7 Changes To The Admin Console You Should Know About

Google just announced an update to the Admin Console that will roll out to Google Apps domains over the next week or two. Most of these changes are surface level design changes, but a few of them are new functionalities which allow for more efficient management.

This guide will walk you through what you need to know about these changes, both design tweaks and functionality additions.

Things that look different

1.) Individual User View

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When viewing an individual user, their information now displays in this card form. You can view all the same info as before, just a new horizontal look.

2.) Add new users menu

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The menu for adding a new user to your domain has the same options but now has floating colorful icons.

3.) Create a new user

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The ‘create a new user page’ looks a bit more flat, and in line with their material design style of new products, but still contains the same information as before.

4.) Checkbox next to users names are hidden

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You may notice the check marks next to the users’ names on the ‘Users page’ is missing. Simply click on the user’s photo to make the check mark appear to allow you to select multiple users at once.

5.) Filters moved to the left.

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When you click on the filter icon in the Admin Console, the filtering menu will now display on the left rather than the right side.

Not all of the changes to the Admin Console are purely aesthetic. Google managed to sneak in a couple of updates that really improve functionality.

Things that work different

6.) Manage users directly from the Users page

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In the old Admin Console, one would need to click into the user’s profile in order to perform tasks such as suspend, rename or reset user passwords. . This update will save you some time, allowing you to do these tasks right from the ‘main user page’.

7.) New navigation menu

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With the new drop down navigation, you can easily traverse from one page to another without having to first go back to the Admin Console homepage.

These changes can drastically cut down the time it will take to execute certain tasks in the Admin Console. The design and functionality changes contained in this Admin Console update seem to be a sign of more to come from the Google Apps for Work team.

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5 Tips for Braving the Storm and Working From Home

The winter season is in full swing and storms are shutting down offices around the world. Keeping up with work can be difficult when you are worried about having enough canned food and secured windows.

Luckily there are many ways Google Apps can bridge the gap between home and office and help you stay productive from the comfort of your own down comforter.

1. Never miss a meeting with Google Hangouts


Being holed up at home doesn’t mean you need to go cancelling all your meetings. Face to face has never been easier with the aid of Google Hangouts. Face to face video meetings will keep you feeling warm yet connected.
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2. Stay connected to your files with offline Drive


If the storm is strong enough, being stuck inside may be the least of your problems. Given the collaborative nature of Google Drive, losing internet connection can mean losing access to all of your work files. Never fear, Google allows for offline editing. With this walkthrough you can master the art of using Drive while off the grid.

3. Schedule emails to send ahead of time

Preparedness is key in making it through a storm. If you have emails that are time sensitive and you are worried you will lose connectivity, use a third party app such as Boomerang to schedule emails ahead of time.

4. Set up an Out of Office message so you don’t miss important emails


If you fear you will lose internet connectivity or use the storm as an excuse to finally take that tropical vacation you have been saving for, then you want to make sure that you don’t miss any important emails. Set up an out of office reply on your gmail to notify those who contact you that you will get back to them when things clear up.

5. Keep track of everyone’s location with collaborative maps


A closed down office can leave the workforce scattered throughout the city at their homes or shared workspaces. Locations can be important to keep track of and Google Maps has you covered.

Staying productive can be extremely difficult in extreme weather. Staying safe should be your first priority but use these tips to better tackle the rest of your priorities.

What are your best tips for working from home? Leave them in the comments below.

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How to host an image from Google Drive

The ability to host an image directly from Google Drive has been discontinued by Google. Luckily, we found an easy workaround, so you can link directly to the image without linking to your Drive.

This video will take you through the steps of hosting an image stored on Google Drive so that image can be used on websites, in email signatures, and much more.

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6 things you should know how to do in the new Google Sheets

Google released their new version of Sheets in mid 2014. We hope that in that time we have helped all of our readers become experts on them. For those of you that feel you could still better hone your Google Sheets skills, we have compiled what we feel are 6 essential posts on the new format. Enjoy!

