Chatting has historically been the wild west of the Google Apps ecosystem. Users were free to communicate using the outdated Google Talk or the newer, more robust, Google Hangouts. Now that is all changing, thanks to the addition of compliance controls for Google Hangouts.
Admins have the ability to ensure all users in a domain have Hangouts enabled, simplifying their users’ chat communication. In addition to this, Hangouts can be forced ‘on the record’ or ‘off the record’ across the whole domain, providing an additional layer of control.
System security is a top priority for any IT Admin. Ordinarily, the last frontier for end user security is the strength of their password. By implementing 2-step verification you can ensure their account is inaccessible to outsiders even if their password is somehow compromised.
2-Step verification utilizes the user’s mobile device to provide a one time use code to access to their account. In addition to being easy to implement, 2-step verification makes it nearly impossible for an intruder to access an account without physically possessing the mobile device.
Events rarely have unlimited space, so limiting the number of people who sign-up is essential. If you are using Google Forms as a way to collect sign-ups for an event with limited capacity there is no way to limit the number of attendees using Google’s out-of-the-box tools. Luckily, the Form Limiter Add-on allows you to set a limit to how many people can respond to a Form so you don’t have to worry about turning anyone away.
Simply set the number of attendees you can accept and Form Limiter will disable the form when the desired number of respondents has been met. There is no need to worry about telling people that sign-ups have closed. Try it out now and automate your event sign-up capacity.
Everyone organizes their Google Drive differently. Shockingly, many Google Apps users don’t organize them at all. I have found that, by using a few best practices, there is a system for making Google Drive much more organized and easier to navigate.
Proper folder structure, naming conventions, color coding, and keeping track of what is shared with you can go a long way when used properly. These 4 tips show the best way to organize your Google Drive for faster navigation so you never lose track of a document again.
1. Folder Structure Comes First
The best starting point is creating a clean universal folder structure. An easy way to do this is to create a folder for each category of document and then make subfolders for each aspect of that category. An ‘uncategorized’ folder can house all the documents that don’t fit into any of the other folders yet. Scan through the ‘uncategorized’ folder regularly and sort its contents into the appropriate labeled folders if possible.
Within each subfolder, it is a good practice to create folders that are dated by week to keep track of the dates each document is created, that way no folder becomes too full and difficult to sort through.
To create a folder click the red NEW button and then select the option for folder.
2. Add Some Color
Google Drive has an awesome feature that allows you to color code your folders, this can be done in such a way that makes sifting through your drive much faster.
I made each folder in my drive a different color and then each subfolder a different shade of that same color. The dated weekly folders within each subfolder are the same shade as the subfolder it is contained within. This way, if I am looking at a folder titled “April 6-12” I can instantly tell what types of documents are contained in it simply by glancing at its hue.
To change the color of a folder click the arrow to the right of the folder name on the top bar then select the change color option.
3. Standardize Your Naming Conventions
Date created is a mysteriously absent field in Google Drive, instead you can only view when a document was last updated. Finding a document by it’s creation date is sometimes useful and more intuitive, which should be considered when designing your naming convention.
We think it is best to name every document in the following way “[DateCreated] DocumentName” and then let the folder structure and color coding do the rest. For example a student loan payment receipt created on the 19th of April would be titled “[4.19] Student Loan Payment Receipt” this will be easy to find whether you are searching for the date or the title of the document.
To rename a document, highlight the documents name in Drive and then click the three vertical dots on the right side of the top bar. Then select rename.
4. Shared with you, organized by you
When a document is shared with you, it can be hard to locate because it is not automatically added to your My Drive folder. Make sure to add the file to the appropriate folder in your My Drive. If it does not adhere to your naming conventions, create a folder that fits the naming convention and add the shared file to that folder.
To add a document that is shared with you to your My Drive, highlight the document in the Shared with Me folder and then click the three vertical dots on the right side of the top bar and select Add to My Drive from the dropdown menu.
It is no secret that the number of groups in a domain can get out of control. Deciphering which groups contain which members is even more difficult. While the Admin Console only allows you to click into each group individually to view membership, it is possible to run a report and view all of this information in bulk with a third-party tool.
Auditing all the groups in your domain, as well as their members, has never been easier now that it can all be tracked in a single spreadsheet. This tool can save admins hours of tedious work when it comes to deciding which groups in their domain are truly necessary.
If you’re like me, you prefer everything related to your Gmail account to be accessible in one place. The value of having an integrated suite is that it saves you from searching from app to app to find what you are looking for. Thanks to a recent update, your Google+ and Drive photos can now be found in the same place as well.
The newly released Google Photos folder in Google Drive pulls in all your Google+ photos immediately after they are posted. Scroll through every photo you have ever uploaded to Google+ and get a clear history of what you have posted using this convenient backup folder.
Do you ever click a link to an email address and get frustrated when Outlook or Apple Mail pops up, rather than Gmail? Google Chrome makes it stunningly easy to make your Gmail account the default when clicking linked email addresses. Switching is easy and you don’t even have to go into your Chrome settings.
Built right into the URL bar, adding Gmail as your default mail client is a simple setting that can greatly improve your web browsing experience. No need for extensions or editing your protocol settings, you can make the switch in just three clicks!
Originally intended as a way to easily find websites, Google’s engineers have quietly slipped secret functionalities into Google Search to do even more for its 1.17 billion users. These hidden tricks, when used properly, can transform Google Search into a one-stop-shop of instantly accessible services.
