Official Google Cloud Blog: February 2016

More innovation brings more security so for today, let’s raise the bar with Gmail DLP

Monday, February 29, 2016

Posted by Gerhard Eschelbeck, VP of Security & Privacy Engineering

I’m quite excited to be speaking at the RSA Conference this week in San Francisco, joined by thousands of security professionals from around the world. If you’re attending RSA, please visit Room 2004 at 2:20 p.m. tomorrow. I’ll talk a bit about my experience in the security industry and share some of the challenges and advantages I’ve experienced protecting users and customers at Google. Like many professionals visiting the conference, I became interested in security many years ago because it was a challenging, exciting and intellectually fascinating area. Back then, very few of us could have predicted how those challenges would grow in scale and complexity. But the technology available to address those challenges has also evolved, and today I see a safer Internet within reach.

When we think about innovation at Google, most of us think about balloons delivering wireless access or driverless cars. But for many years, we've been innovating at scale with security as well. Google has a long history of accelerating innovation and facilitating the adoption of new technology — like two-step verification (2SV), Security Keys, SSL encryption and even removing spam in email. Remember when spam was going to cripple email in the 90’s? Today, spam is down to less than 0.1% for the average Gmail user — one of the earliest and finest examples of applying massive computing power and machine learning to solve a big security challenge. We believe technology can help solve more of the challenges we face.

For example, today we’re adding new features to our Data Loss Prevention solution in Gmail. For users, security should just work. Because sensitive information can reside not just in text documents, but also in scanned copies and images, DLP for Gmail now uses Optical Character Recognition. We've also introduced additional detection parameters for fine-grained policy control and offer broader coverage of HIPAA data and personally identifiable information (PII) globally.

Many of us today see how large cloud providers play an increasing role in keeping our important information secure. At Google, we’re certainly putting our shoulder to the wheel.

To learn more about Google on security, check out my recent roundtable discussion on Medium. See you tomorrow in San Francisco!

Chrome, the browser for business, gains improved security and support

Monday, February 29, 2016

Posted by Saswat Panigrahi, Product Manager, Chrome for Work

These days, the browser has become the go-to application in business. It enables employees to use a wide array of productivity, collaboration and business workflow applications. Chances are today, the browser is among the most critical applications users start up with their morning coffee.

Chrome has become one of the most-used business browsers; research firm Gartner expects Chrome’s enterprise usage to surge from 43% to 65% share in 2016. Customers have switched to Chrome because of its speed, simplicity and security. IT admins have become big champions of Chrome because our browser automatically updates and delivers enterprise applications seamlessly and consistently across all operating systems (Windows, Mac, Linux — and of course Chrome OS). This means cost and time savings as IT can manage one secure endpoint to deliver all their users’ apps.

Today, we’re announcing new investments for Chrome, specifically for businesses: security enhancements for Windows 10, improvements to the Chrome update system for enterprises and a new 24x7 support offering for all customers, including those who aren’t using Google Apps but are running Chrome as their primary browser.

Security - Security is one of the founding principles of Chrome. Now, we’ve made the sandbox more secure by incorporating the broadest set of available protections. We’ve also introduced a new Security Panel in DevTools to make it easier for developers to troubleshoot issues with certificates and mixed content — meaning pages rendered with both HTTPS and HTTP elements — making it easier to develop and deploy secure Web applications. Finally, we've also made great progress in the fight against unwanted software, for instance, by warning users of a site’s potential risks.

Caching - Companies rely on our automatic updates every six weeks to make the Chrome browser safer and faster over time. But for an organization with thousands of users and devices, trying to pull the latest Chrome update can strain the organization’s infrastructure. The new DownloadPreference lets proxies already used by businesses cache updates automatically, so virtually all downloads come from the company proxy and not the Internet, saving time and bandwidth.

24x7 Support - We recognize that for businesses that run on Chrome, it’s important to have the peace of mind that comes with 24x7 support from Google. We’ve been providing this for Google Apps customers, and today we’re expanding this to all customers — even those who aren’t using Google Apps. This new offering is called Chrome for Work Assist, and includes 24x7 phone and email support, with deployment assistance from Google. Chrome for Work Assist is now available in the US and Canada, with more regions launching soon. Contact us to learn more or get started.

