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5th of 5: More Ways to Collaborate in Google Apps

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Hangouts Icon
Google Apps is designed for secure sharing and collaborations.  Many users, however, still rely on the back-and-forth of email to get their work done.  Here is the 5th of 5 other ways to collaborate in Google Apps.

Use Google Drive with Google Hangouts

Google Hangouts is more than a basic, HD quality, audio and video conferencing system. Hangouts let you conduct one-to-one and group video and chat sessions from your desk, laptop, tablet, or smart phone.

Some project managers  have team members join a Hangout, mute themselves to work independently, and unmute when they need to integrate with team members.

Install the Google Drive script for Google Hangouts and team members can review, edit, and discuss documents during the video meeting.

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Enable your team to do more with Google Apps and get more done.  They will thank you!  Contact us to learn about self-paced, live, and custom training options.

Avoiding Real Drive Security Threats

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Are Your Users Letting Data Thieves in Through the Front Door?

When most organizations think about protecting files in Google Drive, they focus on Google’s security certifications, whether or not to allow external sharing, and setting up groups to make assigning permissions easier. Too often, they fail to consider the bigger risks to data: users and apps.

Users typically have the ability to share Drive content within your domain and externally. A simple user error (and the occasional intentional act) can expose sensitive data, creating headaches and potential liabilities.

Apps, whether browser extensions or on smart phones, can be installed by your users without your knowledge. These apps often request broad access to data ranging from contact lists to Drive content and can expose data before you know the apps even exist. Human nature tells us that if person wants an app, they “Allow” and “Accept” without necessary reading or understanding the permissions being granted.

Critical to securing data in Drive, organizations should monitor and manage both user permissions based on policies and content and third-party apps with access to data. An understanding of the access granted each App and whether others have deemed the App trustworthy, gives you the power to allow Apps that help your team work efficiently while blocking Apps that pose too much risk.

The First Step to closing user sharing and Apps permission risks is to audit and assess your environment. Audit user assigned permissions and third-party Apps with access and review the results for potential data security issues.

With an understanding of the scope of your risk, you can best decide if you should further investment in your Google Apps ecosystem.

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In partnership with CloudLock, we are offering great discounts on our Google Apps Risk Assessment service. Normally a $1,000 per audit service, we will examine collaboration and permission settings as well as the 3rd party Apps that already have access to your domain for $300 or less.

Contact us for more information or to request a formal quote.

Enterprise Grade Managed File Services

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Go Beyond Sharing and Permissions

When many look at the collaboration and sharing within Google Drive, they see history repeating itself as they remember the early days of peer-to-peer networking.

After all, how do you create a folder in Drive and have it appear the same for each user?

You need to create the folder, share it, and ask everyone to drag it under “My Drive”. Even then, users can create and share folders with identical names, creating confusion as to which is the central folder.

Until we adapt to new ways or thinking about information location, ownership, and sharing, most businesses want a centralized, managed file service.  The ability to ensure all authorized users have access to a folder in the same way, with appropriate permissions is key.

Until now, this has been nearly impossible to accomplish.

Partnering with Altirnao, we are launching AODocs, an  enterprise grade system for creating a managed file service over, and using, Google Drive. AODocs lets you create and assign folders across your user base (just like your old-school file servers), add and search custom meta data, and, optionally, create work flows.

AODocs leverages the Drive infrastructure and the Google Drive sync client, helping keep the system affordable for smaller organizations.

If we have peaked your interest, contact us and we can schedule a demonstration, or catch this month’s 3T@3 Webcast (on July 22nd, the 4th Tuesday this month).

4th of 5: More Ways to Collaborate in Google Apps

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docs
Google Apps is designed for secure sharing and collaborations.  Many users, however, still rely on the back-and-forth of email to get their work done.  Here is the 4th of 5 other ways to collaborate in Google Apps.

Comments and Real-Time Chats in Google Docs

You already know that, with permission, colleagues can view and edit shared documents together in real-time.  They can also engage in real-time chat from directly within the document windows.  Instead of calling a meeting, or setting up a conference call or hangout, team members can ask questions, suggest edits, and provide feedback immediately while working on the document.

If team members are working on the document at different times, they can highlight text and add a comment.  Visible in the margin, fellow collaborators are notified by email of the comments and receive a link that opens the document at the comment.  Comments can be directed to specific team members and team members can respond to directed requests by replying to the email.

Once a comment thread is finished, or the issue resolved, mark the comment as “resolved”. While the comment disappears from view, comments remain part of the document history and can be recalled should questions arise down the road.

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Helping users get the most out of Google Apps is one of the reasons we offer a range of training and professional development services.  Contact us if you want to learn more.

 

3rd of 5: More Ways to Collaborate in Google Apps

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google drive
Google Apps is designed for secure sharing and collaborations.  Many users, however, still rely on the back-and-forth of email to get their work done.  Here is the 3rd of 5 other ways to collaborate in Google Apps.

Shared Folders in Drive

Instead of sharing individual files with users or groups, create a project folder and share the folder with the team.  When you share a folder, all work uploaded to the folder or created within the folder, the file automatically is assigned the same sharing settings as the folder.

Project managers can still set permission levels based on need — view, comment, or edit — and you can override the inherited permissions for individual files and for sub folders as needed.