Recently we shared with you 12 of our favorite hidden search tricks and after a bit more digging we found out that we had barely scratched the surface. From booking flights to comparing nutritional information, there is very little that you can’t accomplish using Search. Check out 14 more amazing things you can accomplish with the search bar.
1. Schedule the perfect power nap
According to sleep studies, the perfect power nap is 20 minutes long. By searching timer, you can pull up Google’s timer, set it to how long you want to doze off, and relax until the beeps wake you up. Make sure your computer’s volume is turned up!
2. Google search for jetsetters
Google Flights is now baked right into their search engine. Unlike other flight booking services, Google does not charge a fee when you book a flight because it connects you directly to the airline. Searching flights to ______ will bring up all the available flight times as well as links to the airlines for easy booking.
3. What time can I watch gCON* in Australia?
With a global workforce, scheduling can get tricky. You don’t want to accidentally schedule a Hangout for midnight on a Friday for your team on the other side of the globe. A search for time in followed by a location will pull up the current time in that timezone.
*gCON is the largest online Google Apps conference and it’s completely free. Register here!
4. TI-83s just met their match
Ditch the graphing calculator and save yourself some time on back to school shopping. Google can now graph any function entered into its search bar as long as you enter graph before the trigonometric function.
5. Could you pick up 3.78 liters of milk?
This trick is great for cooking but can also be used for anyone who frequently finds themselves juggling the metric and the imperial system. Typing conversion calculator into Google brings up their conversion calculator which can convert any unit of measurement whether it is temperature or area or anything in between.
6. Karaoke Night with Google
By integrating the music catalogue from the Google Play store, Google is able to pull in the lyrics from your favorite songs. Just search the song name followed by the word lyrics.
7. Decipher large numbers
Trillion? Quatrillion? Quintillion? Counting zeros to decipher large numbers can be a headache. Eliminate any confusion by searching the number followed by =english.
8. Search for a healthier option
Whether you’re a chef or deciding between instant ramen and hot pockets, you should be using Google’s comparison option to choose your cooking ingredients. Simply type vs between the two food items and Google will display a side by side comparison of the nutritional info.
9. Follow your favorite sports team to the last point
Google doesn’t just compare foods. Using the same type of comparison search, you can get live scores for any sporting match by putting vs between the names of the two teams.
10. Make it home for the holidays
With so many holidays, it can be hard to keep track. Search the name of any holiday in Google to make sure you don’t miss it.
11. The perfect reading list
Have you ever finished a good book only to find yourself wondering what you should read next? Search books by followed by the author’s name to find more books by the same author.
12. Catch your favorite shows
Tuning in on time can be crucial when you are already waiting a week between each episode. A search for your favorite tv show followed by the word episodes will display the air time of all the upcoming episodes for the show.
13. Reverse Image Search
If you are only entering text in Google’s search bar then you are only using half of Google’s search functionality. Using reverse image search, you can import an image into Google’s search bar to find similar images on the web.
14. What are you hungry for?
Finding somewhere nearby to eat has never been easier. Fulfill that craving by entering the food item you desire followed by your area code to pull up local eateries in your area that are serving what you want.
Bonus: Search has gone askew
Type tilt into the search bar to cause the google results page to display on a slant.
College students managing spending habits and corporations tracking their marketing expenses. They all need to make budgets. Creating an in-depth and illustrative budget may not seem possible using Google Sheets but this video shows it is easier than you think!
Use the full feature set of Sheets to ensure that your team can comment on your budget without editing any of the data. Adding heat map functionality allows viewers to see what is important in the budget at a quick glance. Budgets in Google Sheets can be so much more than just a simple table.
Romance can be challenging and until recently, I thought there was nothing romantic about Google searches. Boy, was I wrong!
Google has hidden search features can be used to execute the perfect date. Whether you are dining in with a home-cooked meal or planning a sunset picnic, you can handle every last detail using these seven Google search tools.
1. Set a timer so you aren’t late.
Google has a built-in timer that can be accessed by entering timer in the search bar. This digital stopwatch is perfect for keeping pace while picking out the perfect outfit.
2. Movie night near you.
For generations the movie theater has been a staple of date night. Search movie times to bring up a list of movies playing in your area and click on the movie’s cover art to bring up the scheduled times and theaters for the movie you want to see.
3. Dinner a la Google.
If you plan on cooking and need a bit of inspiration, you can filter search results to only display recipes by typing recipes: before your search term.
4. Know where you are going.
Cooking in can be messy. Find out the quickest route to your date destination using Google Maps. When you enter directions to ______ in the search bar, Google will display a map to your destination with directions by car, public transportation, walking, or bicycle.
5. A tip for tipping!
You probably already know that Google’s search bar can also be used as a calculator, but did you know searching tip calculator will bring up a calculator designed just for calculating gratuity? No back of the napkin calculations necessary on this one. It even has the option to split the tip amongst multiple people.
6. “If a thing loves, it is infinite.” – William Blake
Sweep your date off their feet with a tasteful and properly cited romantic quote. Google has loads of them. In fact, you can access Google’s romantic quote generator by searching love quotes and then clicking try again until you find one you like.
7. A picturesque ending.
Technology can never replace the beauty that nature provides. That doesn’t mean the two can’t work together. To find out exactly when to watch the sunset wherever you are, search sunset followed by your zip code.