Euralis grows with Google, thanks to AODocs’ document management capabilities

Monday, February 29, 2016

Posted by Ignacio Eceiza, Head of Global IT Projects at Euralis

Editor's note: Today we hear from Ignacio Eceiza, head of Global IT projects at Euralis, a food and agriculture company with an annual revenue of $1.7B. Read how this innovative company is using Google Apps for Work with AODocs to help manage their documents, create workflows and go paperless, creating a faster, more agile business. You can also register here to join our Hangout on Air, on March 15 at 9 a.m. to learn more about how AODocs, a Google Apps for Work partner, can improve your business.

Euralis started out as a cooperative venture when a group of local wheat farmers in southwest France came together to sell their crops. Nearly 80 years later, we’ve grown to over 5,000 employees around the world who bring high-quality food to market, from seed selection and poultry rearing to the harvesting and selling of the agricultural products. In addition to our employees, we bring together over 12,000 farmers to accomplish our mission. Collaboration remains a core part of who we are.

We have 130 farming and production sites for wheat, cereal, poultry, wine and vegetables; 14 processing plants to prepare these items for distribution; and we market in more than 120 countries across 5 continents — our annual revenue is $1.7B. To accomplish all this, our team needs the tools to work together across diverse environments, in different languages and timezones, within an industry that’s subject to strict quality regulations.

Going Google

Three years ago, when we wanted to improve our document management infrastructure, we moved to Google for Work with AODocs. We had compared Apps with AODocs against IBM Lotus Quickplace and Microsoft Sharepoint, and going Google was the obvious choice. The user interface of Google Drive with AODocs was easy to adopt and we could tailor workflows and views in AODocs without requiring much help from the IT department. We were also convinced by the ease of migration, the improvement we’d see in the quality compliance processes and the opportunity to reduce our environmental impact.

AODocs and Drive make it an easy move to Google

In addition to giving us all the features we had on our legacy system, AODocs also provided ready-to-use tools that let us migrate our existing content easily into Google Drive. The migration project started in 2014, with multiple document libraries used for human resources, quality policies and ISO 9001 compliance. We trusted AODocs with these critical documents because they were the first enterprise content management solution fully integrated with Google Drive, and their product could be easily configured for a variety of needs, without customized development. We also had peace of mind because of the excellent support of the AODocs team whenever we had questions or needed help.

AODocs and Drive, a perfect fit for quality and regulatory compliance

Of course, quality is paramount in the food business, and from farm to warehouse to table, each and every one of us on the team had a part to play in maintaining this quality for our customers. AODocs on Google Drive made it easier to put more attention and focus on quality. Our intranet portal, which uses Google Sites with embedded customized views from AODocs, ensures that we have quick access to all the latest quality-related documents and processes we rely on.

Going paperless with AODocs on Drive

With the powerful workflow engine we gained by choosing AODocs on Google Drive, and AODocs’ ability to integrate with SAP, we’ve transformed a formerly complex network of invoicing and purchase processing with multiple custom-built applications on our legacy IBM infrastructure into a simplified, paperless system.

Our accountants can now send invoices to AODocs by email directly from the scanner. AODocs then manages the entire validation workflow and sends notification emails to the corresponding managers. Our managers are often traveling, and they love that they can validate the documents on their smartphone, by simply reviewing notification emails and clicking the validation links.

Furthermore, our managers can configure and update their AODocs applications the way they want, without involving IT as much. Teams are more agile, and now the company has more resources to focus on important goals, like feeding the world.

Are all clouds created equal?

Thursday, February 25, 2016

Posted by Sebastien Marotte, VP, Google Apps for Work

Cloud-based workplace tools are no longer niche. Companies from small startups to Fortune 500 giants like Whirlpool and PwC have realized that servers are expensive, teams need real-time collaboration and employees need access to email, calendar and collaborative editing tools on their phones. For many companies, deciding to move on-premises systems to the cloud is a no-brainer. Figuring out which cloud solution delivers the most return on investment when both major providers claim their tools are “mobile-friendly” and offer “real-time collaboration” is the tough part.

