility between Hangouts Meet and other video conferencing systems like Skype for Business, Polycom, and Cisco. With this new interoperability, your team can walk into a meeting room outfitted with Hangouts Meet hardware and join a call with clients, vendors, or partners joining from another platform.

In addition to being compatible with other video conferencing software, it’s important that your meeting rooms are compatible with the hardware you need for your meetings. That’s why we’ve created a peripheral qualification program featuring cameras, audio devices, and cables certified for use with Hangouts Meet hardware. Through this program, Google’s partner lab tests the peripherals for quality, reliability, and interoperability. Qualified peripherals will get automatic, over-the-air firmware updates.

We’re constantly adding more great devices to the Hangouts Meet ecosystem. Beginning with ChromeOS version 69, the Logitech MeetUp will be a certified camera and speakerphone. Featuring a 120° field-of-view and integrated audio optimized for huddle room acoustics, the MeetUp is perfect for small video conferencing spaces. Like all certified peripherals, the MeetUp will receive over-the-air firmware updates from the Hangouts Meet Chromebox to ensure it is always up to date and improving over time.

In addition to cameras and speakermics, partners like Lindy and Newnex have joined our ecosystem to bring the highest quality USB 3.0 extenders and hubs to the meeting room. As officially qualified peripherals, these devices help you scale your meetings to spaces of all shapes and sizes.

Learn more about Hangouts Meet hardware here, or find details about the qualification program and certified devices in the Help Center.

Launch Details
Release track:
All features launching to both Rapid Release and Scheduled Release

Editions:
Available to all G Suite editions

Impact:
All end users

Action:
Change management suggested/FYI

More Information
Help Center: Manage settings for Chrome devices for meetings
The Keyword blog: Bring teams together with new G Suite integrations

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Categories: Google

A new look for Google sign-in screens on June 14th

June 7, 2018
In 2014, we introduced Material Design, a visual language that helps developers create intuitive and beautiful products. Since then, we’ve steadily updated our G Suite apps to adhere to Material principles. Next week, we’ll bring this same design to Google sign-in screens.

Starting on June 14th, 2018, you may notice that when you sign in to your G Suite account, the screen looks slightly different. Some of the changes will include tweaks to the Google logo, an outline around the text field, and center alignment of all items on the screen. See below for before and after images.


Current Google sign-in screen

New Google sign-in screen
If necessary, please provide your users advance notice of these changes.

Launch Details
Release track:
Launching to both Rapid Release and Scheduled Release on June 14th, 2018

Editions:
Available to all G Suite editions

Rollout pace:
Gradual rollout (up to 15 days for feature visibility)

Impact:
All end users

Action:
Change management suggested/FYI


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Categories: Google

Improved slide layouts with new size and position controls in Google Slides

June 6, 2018
We’re adding new controls to adjust the size and position of shapes, images, text boxes, and more in Google Slides. This builds on our launch from April, when we added guide and ruler features to give you more control over object positions and text alignment. Together these features provide precise control over slides and enable the design of more attractive and effective presentations. The new options allow users to:


  • Set exact size by numeric value or percentage scale 
  • Adjust object position on a slide 
  • Rotate by flipping horizontally or vertically, or setting a precise rotation angle 

New object size and position controls in Google Slides 
You can access the new controls through:

  • Format menu > Format options 
  • Right click on object > Format options 
  • Select object > Format options in the toolbar 


See our Help Center for more information on how to arrange objects in Google Slides.


Launch Details

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

Editions:
Available to all G Suite editions

Rollout pace: 
Gradual rollout (up to 15 days for feature visibility)

Impact: 
All end users

Action: 
Change management suggested/FYI

More Information 
Help Center: Insert and arrange text, shapes, diagrams, and lines


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Categories: Google

Know when everyone has declined a Google Calendar event

June 6, 2018
Your time at work is important—we want to help you effectively manage that time with Calendar. In addition to scheduling and joining meetings, it’s important that you know when to cancel or reschedule meetings with low attendance, so you can take back time. That’s why we’re now indicating to Calendar users when their meetings won’t be attended by anyone else and helping them take action.

