Updates and Announcements

Improving Deduplication Flow in Google Drive

posted Sep 28, 2016, 6:47 AM by Amanda Hudeck

In Google Drive you can download a non-native Google file (e.g. MS Office, PDFs, etc) to edit locally, and then re-upload the new version. In the past, this would result in duplicate files (the original and the new one), and finding the latest version was challenging. This is why Google introduced a change in Drive to deduplicate files which were uploaded in this way.

With this new feature, files that have the same filename as an existing file, will be deduplicated, and the old file will be placed in the revision history. This is so that if any mistakes are made, the previous version can be restored. Uploaded folders are merged with folders of the same name.

To prevent the files from being deduplicated, click Keep as separate file once it’s uploaded.

The Collaboration Services Team

Tip: Did you know? You can share content with multiple people using one address.

Learn more about Google at the Google Apps Learning Center

Chrome Apps Phasing Out Win/Mac Support

posted Sep 16, 2016, 12:00 PM by Amanda Hudeck

Google launched Chrome apps three years ago to bridge a gap in web functionality (the same experience as the app launcher on Chromebooks, but for other platforms). Since then, the functionality of an increasing number of these apps is now available on the web, making the Chrome Apps unnecessary.

Google will be removing support for these apps from Chrome on Windows, Mac, and Linux over the next two years. All types of Chrome apps will remain supported and maintained on Chrome OS. Additional enhancements to the Chrome apps platform will apply only to Chrome OS devices, including kiosks. Developers can continue to build Chrome apps (or Android apps) for Chrome OS.

Starting in late 2016, newly-published Chrome apps will only be available to users on Chrome OS. Existing Chrome apps will remain accessible on all platforms, and developers can continue to update them. In the second half of 2017, the Chrome Web Store will no longer show Chrome apps on Windows, Mac, and Linux, but will continue to surface extensions and themes. In early 2018, users on these platforms will no longer be able to load Chrome apps.

The Collaboration Services Team

Tip: Did you know? You can easily view and restore deleted events.

Learn more about Google at the Google Apps Learning Center

A New Google Hangouts Chrome Extension Experience

posted Sep 16, 2016, 10:31 AM by Amanda Hudeck   [ updated Sep 30, 2016, 5:55 AM ]

Last month in Google Hangouts, Google announced that better group chat controls were now available on Android, iOS, and the web in order to make it a simpler and more consistent experience joining group chats with your team. In following this move towards consistency, on August 31, 2016, a new version of the Google Hangouts Chrome extension was made available to new users. The new experience brings together multiple chat windows into one and makes it easier to see more chat content.

Existing users of the Chrome extension are now able to opt into the new experience, which has functional parity with the current experience. Users have the option to remain on the current experience until October 17, 2016, at which point all users will be automatically updated to the new experience.

In order to make this a smooth transition, Google is updating the Google Hangouts Help Center articles with the latest changes, nested in the Hangouts Chrome desktop app section.

The Collaboration Services Team

Tip: Did you know? You can mute notifications during important meetings.

Learn more about Google at the Google Apps Learning Center

U-M Google August Updates

posted Sep 8, 2016, 11:21 AM by Amanda Hudeck   [ updated Sep 8, 2016, 11:22 AM ]

The monthly U-M Google Digest informs users about what is happening with Google releases for both Core Apps (Google applications that fall under the Google Apps for Education agreement and do NOT require separate terms of service or privacy policy), as well as the Non-Core Apps (those that are not part of the Google Apps for Education agreement). We will continue to communicate important information on Core Apps throughout the month as well. For a list of Core and Non-Core Apps, see the U-M Google List of Services page.

Core Apps:

  • See a snapshot of information about a file in Google Docs, Sheets, and Slides: view the details of any file or folder stored in Google Drive, including the file or folder owner’s name, the last time it was opened or modified, its location, and more. To view, simply select Document details from the File menu.

  • Google Inbox Now Enabled. Aw, Snap! Despite our plans to test Inbox before turning it on for the U-M Google, Google had other plans and enabled it for us. While it was turned on prematurely, we have been testing it and you have been using it with minimal problems.. You can read some of the highlights and differences between Inbox and Mail in our previous communication (Aug 12).

  • New Improvements to downloading files and folders in Google Drive on the web. To backup, share, and collaborate, many users download files locally. For example, you may have to download an entire Drive folder with large files or many small files in it. Before, if this folder was more than 2GB in size, you would have run into download limits.
    The new updates include:

    • Compressing and downloading Drive items into multiple 2GB zip files. Files have an improved name structure, for example: drive-download-20160516T125832Z.zip for the first file and drive-download-20160516T125832Z-2.zip for subsequent archives.

    • Better Google Forms handling.

    • Empty folders are now included in the zip.

  • There are now quizzes in Google Forms that allow you to grade multiple choice and checkbox questions automatically.

Previously Communicated

Non-Core Apps:

  • New Changes to Google+. Google+ is starting the process of migrating all current Google+ users to a new version of Google+.

  • Charts and tables are improved in the Google Docs, Sheets, and Slides Android Apps. You can create tables and improve the look of charts on mobile phones and tablets. For example, when you copy a section of cells in Sheets and paste it into Docs or Slides, that section will render as a fully-formatted table. Note: This only works for selections of fewer than 400 cells. You will need to update all three apps - Docs, Sheets, and Slides, in order for the updates to work.