To provide customers with concrete data on the benefits that productivity, mobility and collaboration can bring to an organization (even after moving to the cloud), Google commissioned independent market research firm Forrester Consulting to conduct a Total Economic Impact (TEI) study. Forrester surveyed seven companies in North America, EMEA and APAC in a range of industries — including professional services, retail, real estate, IT and media — who migrated from an alternate cloud solutions to Google Apps. For a composite organization based on feedback from the interviews, Forrester found that switching to Google Apps for Work resulted in the following benefits in a three-year period:

213% return on investment (ROI)
Payback in just 1.9 months
Nearly $1 million in collaboration and productivity gains

In addition to these hard numbers, Forrester uncovered a few common themes that customers experienced after switching from their previous cloud solution to Google Apps for Work:

Google Apps “just works”

People crave simplicity. With Google Apps, teams can create a new document in seconds or add a conference room to a calendar invite with a single click. Customers reported there are no headaches with Google Apps — whether on a desktop, laptop, mobile phone, tablet, Android or iOS, Google Apps works exactly as they expect it to.

Quick adoption results in speedy ROI

It’s no surprise that most companies want their employees to use the tools they pay for. Popsugar reported that Going Google saves the organization $100 thousand each year in annual enterprise volume software licenses — an agreement that their IT director says included software the company neither wanted nor needed.

After switching to Google Apps, customers reported that overall platform adoption increased significantly compared to engagement with the previous solution. Many interviewees attributed this rise in engagement to the intuitive nature of Google Apps and broad employee familiarity with Google products like Gmail.

Collaboration is a breeze

While the interviewees’ previous cloud solution claims users can work together at the same time, their former customers told Forrester they struggled with browser and device compatibility, and had difficulties working with colleagues who had different license types. Google Apps works from any device on any modern browser, and all users can work together, regardless of what type of license they have.

Easier collaboration means that employees are productive, and when employees are more productive, companies save money. When it comes to creating content, Forrester found that productivity increased by 20% due to the ease and mobility of real-time collaboration offered by Google Apps — particularly when it comes to Docs, Sheets and Slides.

Customers’ voices matter

Everyone likes to be heard. Customers said they felt more supported by Google than their previous provider: issues are resolved faster, customers feel like they’re an important part of the product development process, and they reported they were happy to find that feedback can be easily submitted directly from the admin console.

One customer described Google’s 24/7 phone, email and chat support like this: “The previous platform provider resolved only 3 of 10 issues satisfactorily and often took 12 to 14 hours to do so against an 8-hour SLA. Google is closer to 9 of 10 and always within the 8-hour window.”

Visit our Insights page to learn more and download “The Total Economic Impact™ Of Google Apps For Work: An Analysis Of Cloud-To-Cloud Migration Value.”

Type, edit and format with your voice in Google Docs

Wednesday, February 24, 2016

Posted by Isaiah Greene, Product Manager

We launched Voice typing in Google Docs to help you capture ideas, compose an agenda, or even write the next great proposal — all without touching your keyboard. Starting today, you can also edit and format your documents with your voice.

To get started, select “Voice typing” in the “Tools” menu when you’re using Docs in Chrome. Say what comes to mind — then start editing and formatting with commands like “copy,” “insert table,” and “highlight.”

Check out the full list of commands here or simply say “voice commands help” when you’re voice typing.

As an added bonus, we’re also making it possible to dictate in Docs on the web in dozens of additional dialects and accents, including English with an Indian accent, Spanish with a Mexican accent, and more so you can talk in the most natural way for you.

You shouldn’t have to use additional complex software to accomplish everyday tasks with voice typing. You can already use your voice to take action in Google search and find content in your inbox or Drive folders. Now you can use it to capture, edit and format your ideas in Docs.

Try out Voice typing (and editing and formatting) today with Google Apps for Work.

The new generation of work-ready Android devices is here

Sunday, February 21, 2016

Posted by Rajen Sheth, Director of Product Management, Android, Chrome for Work and Education

It was awesome to see Samsung unboxing the new Galaxy S7 at Mobile World Congress in Barcelona today. This device combines Samsung’s exceptional handset design with the flexibility of Android Marshmallow — including enterprise features built-in with Android for Work — plus extended Samsung Knox security features to further protect both personal and work data.

Android Marshmallow: designed for today’s mobile workplace

Android Marshmallow has been designed to meet the needs of today’s mobile business users with an enhanced experience for work and personal profiles, improved connectivity, extended storage options, smarter battery management, faster Now on Tap access to what you need most and greater device choice.

New device management APIs and remote capabilities accelerate fleet deployment, streamline management and provide greater visibility of activities like data usage for IT administrators.