Without having to go into an event’s details, or watch your inbox for RSVP responses, you can now see beforehand when everyone else declined the meeting. We’ll show an indication on the event, flagging to you that all guests have declined.



After clicking on one of these events within Calendar, you can take one of the following actions:

  • Cancel the meeting: If you’re the event organizer, you’ll be able to delete the event. All other invitees will be able to remove it from their own calendar.
  • Reschedule the meeting: Organizers can reschedule the event, either manually or with “Find a Time.” Guests (or organizers in domains without the “Find a time” feature available) can email other guests to suggest rescheduling.
  • Dismiss an event: Until the event is moved to a new time, users can dismiss seeing the flagged indication for the meeting.


We hope that this new feature helps you to make the best use of your valuable time.

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

Editions:
Available to all G Suite editions

Rollout pace:
Extended rollout (potentially longer than 15 days for feature visibility)

Impact:
All end users

Action:
Change management suggested/FYI

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Categories: Google

Google Mobile Management support for Hangouts Meet on iOS

June 4, 2018
On June 19th, 2018, Google Mobile Management will begin rolling out support for Hangouts Meet on iOS. Currently, G Suite users in domains with advanced mobile device management enabled can use the Hangouts Meet iOS app without first installing the device policy profile. Following the launch, these users will be required to install the device policy profile (if they haven’t already) in order to continue using Hangouts Meet on their iOS devices.

Impacts iOS users without device policy profile only
This only impacts iOS users who don’t already have the device policy profile installed. If your organization currently has advanced MDM enabled, your users would have been required to download the device policy profile in order to access Gmail, Calendar, and other Google apps on their iOS devices.

Notifications to users
Starting on June 19th, iOS users who try to access Hangouts Meet will see a notification prompting them to install a security profile. This notification will only appear for users on Hangouts Meet v16.0 and above; users can upgrade to this version starting on June 4th.


Users on older versions of Hangouts Meet will be able to sign in to the app, but they’ll be unable to perform critical functions (e.g. to view and join meetings). They should upgrade to v16.0 so that they receive the prompt and can install the required device policy profile.

Launch Details
Release track:
Launching to both Rapid Release and Scheduled Release on June 19th, 2018

Editions:
Available to all G Suite editions

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

Impact:
All end users

Action:
Change management suggested/FYI

More Information
Help Center: How the device policy profile works


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Categories: Google

Timeline for moving to the new Gmail

June 4, 2018
We recently introduced an Early Adopter Program (EAP) for the new Gmail, with new capabilities like Gmail offline and nudging. To prepare you and your organization for the general availability (GA) launch, we’re providing additional details on the rollout schedule below.

New Gmail launching to GA in July 2018
At the moment, the new Gmail is an EAP, and customers can choose to participate (or not) at the domain and organizational unit levels. After the new Gmail launches to GA in July 2018, G Suite admins will have the following options in the Admin console:

  • Immediately transition their users to the new Gmail. For a period of time, users will still have the option to opt out (see below for more details).
  • Allow their users to opt in to the new Gmail at the time of their choice. For a period of time, users will still have the option to opt out (see below for more details).
  • Wait approximately four weeks until their users are allowed to opt in to the new Gmail. For a period of time, users will still have the option to opt out (see below for more details).
    • This is the default setting. During this four-week period, users will not have the option to opt in to the new Gmail.

Approximately eight weeks after the GA announcement in July, any users who haven’t yet been transitioned to the new Gmail will be automatically migrated to the new experience. They’ll have the option to opt out of the new Gmail for an additional four weeks.

Opt-out option removed 12 weeks after GA
Approximately 12 weeks after the GA announcement in July, any users who’ve opted out of the new Gmail will be automatically migrated to the new experience, with no option to opt out. Users who’ve already transitioned to the new Gmail will lose the ability to opt out.