Training users to find and enter a project folder before working on the project is an easy tip that saves time and effort.

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If you want to help your team get more from Google Apps, Contact us about our training options.

2nd of 5: More Ways to Collaborate in Google Apps

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calendar
Google Apps is designed for secure sharing and collaborations.  Many users, however, still rely on the back-and-forth of email to get their work done.  Here is the 2nd of 5 other ways to collaborate in Google Apps.

Collaborate via Calendar

Google Calendar is good for more than just setting appointments.  Create a calendar for a project and share it with team members.  You can now track meetings, events, and project deadlines.   Adding member names to entries helps track responsibility and expectations; color coding helps flag priorities.

Team members can also create a task list on the side of the calendar.  Members can check-off completed tasks, making it easy for teammates and project leaders to get a sense of project status at-a-glance.

Need a way to track issues that come up each day?  Have team members add issues as “all day” events, colored in red.  Fellow team members can see critical issues at a glance, each time they check the calendar.

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Helping your team understand and use Calendar in more advanced ways can improve team productivity.  Both of our self-paced Google Apps training solutions step people through the process.  Contact us to learn more about Boost eLearning and Synergyse.

 

1st of 5: More Ways to Collaborate in Google Apps

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groups
Google Apps is designed for secure sharing and collaborations.  Many users, however, still rely on the back-and-forth of email to get their work done.  Here is the 1st of 5 other ways to collaborate in Google Apps.

Use Google Groups for your Group

Google Groups is designed to facilitate discussions among its members.  Create a group for your project team and your team members can read and respond to threaded discussions on the group’s home page, as well as by email.   Once created, you can subscribe or invite members to join (or require members to subscribe themselves).  And, you can invite and include project team members from outside your organizations.

Team members can post questions, ideas, issues, and get a quick response from teammates.  And, all project discussions are organized in a single location.

Groups also let you manage distribution lists and security.  Invite a group to an event using Calendar, and all members get the invite.  Share a document of folder on Drive with the group, and all members get access.

Since members can elect to be notified of every message immediately, or via daily and/or volume-based digests, individuals can still manage their inboxes as well.

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Helping team members learn how to best use groups to collaborate is easy, as “Google Groups Training” is included in the Google Apps Training service from Boost eLearning. Contact us to learn more.

 

 

 

Vault for Drive is (Finally) Here!

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Google Apps Vault
Within the announcements for Google Apps Unlimited and Google Drive for Work (more on these shortly!), are important changes to Google Apps Vault.

First and foremost, Google Apps Vault now includes Vault for Drive.  With Vault for Drive, you can immediately:

  • Search for specific users’ Drive files.
  • Preview search results in Vault to make sure you find just what you need.
  • Create copies of search results and export them for future use.

Settings retention policies, creating holds, and conducting domain-wide searches for Drive content will be available in the near future.

These new capabilities come at no additional cost for existing and new Google Apps Vault customers.

On July 8th, we are holding an open, free live webcast to provide an overview of Vault for Drive and the Admin Console features.  Please attend, or contact us if you have any questions.

 

Return of the Message Center and More

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As Google continues to migrate Google Message Security and Message Discovery customers from the old Postini infrastructure, our clients have been concerned about functional and performance equivalency.   While filters and settings have been comparable for a while, and Google had previously added the quarantine notification, Google today announced the new Message Center.

Specifically for users that forward some or all of their email to on-premise servers or other email services, the Message Center lets users and administrators:

  • View and search 30 days of clean/spam mail
  • Mark single or multiple messages as spam or not spam
  • Deliver messages that are not spam to the on-premise mailbox
  • Add and remove contacts for whitelisting purposes
  • Bookmark URLs for searches and individual messages

This expanded functionality coincides with a series of upgrades to the SMTP relay service in Google Apps.   These updates help administrators in several ways:

  • Multiple authentication configurations: Admins can now configure multiple sets of authentication rules. For instance, you can specify that messages sent from one IP address are always allowed, messages from another IP address are only allowed if encrypted with TLS, and messages from another IP address range require SMTP AUTH.
  • SMTP AUTH: This newly supported authentication method uses Google “application-specific passwords” to allow admins to configure clients to authenticate to the relay service. This feature is available for registered Google Apps users only.
  • IP range description field: To manage IP addresses more efficiently, admins can enter descriptions in text fields for each IP address or range that you use to set authentication rules.
  • Selective enable/disable of IP ranges: Admins can selectively enable/disable IP ranges approved for relay as needed
  • Increased rate-limits for certain customers: In special circumstances, admins may increase the rate limits of 2,000 emails/user/day and 2,000 recipients/user/day by calling customer support. Requests need justification and are reviewed on a case-by-case basis.

With these enhancements, Google continues to increase the robustness of the Google Apps Platform, and reduces the need for most GMS and GMD customers to move to other spam, virus, and archiving solutions.

 

 

 

New Google Sheets are Here

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Google Sheets
Over the next few weeks, Google is rolling out the new version of Sheets to all users. Sheets include a many new features beyond offline access, speed, and no more limits on formula complexity and sheet size.

Spell check is not yet part of the new Sheets, but is coming soon.

You can click here to learn more about the new Google Sheets, and you can see Google’s announcement here.

For those that want to help users get the most from Google Docs, contact us about self-paced, integrated Google Apps training and other professional development options.