Where Lollipop helped organizations to confidently embrace a bring your own device (BYOD) policy for the workforce, Marshmallow enables corporate owned single use (COSU) devices — those that serve a single purpose, such as point of sale, vending machines, reception kiosks and inflight entertainment. Historically these deployments require a highly customized OS, but M turns Android into a powerful platform for custom app developers with control for device administrators to meet all of these needs out of the box.

Developers are able to create richer applications in less time thanks to runtime and performance enhancements, including an optimized compiler, reduced memory overhead, just-in-time debugging and overall faster application performance.

Android’s sandboxes, verified boot and SD card encryption secure against theft, loss and malicious software for devices, applications, user privacy and both workplace and private data.

Extended security with Samsung Knox

Always-on, real-time protection
Business users and organizations are further protected by boot up and runtime security features tied to the integrity of both hardware and software. If an S7 is tampered with or gets rooted, Knox can disable access to the entire device.

Secure Boot and Trusted Boot prevent a compromised device from accessing enterprise data, apps and networks by disabling access upon detection of an attack.

In the event of an advanced attack targeting of the operating system or sensitive system data — even after a successful uncompromised boot — KNOX constantly protects the Android kernel with Real-Time Kernel Protection (RKP).
Growing network of carriers providing updates
Samsung’s new Enterprise Device Program continues to grow, serving customers in over 100 countries and with carriers now sending customers critical updates that include both core Android and specific Samsung patches to maximize device security.
Defense-grade protection for all users
Sensitive Data Protection (SDP) is designed for use in high-security installations, such as military and government applications. Recognising that other users should be able to benefit from the same level of advanced protection, Samsung invites all developers to use the SDP SDK to protect sensitive data.

To learn more about the Samsung GS7 and the security features of Android and Samsung Knox check out Samsung’s website, here.

Sports Authority handles 2,000 transactions per second with Google Cloud Platform

Friday, February 19, 2016

Posted by Jon Byrum, Product Marketing Manager, Google Cloud Platform

(Cross-posted on the Google Cloud Platform Blog.)

Athletic gear, much like all apparel categories, is quickly shifting to an online sales business. Sports Authority, seeing the benefits that cloud could offer around agility and speed, turned to Google Cloud Platform to help it respond to its customers faster.

In 2014, Sports Authority’s technical team was asked to build a solution that would expose all in-store product inventory to its ecommerce site, sportsauthority.com, allowing customers to see local store availability of products as they were shopping online. That’s nearly half a million products to choose from in over 460 stores across the U.S. and Puerto Rico.

This use case posed a major challenge for the company. Its in-store inventory data was “locked” deep inside a mainframe. Exposing millions of products to thousands of customers, 24 hours a day, seven days a week would not be possible using this system.

The requirements for a new solution included finding the customer’s location, searching the 90 million record inventory system and returning product availability in just the handful of stores nearest in location to that particular customer. On top of that, the API would need to serve at least 50 customers per second, while returning results in less than 200 milliseconds.

Choosing the right cloud provider

At the time this project began, Sports Authority had already been a Google Apps for Work (Gmail, Google Sites, Docs) customer since 2011. However, it had never built any custom applications on Google Cloud Platform.

After a period of due diligence checking out competing cloud provider options, Sports Authority decided that Google App Engine and Google Cloud Datastore had the right combination of attributes — elastic scaling, resiliency and simplicity of deployment — to support this new solution.

Through the combined efforts of a dedicated project team, business partners and three or four talented developers, it was able to build a comprehensive solution on Cloud Platform in about five months. It consisted of multiple modules: 1) batch processes, using Informatica to push millions of product changes from its IBM mainframe to Google Cloud Storage each night, 2) load processes — python code running on App Engine, which spawn task queue jobs to load Cloud Datastore, and 3) a series of SOAP and REST APIs to expose the search functionality to its ecommerce website.

Sports Authority used tools including SOAPUI and LOADUI to simulate thousands of virtual users to measure the scalability of SOAP and REST APIs. It found that as the number of transactions grew past 2,000 per second, App Engine and Cloud Datastore continued to scale seamlessly, easily meeting its target response times.

The company implemented the inventory locator solution just in time for the 2014 holiday season. It performed admirably during that peak selling period and continues to do so today.

This screenshot shows what customers see when they shop for products on the website — a list of local stores, showing the availability of any given product in each store

When a customer finds a product she's interested in buying, the website requests inventory availability from Sports Authority’s cloud API, which provides a list of stores and product availability to the customer, as exhibited in the running shoe example above.