Additional features and Admin console settings
Please note that features with dedicated Admin console settings, like Gmail offline and confidential mode (launching at a later date), will respect any current EAP configurations when the new Gmail launches to GA. If your organization doesn’t participate in the EAP, these settings will be OFF by default when the new Gmail launches to GA.

Try the new Gmail in EAP
We’ll provide more details on this transition plan in July, but we encourage you to begin testing the new Gmail and preparing your users now. To get started, see this Help Center article.

More Information
Help Center: What’s new in Gmail



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Categories: Google

Bring teams together with new G Suite integrations

June 4, 2018
(Cross-posted from The Keyword)

The average employee uses 36 cloud services at work to collaborate or share files. That’s more apps than hours in a day! With so many apps and services, it’s important that your business chooses modern, open tools that make it easy to work with anyone—be it inside or outside of your organization.

We want to reduce complexity for your teams, which is why we’ve built integrations in G Suite like third-party add-ons in Gmail and Google Docs and better interoperability with Microsoft. Today, we’re announcing new integrations in Hangouts Meet and Calendar to help you have even better meeting experiences regardless of the conference technology you use. We’re also bringing you new ways to collaborate in Hangouts Chat and Sheets.

Collaborate easily with new compatibility in Hangouts Meet

Nothing’s more frustrating than hosting a meeting and having trouble getting people to join because of issues with technology—it can interrupt workflows and slow down productivity. We want to make it easier for businesses to use meeting solutions, like Hangouts Meet, without worrying about compatibility with existing equipment. This is why we’re making Meet compatible with traditional video conferencing systems, like Polycom and Cisco. In partnership with Pexip, teams will be able to join a meeting on Meet from their preferred equipment in the coming weeks. We’re also making it possible for Microsoft Skype for Business users to easily join a meeting on Meet directly from their Skype app.

Spotify has benefited from using Hangouts Meet to collaborate both internally and externally. Says Martin Antonsson, AV Infrastructure Engineer at Spotify, “Interoperability between Hangouts Meet and other video conferencing systems is fundamental to enabling collaboration. Now we can focus on having productive meetings instead of worrying about the technology.”

 Build add-ons in Google Calendar, join meetings in a cinch

A big part of having productive meetings is making sure that the right folks are able to join them. That’s why we’re announcing support for third-party conferencing natively in Google Calendar. Soon conference providers can easily build add-ons to create, view and join a video conference directly from a Calendar event. Users can simply click a link in the Calendar invite to join on web or mobile.



Cisco Webex is building an add-on to help users easily schedule meetings right from Google Calendar without requiring a download or plug-in. Arkadin, GoToMeeting, LogMeIn, Dialpad, RingCentral, Vidyo and Vonage are also building add-ons to help them more easily meet with their customers. These third-party conferencing add-ons will be available in the G Suite Marketplace in the coming months with details to come for developers.

You might have seen that we made it easier to view schedule availability across Google Calendar and Microsoft Exchange last year. Building on this, we’re also announcing a way for you to book resources like rooms, equipment and more in Microsoft Exchange. If you use G Suite, you’ll be able to easily view and book resources stored in Exchange and Office 365 in the coming months.

Work with teams outside of your domain in Hangouts Chat

After you get the right people in the room with the right setup, it’s important to be able to share information in real time during your meetings—even with folks who may not be in your company. In the coming months, you’ll be able to include people from outside of your organization in Chat, making it easy to stay aligned with clients, vendors, partners and others, all from one place.

Resuelve—a consumer debt management business based in Mexico—uses guest access in Chat to connect with people outside of their organization, particularly as they look to grow their presence in additional regions. "Hangouts Chat has been crucial to our company's ability to expand into other markets,” says Jordi Adame, Chief Technology Officer of Resuelve. “It’s helped our internal teams be productive and we're looking forward to connecting with people outside of our organization in a similarly efficient way.”

New SAP integrations with Google Sheets

Companies often have critical business data in their SAP systems. In an upcoming SAP release, employees will be able to discover additional insights from their ERP content by importing it directly into Google Sheets. With this new integration, you can skip manually exporting data to CSVs and uploading them to Drive. Instead, export directly to Sheets and analyze data with tools like intelligent pivot tables. You can also skip tedious formatting by recording macros in Sheets, making it easier to streamline business processes and share information across teams right away.



