- G'day there, Pete Moriarty here
with another video for you on all the latest updates
to G Suite that are important for business owners.
These are our highlights on the most important updates
from the last month.
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♪ And her hope is not enough ♪
- First up, we've got new sharing options
coming to Google Docs
and this is one of my favorites
because it's been something that's been
a little bit curious for me for a long time.
Now, Google are allowing you to enter a beta program
where they are letting business owners
share documents with a PIN code for access.
Now, what that means is when you go to share a document
with someone outside your organization,
if they don't yet have a Google account,
what you had previously had to do was share a link,
and that link could be kind of forwarded
on to anyone else.
It wasn't really all that secure.
Now, anyone you share,
that document is gonna be effectively linked
to that email address that you've shared to,
so they'll open their email.
They'll have to enter a PIN code
to actually access the document,
which will be sent to their email,
so it stops anyone forwarding it along
unless they're gonna also go ahead
and literally manually share the PIN code, too.
Now, what I like about this is it gives you
yet another way of sharing documents
outside your organization
without having to get someone to mess around
with signing up for an account
or asking them for their Gmail account
just to access your documents.
Now, you can always share something via a link,
but you've gotta be careful
that anyone can effectively forward that share link email
or post that link anywhere on the web.
They could even tweet it if they wanted to
and potentially share access to your document.
Next up, Google are bringing their AI smarts
into Hangouts Chat.
Now, you would have already noticed
the quick reply feature inside of Gmail.
First, that came to the mobile app.
Now, it's also come to that the desktop
or the web browser app
and you're also seeing other cool things in Gmail,
like automatic compose and all those groovy features coming.
Now, Google has started to add all of their machine learning
around text and around quick replies into Hangouts Chat.
So, you'll immediately notice, when you're sending chats,
you've got these few little buttons down the bottom
and those buttons are letting you
access different quick replies
to send straight back to your contacts.
Now, don't worry about them being inhuman or robotic.
They're very, very smart
and they also add emojis in there as well,
which is a nice little personalized touch.
If you didn't already know,
Google have now said that one in five emails
are actually being sent by their AI suggested smart replies,
so expect to see more of these
kind of productivity features being added
right across the board in G Suite.
Now, thirdly, this one isn't a massive feature,
but it's one of those little nice-to-haves
if you're used to digging around in the admin panel.
Google are now allowing us to work with Groups
when we assign different applications
and switch them on and off inside the admin panel.
Now, in the past, what you had to do
was actually set up an organizational unit
and if you wanted to, for example,
enable or disable Gmail or Calendar or Drive
or Google Sites for a certain group of staff,
you'd have to configure the organizational units,
plot people in there, and then, adjust things,
basically from there, which was a second step
if you were already using the group service.
Now, once you've got your staff set up in Groups,
which we highly recommend because if you're using Groups
you can use them for Calendar,
you can use them for sharing in Drive,
in Team Drives, right across Google Sites.
You can use them in Hangouts chat, as well.
Groups are great.
Now, once you've got all your Groups set up,
the new feature inside of the admin panel,
allowing you to switch on and off services,
can also be applied to Groups.
And what that means is no having to double up
with setting up organizational units.
If you're a small business and by small business,
I mean someone who's got less than 30, 40, or 50 employees,
well, this is a simple way of managing
who gets access to what services.
And if you haven't already thought about,
well, why would I wanna restrict services
to some of my staff, this is a great way of,
for example, restricting contractors
from accessing sensitive information
by using something like Google Sites.
Or if you just have users
who you just wanna have an email mailbox
and no access to any other services across the business,
well, then you can switch services off one by one.
That's a wrap for this month
and in the description below,
we actually have a link to all of the updates,
including the ones that we didn't cover,
that have been released in the last month.
Now, not every single update in the last few weeks
will actually be included in this video
because we record these a little bit after
all of the updates are released.
So if you'd like access to everything,
and I mean as they are actually released by Google,
well, you can jump on to our community,
which is called Cloud Concierge.
Now, not only do you get access
to fortnightly training webinars,
unlimited access to all of our support team,
you also get access to what the latest updates are
from Google sometimes before they're even released
to public channels.
And so, we're gonna be sharing with you
what are our R and D and all of the things
that we're working on in the background
with the Google world.
And we share them exclusively with our members
before we take these to the public channels.
If you're interested, head along to itgenius.com
or you can contact us by one of the links below.
Until next time, catch you later.
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