In-store kiosk

As Sports Authority became comfortable building solutions on Cloud Platform, it opened its eyes to other possibilities for creating new solutions to better serve its customers.

For example, it recently developed an in-store kiosk, which allows customers to search for products that may not be available in that particular store. It also lets them enroll in the loyalty program and purchase gift cards. This kiosk is implemented on a Google Chromebox, connected to a web application running on App Engine.

This image shows the in-store kiosk that customers use to locate products available in other stores.

Internal store portal

Additionally, it built a store portal and task management system, which facilitates communication between the corporate office and its stores. This helps the store team members plan and execute their work more efficiently, allowing them to serve customers better when needs arise. This solution utilizes App Engine, Cloud Datastore and Google Custom Search, and was built with the help of a local Google partner, Tempus Nova.

This screenshot shows the internal store portal that employees use to monitor daily tasks.

Learning how to build software in any new environment such as Cloud Platform takes time, dedication and a willingness to learn. Once up to speed, the productivity and power of Google Cloud Platform allowed the Sports Authority team to work like a software company and build quickly while wielding great power.

Deli XL explores fresh markets for fresh food with Google Apps for Work

Tuesday, February 16, 2016

Posted by Rene van Gelderen, CIO at Deli XL

Editor's note: Today we hear from Rene van Gelderen, CIO at Deli XL, a wholesale food supplier and distributor based in Ede, The Netherlands. Deli XL’s 2,000 employees work round the clock, seven days a week to deliver fresh groceries to the country’s restaurants, hospitals, retirement homes and company canteens. Read how Deli XL is using Google Apps for Work to lead change in their business and connect their nationwide team.

At Deli XL, what you order today, we deliver tomorrow, whether it’s fresh fish, purple mustard or any of the other 70,000 items we have available for ordering. With 700,000 order lines each week from 20,000 customers nationwide, we need to work together efficiently to keep this 24-hour promise.

And when we decided to focus even more on hotels and restaurants and shift to the ecommerce model to adapt to client demands and changing business needs, we needed the tools that could help us do that even better.

Google Apps helped us overhaul our business model with minimal disruption. Our old email system was functional, but too slow to satisfy the demands of ecommerce. Gmail is fast, remotely accessible, and, along with Calendar, makes it simple to work together across our 15 sites. Google+ was also invaluable during this time. We knew rolling out complex new structures in our financial- and warehouse-management systems was going to cause significant stress. So as we deployed new systems, we posted constant updates on Google+ so everyone could keep track and discover the new tools together.

Now we use Google+ to solve problems in all areas of Deli XL, business and IT problems alike. For example, one Saturday morning, an account manager reported an issue with our ecommerce system. Previously, she would have called the weekend service desk and waited until Monday morning for a response. By posting the issue on Google+, I could immediately see that it was serious and brought our offshore developers in India into the discussion. Using Google Translate to interpret our Dutch, they had a solution ready for Monday morning, saving 1,000 customers from experiencing major disruption.

Google+ is far more effective than spending time on the phone: basic IT problems can be solved in seconds by non-IT staff; account managers share advice on how to fill unclear customer orders, and employees air difficult questions that might otherwise never be asked. After one major problem, during which we posted frequent updates on Google+, I carried out a survey. In the past, similar situations would always elicit complaints about communication, but for this survey, 97% of respondents expressed strong satisfaction with how we communicated during the incident.

Each of our 1,000 desk workers has a Google account, and now we’re connecting our 500 drivers and 500 order pickers, too. This opens up tremendous new possibilities for us. On every job, drivers keep track of the crates used to carry goods. Rather than do this by hand and deliver the slips to the Finance department, they’ll be able to keep track of the crates in Forms and eliminate the paper trail. Also, by having drivers check in and out of destinations on Forms, we’ll be able to tell customers where their delivery is and if it will be late, at a fraction of the cost of a GPS solution.

Over ninety percent of our order lines now come from online business, and we’ve made the transition into the hotel, restaurant and cafe market without any loss in revenues. In addition to savings due to faster troubleshooting, stronger cross-team communications and delivery tracking, our CFO calculates that using Drive storage will save up to €100,000 a year, once we retire our old file servers. And behind the numbers, all the extra communication is making us more of a team: with a Hangout group on each company site, no one needs to miss out when we share birthday cake.