1. Create a Hyperlink in Google Sheets

If you’re familiar with (or are still using) the old version of Google Spreadsheets, you know that creating a hyperlink in Google Sheets has never been easy. With the New Google Sheets, you can hyperlink your cells in three easy ways.

2. Spell Check in Google Sheets

A typo can be very embarrassing and unprofessional in an important spreadsheet. In this video you will learn how to Spell Check with the old Google Spreadsheets, the new Google Sheets and the differences between the two.

3. ImportHTML and Filter Views in Google Sheets

The ImportHTML function allows you pull in live data from websites into a Sheet so you always have an updated set of data. If the function is pulling in more data than you need, you can always use Filter Views to streamline the process.

4. Pull Stock Market Data into Google Sheets

With the Google Finance function, you can use Google Sheets to easily keep up with several different financial metrics. This video will show you how to pull real time and historical data directly into a Google Sheet.

5. Adding trendlines to charts in Google Sheets

Trendlines are really easy to add to a chart and there are plenty of customization options available. You can apply a linear or exponential trendline, change the color and adjust the thickness and opacity.

As a bonus update, Google has also added the ability to copy / paste charts inside of Google Sheets. You can copy / paste from one sheet or spreadsheet to another, but the data will only be updated if it is in the same spreadsheet. Otherwise your chart will only reflect the data as it was originally copied.

6. Quick Sum in Google Spreadsheets

If you’ve spent any time in Google Spreadsheets, you know formulas are your best bet for calculating data. If you want to get quick insight on your Spreadsheet without using formulas then you should definitely check out Quick Sum.

This video outlines some valuable use cases for Quick Sum, specifically Form responses. There’s also some slightly hidden features available with Quick Sum that you might not be aware of!

Google Sheets provide the backbone for analytics at any business running on Google Apps. Learning these skills and feeling comfortable navigating and manipulating sheets can drastically improve the overall efficiency of your business and your workday.

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10 Tips for Google Apps Change Management

“But I like using Outlook!”, “But I don’t want to switch my email!”, “But I already know how to use my own tools, why do I need to learn new tools?!”

If your company is about to transition to Google Apps, there will undoubtedly be some strong resistance. It’s a matter of human nature – people don’t tend to embrace change. We like things the way they are. This is why your company needs a strategic plan for dealing with change management when you begin to implement Google Apps.

To get started, here are ten quick tips that will help your company ease into Google Apps and face change management challenges head on. Good luck!

1. Ensure you have executive buy in

Have a member of the executive team officially kick off the move to Google Apps by sending an email about the change. This helps the entire organization get on board for the move and take it seriously.

2. Create a simple and effective “elevator” pitch

In  the pitch mention some of the organizations most used features on their current service and highlight the equivalent Google Apps feature.

3. Offer transparency to all parties

To ease any anxiety about moving to Google Apps, commit to meeting with each department as a group personally both before and after the implementation. It helps tremendously to mitigate any resentment, fear, and anxiety.

4. Have a clear cut off date

When it comes to your old system and making the move to Google Apps, make sure you have a clear cut off date. Running two systems at the same time will only cause confusion and breed more resistance.

5. Make it a comfortable transition

Strike the right balance between minimizing the time where different users are on different systems but also making sure everyone feels supported through the implementation.

6. Develop a core group of “Google Guides” to help with the implementation.

These are specially selected people – many times volunteers – who will serve as your ambassadors, advocates and front line support to all things Google Apps.

7. Assist in user training

Create a video training series that dives into each and every aspect of Google Apps. Record these on Google Hangouts and then publish them for later training sessions.

Note: Subscribing your users to the Gooru newsletter will also expose them to useful how-to videos on Google Apps.

8. Whittle it down!

In a training session, go around the room and ask everyone about the top three things they want to know. List them all on the board and ensure that you tackle those items. This gets everyone eager and ready to tackle Google Apps.