Note: Keep in mind that even when non-core apps are found in a core app (like Google Drive), they are not covered by the Google Apps for Education agreement.

The Collaboration Services Team

Tip: Did you know? You can prevent collaborators from downloading, printing, and copying any file you store in Google Drive, including Google Docs, Sheets, and Slides. Note: this is for web only.

Learn more about Google at the Google Apps Learning Center

Special Notice for Developers - Enhanced Protection For Google Sheets

posted Aug 30, 2016, 12:04 PM by Amanda Hudeck

Hello Developers,

U-M and Google are both aware of the importance of keeping information safe in the cloud. As part of an ongoing effort, Google will begin requiring explicit authorization when third-party sites request access to content in Google Sheets via the Google Visualization API or Google Query Language.

For most, this change will be transparent. Developers, however, may need to make changes in order to continue feeding spreadsheet data. More information on the technical changes required can be found in the Google Charts API Documentation. These requirements will be implemented on September 14, 2016.

The Collaboration Services Team

Tip: Did you know? You can be notified when someone makes a change to a spreadsheet.

Learn more about Google at the Google Apps Learning Center

Add Images to Google Forms

posted Aug 29, 2016, 12:11 PM by Amanda Hudeck

Google Forms makes it easy to create, distribute, and analyze surveys. To make forms even more effective you can now insert images into survey questions or add images as multiple choice or checkbox options in Forms on the web. To add an image to your question look for the image icon. Click on the image icon and click Choose an image to upload to select your image.

For example, a graphic designer might ask a business owner to to pick one of three different logos, pictures of which would be offered as multiple choice answers:

Using images in your survey’s makes them more interesting and engaging for the person answering the questions. This feature is a great enhancement for Google Forms.

The Collaboration Services Team

Tip: Did you know? You can save time and make your documents consistent with templates.

Learn more about Google at the Google Apps Learning Center

Choose a Folder When You Copy a File in Drive

posted Aug 29, 2016, 12:02 PM by Amanda Hudeck

Previously, when you made a copy of an open Google Doc, Sheet, or Slide file, that copy would be automatically added to your root My Drive folder—instead of the original file’s folder. Now, when you make a copy on the web, you’ll be able to choose which destination folder the file is placed in. This should reduce confusion and make it easier to organize your Docs, Sheets, and Slides files.

Please note: This feature is only available when making copies from within individual Google Docs, Sheets, and Slides. When you create a copy of a document from the Google Drive folder view, it will automatically save the copied file in the currently open folder.

The Collaboration Services Team

Tip: Did you know? You can access stored files without the internet.

Learn more about Google at the Google Apps Learning Center

ACTION NEEDED: Hangouts On Air is Transitioning to YouTube Live

posted Aug 29, 2016, 11:56 AM by Amanda Hudeck   [ updated Aug 29, 2016, 12:04 PM ]

As we’ve mentioned before, Hangouts On Air (HoA) is transitioning to YouTube Live starting September 12. Events can no longer be scheduled on Google+ after September 12. If you have existing events scheduled to happen after the transition date, you will need to move them to YouTube Live.

To help with the transition, Google has provided an FAQ page as well as information in the Google + Transition Guide about:

  • Differences between events scheduled in Google+ and YouTube Live.

  • How to enable YouTube Live broadcasts for your domain.

The Collaboration Services Team

Tip: Did you know? You can easily find your posts and comments in Google +.

Learn more about Google at the Google Apps Learning Center

Making Email Safer With New Security Warnings in Gmail

posted Aug 26, 2016, 11:38 AM by Amanda Hudeck

We all know that phishing and unauthenticated emails are a big problem today. Google has been working diligently to make it easier to catch malicious emails before they can do damage. Now, when you’re on the web or Android, if you get a message that can’t be authenticated via Sender Policy Framework (SPF) or DomainKeys Identified Mail (DKIM), you’ll see a question mark instead of the sender’s profile picture, business logo, or avatar.

On the web, messages with a link to a dangerous site known for phishing, malware, and unwanted software will show warnings when you click on the link. The warnings are an extension of Safe Browsing protection, which is available to various web browsers. The full-page warning looks like this:

Please note: Not all affected email will be dangerous. We encourage you to be extra careful about replying to, or clicking on, links in messages that you’re not sure about. These updates will help you to make these kinds of decisions.

The Collaboration Services Team

Tip: Did you know? You can add a personalized background theme to your Gmail.

Learn more about Google at the Google Apps Learning Center

New! Remove Members From Google Hangouts Group Chat

posted Aug 26, 2016, 10:11 AM by Amanda Hudeck

Group chats in Google Hangouts  are a great way to manage projects, plan events, and participate in other chat and collaboration tasks. Until now, if a person left your team or the university, they could only be removed from the group chat by voluntarily leaving. Now, anyone who is directly invited to a chat will be able to remove others from the group chat, withdrawing that person’s access to the chat history and notifying the current participants. In order to rejoin the chat the former member has to be invited back by somebody already in the group chat.

  1. Click the person icon in the menu bar of the group chat window.

  2. Click the X next to the people to remove.

The Collaboration Services Team

Tip: Did you know? You can let people know what you’re up to with a custom status in Google Hangouts.

Learn more about Google at the Google Apps Learning Center

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