- Hey there, Pete Moriarty here.
And in this quick video I'm gonna be showing you some
of the cool new features that have come out for G Suite
in October 2016.
Time for a quick recap.
(instrument music)
So here we are, Google has released a massive,
massive amount of features this month
but I wanted to show you two or three cool things
and what they mean for your business.
Now, obviously there's been a rebrand
in the last couple of months.
Google Apps is now G Suite and the Umbrella cloud
for everything, Google is now being called Google Cloud.
So hopefully there won't be any more name changes
in the next couple of years.
We've obviously got to update our branding
and everything else that comes along with it
when that happens.
But G Suite is the new name for Google Apps
and one of the big changes is they've changed
the two different editions.
Now they're calling the standard edition
of what was Google Apps for Work, Basic.
And they're calling Google Apps Unlimited,
G Suite Business.
Now, the unlimited version which is now called
the business version, that comes with Google VoLTE,
which allows you to store a copy of every single email
that comes in and out of the business.
Great for compliance reasons,
if you're in any kind of professional services firm,
absolutely fantastic for making sure
that all emails are stored and then searchable as well.
But also, it's got some other great features like similar
to the name, it was called Unlimited before,
you're able to get unlimited storage
for each one of your team members.
So that's a great feature there,
if you're starting to use up all of the 30 gigabytes
of allocated data for each user,
well that's certainly an option for you.
So, I wanna take you through some of the new actual features
that have come out for G Suite in the last month
and I'm gonna go to my screen and show you a document
of what that looks like.
So this is our Google Apps monthly summary document
and I'm gonna share this with you under the video here
so you can access to this.
There's plenty of features that it goes through.
Some are more or less relevant to small businesses
but I wanted show you a couple of my favorites
which are the top ones that I think will be most
relevant to you.
So, scrolling down here, you can see one of the first ones
is actually in Google Sheets and Google Documents.
And this has to do with comments,
and actually giving you the ability to assign ownership
of a comment to someone.
Now, you'll see here in the little gif image
that there's actions, are being put into a document here,
and you can actually now assign those actions,
you can assign the ownership of a comment to somebody.
So, it's not really a fully fledged task list,
it's not really a fully fledged project manager,
but I do know that when we use comments in documents,
which we use these quite often,
what it doesn't give you right now is this ability
to actually give an ownership over the comment,
there's a comment there waiting to be resolved
but there's no clear idea of whose job it is
to actually get it resolved.
So, I'm really excited for this one,
I'm looking forward to it being deployed to my account,
hasn't quite filtered through yet,
but I expect it'll come through in the next week or so.
Now that's the document view there.
I'm gonna scroll down so you can see what it looks like
in a spreadsheet as well.
So same kind of thing, you add a comment to a cell
in a spreadsheet and then after you add that comment
you get a little tick box there to assign it
to a particular user.
And that user will receive an email
and they'll get the email that, hey,
you've been assigned to this comment in this document.
And then any time they open it up,
then they will automatically get access to it.
There we go, pretty cool.
So next up, this is a absolutely, absolutely massive one
and that is the Search,
actually that's our Action Items, we'll skip that one,
I'll come back to Search, where's our Search?
I think it's somewhere else in the document here.
Let us find it.
I'm gonna go ahead and search this document
for the word Search.
Here we go, great.
So our Integrated Search has now been rolled out right
across G Suite.
So that means when you search for something in Gmail,
when you search for something in Drive,
anywhere else that you're running a search within Google,
well, it's gonna search the whole of your G Suite account.
Now, I don't know if you remember,
maybe some of the geeks in here remember that years
and years ago there was a product called Google Desktop
and that Google Desktop Search allowed you to search stuff
that was on your desktop
but it also let you search your Google Docs.
It wasn't even in Google Drive back then,
it was just called Google Docs, and also your emails.
But it gave you one consolidated search
which let you search for absolutely everything.
And that was really cool.
But Google killed off that Google Desktop Search
after a while.