Looking ahead

In the coming months, you’ll be able to join conferences on Hangouts Meet from your existing meeting room hardware, book rooms from Microsoft Exchange in Google Calendar and collaborate with folks outside of your domain in Hangouts Chat. You’ll also start to see integrations with Google Sheets in an upcoming SAP release, too.

Learn more about how your business’ technology can co-exist with G Suite. Visit the Next ‘18 website to register.
Categories: Google

Configure your Google Groups settings for increased security

June 1, 2018
From creating team mailing lists to processing support tickets to hosting internal discussions, many organizations use Google Groups to connect and collaborate in the workplace. But as with any communication tool, it’s important that your settings deliver the right balance between sharing and security.

By default, Google Groups are set to private; there have been a small number of instances, however, where customers have accidentally shared sensitive information as a result of misconfigured Google Groups privacy settings. That’s why it’s important to understand how you can tailor the privacy configurations of Google Groups to align with your organization’s policies. Details of how to do this are part of our comprehensive security best practices for G Suite, which we’ve discussed in previous blog posts.

Default protections against accidental misconfigurations
To help prevent data from being accidentally shared, by default Google Groups’ sharing settings are set to best protect privacy:

  • Viewing groups: By default, no one outside your domain can view or search groups in your domain.
  • Posting to groups: By default, no one outside your domain can post to your groups.
  • Joining groups: By default, no one outside your domain can become a group member.
  • Creating groups: By default, only those within your domain can create groups.

G Suite admins can adjust each of these default settings individually. They can review and update the sharing permissions for their domains from the Admin console, while end users can review and update Google Groups permissions in group settings. Admins can also manage groups using the Directory API, and group settings can be managed using the Groups Settings API.

Viewing groups: configuring settings at the domain level
Admins can control who can view groups at the domain level, under “access to groups.” There are two options:

  • Private, the default setting, means no one outside of your domain can access your groups, and your users and domain admins do not have the ability to create public groups.
  • Public on the Internet means users can create public groups, and individuals outside your domain can access content discussed in these groups.


You should carefully consider whether to change the access to groups from Private to Public on the Internet. If you give your users the ability to create public groups, you can always change the domain-level setting back to private. This will prevent anyone outside of your domain from accessing any of your groups, including any groups previously set to public by your users.

Viewing groups: configuring the default view for new groups
Even if you turn on the ability to create public groups, all new groups will be private by default and users will need to proactively change individual group settings to make them public. As an admin, you can change this default setting so that view access for new groups is limited to all members of your domain or a subset of group members.


We recommend you choose the setting that makes the most sense based on how your organization uses Google Groups. Remember, this is the default setting for new groups—group owners can still change settings at the group level (although if admins set “access to groups” to private, users won’t be able to allow anyone on the internet to view the group).

Posting to groups: configuring who can contact group members
By default, external users cannot post to groups. In some instances, however, you may want external individuals to be able to contact a group—for example, when handling incoming sales or support requests. This can be done without making the ability to view topics in a group public.

As an admin, you can allow posts from outside your domain to specific groups within the settings for that individual group (by selecting “Public” under Post). This setting applies regardless of whether group topics are set to public or private.


As an admin, you can also give group owners the ability to authorize external posts via the Admin console setting under “Member & email access.”


Joining groups: configuring group membership
By default, only users in the group’s domain can be group members. Admins, however, can add external members directly to groups, and they can also enable group owners to add external members—for example, if they need to communicate with a vendor organization. Admins can also to add external members regardless of the status of the setting.


Creating groups: configuring who can create new groups
As an admin, you can also decide who can create groups within your organization. By default, anyone in your domain can create groups.


If you allow users in your domain create public Google Groups and give anyone in your domain the ability to create groups, you’re trusting your users to manage their settings and use these groups appropriately. It’s worth carefully considering whether this configuration makes the most sense for your organization.