Google Apps for Work helps deliver projected savings of £500,000 for The Cordant Group

Wednesday, February 10, 2016

Posted by Craig Bell, IT Service Delivery Director at The Cordant Group

Editor's note: Today we hear from Craig Bell, IT Service Delivery Director at The Cordant Group, a specialist recruitment and integrated services company employing up to 50,000 staff during peak times, and turning over £750 million a year. Here, Craig tells us how Google Apps for Work has not only helped them work smarter and more flexibly thanks to a business-wide rollout, but has also helped deliver a projected savings of £500,000 to the company’s bottom line in just a year. *Post updated on March 7, 2016.

It may have grown since it was founded in 1957, but ours is still a family business, and one that values the input of every individual, whether they’re one of our 2,500 permanent employees, or one of our tens of thousands of seasonal workers. But with so many staff, we realised we needed an IT solution that would answer the needs of each person, rather than asking each of them to answer to our inflexible IT system. Our solution is Google Apps for Work, which has transformed the way we operate our business at every level.

With 200 locations nationwide, as well as offices in Germany and Australia, we launched our rollout of Google Apps for Work so our staff can work as a team, wherever they are. In early 2015, Cloud Technology Solutions (CTS) helped us deploy Drive for Work and Chrome. Over the course of one year, CTS delivered several thousand Chrome devices, from Chromebooks and Chromebases to Chromebox for meetings.

Now Gmail gives access to our accounts whether in the office, at home or on the road — and the fact that it’s multi-device compatible means no more lugging laptops around just to check our inboxes. The flexibility and immediacy it provides ensures that important messages don’t fall through the cracks, and now we’re so speedy and effective with email communications that we send and receive up to 16 million emails each month.

Hangouts also allows us to communicate (face-to-face in this case) at any time, no matter where any of us are based. With over a thousand Hangouts happening across the Group every month, Hangouts have become so crucial to the way we run our business and communicate with each other that we now often use it to conduct interviews for IT recruits. It’s a great way to asses how intuitively candidates use technology tools, in particular Google Apps. Using Hangouts for interviews also benefits our bottom line: we now spend an average of 25% less time on interviews for IT team members, simply because we don’t have to spend time on things like collecting interviewees from reception and making them cups of tea.

As a recruitment company, we have a frequent turnover of staff. Having forward-looking and familiar tools helps us appeal to the very best new recruits. Web-based mail, instant messaging and online communities like Google+, are cloud-based tools that younger generations have grown up with — and are now ready to work with. This familiarity allows new starters to work efficiently from the moment they log on and saves us time and money on training. Plus Google Apps tools are also incredibly easy to scale up or down.

Knowledge is also easy for us to scale now. We share documents hosted on Google Drive almost half a million times every month and add 125,000 new files each month. And everything we do is reusable rather than disposable. Our own internal teams can manage and roll out successful solutions to every one of our 200 locations without needing armies of external IT service providers to support us, a change that along with keeping specialist knowledge in-house and doing things more efficiently has played a significant part in reducing our operational expenditure by hundreds of thousands of pounds each year.

With the virtual nature of Google for Work products, we can also keep costs and downtime at a minimum when relocating to new offices as we grow. Google’s ability to integrate data and systems to the cloud so seamlessly means shifting office spaces and acquiring new companies is now more economically viable. When considering the total cost of acquisition for a subsidiary business, we look at how easily a business can be “Googlised.” Using Chrome OS allows us to almost instantly integrate existing businesses with often outdated legacy apps into our Group. This has opened up a host of opportunities that we otherwise would not have taken because of prohibitive IT costs.

In just one year, Google Apps for Work has completely changed the way we operate, which says a lot coming from a large and established business. As part of our company-wide “New World” IT rollout, we estimate that the new tools will enable us to save about £500,000, thanks to a combination of lower licensing costs, reducing capital expenditure by purchasing 2,000 compatible devices at more than half the previous cost of replacement, minimising use of external suppliers and relying more heavily on in-house skills and efficiencies. And there’s no doubt that we’ve also saved and earned a whole lot more thanks to working smarter with IT-led solutions.

It’s now faster than ever to get insights from your Google Forms

Wednesday, February 10, 2016

Posted by Molly Mackinlay, Product Manager, Google Forms

If you’re looking for a way to quickly and simply collect information from a group, look no further than Google Forms. Whether you’re getting the team to vote on a name for your next project, or having potential clients register for an event, Forms makes it easy. Back in September we unveiled a sleek new experience for Forms and some new functionality, like adding company logos to your Forms. Today we’re building on that with new features that make the experience even better.