Now, what they've done here is effectively brought back
the ability to have one place to search
and search absolutely all of your documents.
So this should be rolled out to all accounts,
if not already for your account,
it should be rolled out to all accounts
within a couple of weeks, globally.
But this is really, really exciting
because what it means is, when I'm searching for something
in my email, well, I can find just about anything
to do with that search query, so really, really big one.
Thank you Google, that's awesome and really,
really happy that we now get access to that.
Let's have a look at the one other feature
that I wanted to show you here.
Gonna jumped back into my laptop.
And this has to do with forms.
Now you can see here, there's some extra smarts
that have been added to forms,
these are pretty handy, pretty cool.
You can see it's got a little bit of AI,
a little bit of intelligence built in now,
and it can even predict some of the things
that you may be building out in your form,
some of the questions and those kind of things.
But my favorite one,
and this is just like absolutely, absolutely awesome.
I'm not sure if it's actually in this document here.
Let me see if I can find it.
But there's a new file type, there's new question type,
and that new question type is the ability
to attach files into your forms which is absolutely crazy.
So what that means is, for someone submitting a form,
they can actually upload a file.
Now, there's one caveat with that right now
and that caveat right now is that,
the form can only go to people within your business,
which kind of sucks.
You can't send this form to people outside
the business just yet.
Hopefully that will happen at some stage in the future,
but what you can do is attach files into form responses now.
You can have the type
of question called File and upload that.
Now, that one also hasn't been deployed to my count yet.
So if it's not yet in your account,
expected in there within the next couple of weeks
or absolute most by the end of the month,
in November but that is a really, really great one,
gonna be super useful,
if you're looking to have files uploaded.
So let's say for example, you've got,
I don't know, maybe workers on site out on the road
and you want them to click a button from an iPad
and upload or attach a file from somewhere there
or maybe you're taking responses internally
and you want someone to attach a photo to a form response.
Lots and lots of options there, very, very useful,
and a massive, massive feature request.
We know that we've got from customers all over.
Now there's one more thing that I wanna show you.
And the last thing that I wanna show you is voice commands.
So Google have now added more advanced voice commands
into their documents.
Now if you didn't really know this,
you can actually use Google Docs Dictation feature
to talk straight into a document and have text typed out
which is really handy.
It's a little bit like Siri on the Mac.
But what this allows you to do is easily author documents
just using your voice.
But what Google have now added is other ways
to format that document.
They allow you to create tables,
they allow you to change text formatting,
all with the commands of your voice.
So I'm gonna give a quick demo, show you how that works,
and you'll see how easy it is to format your document
just using your voice.
Now to bring up the voice menu,
you just go to the Tools menu,
and then Voice typing,
and it brings up a little microphone here.
(keyboard button tapping)
And once I've clicked the microphone,
as soon as I start speaking comma,
Google is going to automatically
dictate my speech into text.
There we go, so that's the basic voice feature,
pretty standard, pretty straightforward there.
But let's see what happens when I add
in some extra formatting, Italics.
Here is some text that I've converted into Italics.
Well, it didn't like that.
Maybe I used the wrong command there.
Bold.
Remove bold (laughs).
Oh well, we're having a good run here.
Alright, it doesn't like my text formatting.
Let's try that again.
Alright, let's give it one more try, insert table.
Hey, there we go!
At least that worked (laughs).
We had one thing that worked.
So it looks like he's got a tiny bit of work to do there.
It did work when I tested it.
Of course, everything works when you test it,
but in a live environment, who knows what happens.
Anyway, thanks very much for joining in.
If you've joined in live
or if you're listening to the replay,
thanks very much as well.
Now remember, if you wanna get access to these videos live,
as we produce them and in a live environment,
then make sure you join our G Suite user group on Facebook.
And what I'll do is, I'll put a link to that,
underneath the video.
You can get access to it there and any questions
that you have, any feedback that you have,
or anything that you'd like me to cover in a future video,
well please let me know,
and I look forward to seeing you next time.
Until then, take care.