For more information on securing your Google Groups, visit our Help Center. You may also want to review our security best practices across G Suite.

More Information
Help Center: Google Groups security


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Categories: Google

New insights in Google Docs Activity dashboard

May 31, 2018
We’re introducing new features to provide more insight and help you collaborate through Activity dashboard in Google Docs, Sheets, and Slides. This will help make the data in Activity dashboard:

  • More actionable. Users can quickly email file collaborators. 
  • More useful. Users can see viewing patterns over time. 


Email collaborators through Activity dashboard 

In just a few clicks, users can pick recipients, customize, and send a follow-up email with the link to the file. Users can:

  • Select who to email. There are shortcuts for collaborators who have viewed the file or have not viewed the file, or you can pick recipients manually with checkboxes (see image below for example). 
  • Customize an email. Users can write a message to chosen recipients. 
  • Send the email. 

See our Help Center for detailed instructions on how to send emails through Activity dashboard



See viewing patterns over time 

A popular request from our users is to have more insight into patterns around viewing data on files. So we’re adding a chart showing how many viewers have visited the file over time. You can adjust the date range, and hover over specific data points for more details.



Use our Help Center to find out more about how to understand the data in Activity dashboard.

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

Editions:
Available on G Suite Business, Enterprise, Education, and Nonprofit editions

Rollout pace:
Gradual rollout (up to 15 days for feature visibility)

Impact:
All end users

Action:
Change management suggested/FYI

More Information





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Categories: Google

Making it even easier to join meetings from more third-party clients

May 30, 2018
In August 2017, we announced a feature that made it even easier to join a Google Calendar meeting using a CalDAV-based third-party calendaring client. We’ve heard from you that this functionality is helpful and you’d like to see it expanded to more calendaring clients. That’s why now, whenever someone uses G Suite Sync for Microsoft Outlook, Google Sync, or a third-party Android client that relies on Calendar Provider to access an event on Google Calendar, we’ll add automatically generated text to the event’s description. This text will include instructions on how to join the event through Meet or Hangouts.



With this launch, people using Google Calendar clients that don’t display meeting instructions natively (e.g., Samsung S Planner) no longer need to go to Google Calendar on the web to join their meetings.

Launch Details
Release track:
Launching to Rapid Release with Scheduled Release coming two weeks later

Editions:
Available to all G Suite editions

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

Impact:All end users using Suite Sync for Microsoft Outlook, Google Sync or a third-party Android client that relies on Calendar Provider

Action:
Change management suggested/FYI

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Include a message when changing meeting details in Google Calendar

May 30, 2018
There are many reasons why you’d need to make an edit to a meeting, and we’re now making it easier to communicate those changes. Going forward, when you change or delete an existing meeting, you’ll see a dialog box where you can enter a message for other guests of the meeting.



After you send the message, other guests will see your message in the email they receive alerting them to the updated meeting details.



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

Editions:
Available to all G Suite editions

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

Impact:
All end users

Action:
Change management suggested/FYI

More Information 
Help Center: Delete an event

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Built-in protections and controls for Team Drives

May 30, 2018
This March, we announced several new features to help G Suite customers stay secure. Among those were new controls to help users safeguard highly sensitive content in Team Drives. These controls are now launching to all G Suite Business, Enterprise, Education, and Nonprofit domains.

Admin controls will start rolling out to all domains today. End user controls are launching to rapid release domains in one week and scheduled release domains in three weeks. Initially the feature is only available for Google Drive on the web (drive.google.com). See below for more details.

User settings to safeguard Team Drive files 

With this feature, users* can modify the settings for any Team Drive to specify whether the files in that Team Drive can be:

  • Shared with users who are not in their domain. 
  • Shared with users who are not members of the Team Drive. 
  • Downloaded, copied, or printed by commenters and viewers. 

*To modify these settings, users must (1) be in the same domain as the Team Drive and (2) have full access to the Team Drive. 





For more information on how to modify these settings, visit the Help Center.