9. Ensure your users are continually learning

Create a monthly tips and tricks email that you can send out to all your users. Pick tips that are very practical and will apply to a large group so that they can appreciate these tidbits of helpful information.

10. Celebrate your success along the way

Whether it’s by recognizing contributions of your project team through email or a company intranet, rewarding users who have embraced Google Apps through a contest, or just continuing to reinforce the Google Apps vision.

When it comes to Google Apps implementations and change management, there are lots of resources available. One resource in particular is Backupify’s eBook “Growing Google Apps: How to Increase Google Adoption in your Organization”.

Best of luck rolling out Google Apps!

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Pull Stock Market Data into Google Sheets

Researching specific stocks and pulling accurate up to date information can be tedious. Google Sheets cuts out a lot of the busy work and allows you to get the data you need in one convenient location.

With the Google Finance function, you can use Google Sheets to easily keep up with several different financial metrics. This video will show you how to pull real time and historical data directly into a Google Sheet.

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3 Steps You Must Take When an Employee Goes Rogue

We all hope for peace and tranquility in both home life and work life, but unfortunately that is not always the case. And when a professional relationship comes to a turbulent end, we should not be caught off guard. Here are some steps you can take to minimize damage by a recently terminated employee who still has access to their Google Apps Account.

1.) Make sure all of your domain’s Google Drive Documents are secured

To ensure the former employee is not sharing any documents externally, you can transfer ownership of all of their documents to yourself using the Admin Console

First navigate to the Admin Console, then click Apps. Then select Google Apps and click into Drive and select the option “Transfer Documents”.

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2.) Monitor Google+ Posts

A Google+ post, especially a public one, by a disgruntled employee can be easier to miss than an email. But given the public nature of Google’s social network it can be even more detrimental as it can tarnish the outward facing image of your company.

Google does not have any tools that control Google+ posts on a domain level but there are some third party applications who have stepped up to fill the void. Using the security application FlashPanel, you can monitor all public Google+ posts made by users on your domain and even set alerts to notify you of posts containing specific language.

3.) Avoid an inappropriate all company email

A common exit strategy for a disgruntled employee is the “All Company Email”. These emails are particularly difficult to deal with since Google does not provide a way to remove an email from your users’ inboxes. The best practice would be to take preventative measures.

If you have an email group that contains everyone on your domain, it would be a good idea to add moderation settings to it. This would allow you, or whomever you select to be a group owner, to receive and vet all emails sent to the group before they go through to the entire domain.

This will ensure that all emails sent to everyone@ will need to be approved before seeing the light of day.

Hopefully these steps will never be necessary for your domain. But even if you never experience a horror story employee exit they are still good Google Apps skills to have tucked away in a worst case scenario situation.

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Adding Teachers in Google Classroom

If you’re school is using Google Classroom, hopefully you remembered to sign up as a teacher, rather than as a student. If you did happen to sign up as a student by mistake, don’t worry!

While it’s not immediately obvious how to switch a student to a teacher, Google Apps Admins can make the change in the Admin Console. This can save you from a ton of headaches as an Admin, or as an educator.

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Create Collaborative Google Maps

Sharing and collaboration goes beyond documents and spreadsheets for a multi-office company. Google allows you to share customized maps with other Google Apps users so you can better collaborate on locational planning.

This feature can be used for mapping out your businesses retail locations or sharing your favorite lunch spots with your team. Learn to make your own collaborative maps with this video.

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All Day Event Notifications in Google Calendar

An All Day event in Google Calendar can be a great way to block off days when you’re out of the office or an important event is happening with a flexible timeframe. Unfortunately, Google hasn’t allowed you to customize when you receive these event notifications…until now!

Previously, Google set the All Day event notification time for 5PM the previous day with no option for customizability. Now you can set the notifications for later in the day, the morning of the event or whenever you’d like!

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