Admin-controlled default settings for new Team Drives in an organization 

To protect sensitive information across their organizations, G Suite admins can prescribe default settings for Team Drives newly created in their domains or in individual organizational units. None of these protections will be turned on by default. Defaults can be set to:

  • Prevent full-access members from modifying the Team Drive’s settings. 
  • Prevent users in your organization from creating new Team Drives. 
  • Prevent people outside of their domain from accessing files in the Team Drive. 
  • Prevent non-members from accessing files in the Team Drive. 
  • Prevent commenters and viewers from downloading, copying, and printing files in the Team Drive. 


Note that unless Prevent full access members from modifying the Team Drive’s settings is checked, full access members are allowed to change a Team Drive's settings (from the defaults) after it's created. 

For more information on selecting these default settings in the Admin console, visit the Help Center.



Additional info on protective settings 


  • G Suite admins can modify the settings of any individual Team Drive in their domain. For instructions, visit the Help Center
  • If Team Drive protections are more restrictive than previously applied document-level protections, the Team Drive protections will take precedence. This means some users may lose access to documents when Team Drive settings are put in place. 
  • If a document with more restrictive protections is placed in a Team Drive with less restrictive protections, the document’s original protections will still apply to that document. Furthermore, document level restrictions will always stay in place unless specifically changed or removed from that document. 
  •  A document will only have the protections applied to the Team Drive while it is in the Team Drive. If it’s moved to a different location, none of the Team Drive protections will move with it. However, any protections in place before it was in a Team Drive will still apply. 
  • See our help center for more details on how document and Team Drive protections apply in specific scenarios


To reduce unintended data leakage, we encourage G Suite admins to begin using these settings in their domains today. Initially the controls are only available for Google Drive on the web (drive.google.com). For more information on Team Drives, visit the Help Center and Learning Center.

Launch Details 
Release track:
Admin console settings:
  • Launching to both Rapid Release and Scheduled Release starting May 30th. 

User settings:
  • Launching to Rapid Release starting June 4th 
  • Launching to Scheduled Release starting June 18th 

Editions: 
Available to G Suite Business, Enterprise, Education, and Nonprofit editions only.

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

Impact:
Admins and end users

Action: 
Admin action suggested/FYI

More Information 
Help Center: Share files with Team Drives
Learning Center: Get started with Team Drives

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Categories: Google

Check out the most recent G Suite launches

May 30, 2018
Last year, we introduced a new resource for admins: What’s new in G Suite? Don’t forget to visit the page regularly for a list of the most recent launches across G Suite.

Feedback? Let us know.
Categories: Google

Migrating all G Suite domains from classic Hangouts to Hangouts Meet

May 29, 2018
In March 2017, we announced Hangouts Meet, the next generation in enterprise video meetings. After continued positive feedback from our customers who have begun using Meet, starting May 29th, we’ll enable Hangouts Meet for all G Suite domains that are automatically upgrading on Google’s recommended schedule. This means that all newly created Google Calendar events will contain Meet video meeting details. Previously created meetings will not be impacted with this change.




You can expect these changes to take effect over the next month. If at any time you decide you want your users to schedule new meetings with classic Hangouts instead of Meet during this transition period, you can do so in the Admin console under Apps > G Suite > Google Hangouts > Meet Settings and unselecting “New meeting experience.”

Additionally, to ensure your domain has a seamless transition to Meet, we've added Meet compatibility with Firefox (starting on version 60). Unlike in classic Hangouts, Meet uses native WebRTC protocols so that it does not require any downloads or plugins when using Meet in Firefox.



To learn more about these changes, review the details of the transition plan and the differences between classic Hangouts video calls and Meet in the Help Center. You can also refer to our Meet deployment guide for materials to communicate these changes to your users.

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

Editions:
Available to all G Suite editions

Rollout pace:
Extended rollout (potentially longer than 15 days for feature visibility)

Impact:
All admins and end users

Action:
Admin action suggested/FYI

More Information
Help Center: Switch to Meet

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