To get a more in-depth view of your responses, you’ll see the new “Individual Responses” tab. This lets you browse through all the answers provided by an individual respondent. You can easily flip between submissions using the scroll buttons.

We’ve also added a couple of new features to help with managing responses: the option for you to receive email notifications each time one of your Forms is filled out and for our Google Apps for Work customers a new view that will show you the response status of each person you sent the form to. If you want to give those last few folks a friendly nudge, there’s an easy Send Reminder Email option.

As with Docs, Sheets and our other collaboration tools, you can tailor the experience by using Add-ons. Starting today, you can use Add-ons and Apps Scripts in the new Forms editor. Popular tools like Form Publisher, Choice Eliminator, and g(Math) for Forms help creators extend the capabilities of Google Forms.

Finally, when you start a new Form (forms.google.com), you’ll see a variety of templates to chose from to get started faster. We’ve got you covered for all kinds of scenarios from event registration and feedback, to job applications and order forms.

Get started with Google Forms today.

H@ppY_$aFer_InTerN3T_D@y! Two new security features for Gmail and four tips to keep your users more secure

Tuesday, February 9, 2016

Posted by Suzanne Frey, Director, Security and Privacy Engineering, Google Apps for Work

Today is Safer Internet Day, a moment for technology companies, organizations of all sizes and people around the world to focus on online safety, together. To mark the occasion, we’re adding two new security features to Gmail that will roll out to Google Apps domains in the coming weeks.

First, users who receive a message from, or who are about to send a message to, someone whose email service doesn’t support an encrypted connection (TLS), will see an open lock icon in the message. Users won’t see this icon when sending mail from one Google-hosted domain to any other, including gmail.com, since those emails are always sent over an encrypted connection. Gmail will always send and receive messages over TLS, unless the connecting service doesn’t support it.

Second, users receiving messages that aren’t properly authenticated with either Sender Policy Framework (SPF) or DKIM will see a question mark in place of their profile photo, corporate logo or avatar. Read more about both of these features on the Gmail blog.

To make the most of this day and every day forward, here are some additional features you can use as a Google Apps for Work admin to help protect user data.

Increase security at login, while keeping things easy for users Two-step verification is a well-known protection against the theft of login credentials, the most frequent threat on the Web today. As an admin, you can easily enforce use of 2-step verification to enhance security for all users in your Google Apps domain. Security keys make authentication even more secure and more convenient for users. They’re easy to deploy and easy to manage, and as a Google for Work customer, you even get a 50% discount.

Prevent sensitive information from leaving your network Activate Data Loss Prevention (DLP) to help prevent information from being revealed to those who shouldn’t have it. Gmail DLP automatically checks all outgoing emails and takes action based on predefined policies, which include quarantining the email for review, telling users to modify the information or blocking the email from being sent and notifying the sender. Check out our DLP whitepaper and learn how to get started. Stay tuned for more on DLP later this quarter.

Get the mail you want, not the spam you don’t Gmail has long been known for its smart spam filters, today spam is only 0.1% of messages in the average Gmail user’s inbox. To help you track and improve the quality of the mail sent and received at your domains, you can use the Postmaster Tools. You should also follow the best practices outlined in Google’s sender guidelines. For example, create a Sender Policy Framework, prevent spoofing by adding a digital signature to outgoing messages using DKIM and create a DMARC record to track and prevent unauthenticated messages sent from your domain.

Enforce mobile device policies in your organization Mobile Management lets you control the devices that can connect to your users' Google Apps data, whether iOS or Android, and perform actions like remote wiping.

These are a few steps that can go a long way. If you activate any of these features today, you will contribute to an ever-brighter future for your brand, customers, employees, ideas and assets. The Internet is a big place, and it’s going to take global teamwork to make it the most secure.

We are grateful to be the trusted technology partner of businesses worldwide as we work together to make the Internet a safer place for everyone, everywhere.

Georgia schools revamp old processes and innovate using Google for Education

Tuesday, February 9, 2016

Posted by David Harrington and Brent Sarver, Google for Education team

(Cross-posted on the Google for Education Blog.)

Editor's note: Georgia schools are seeing great success with Google for Education. We talked to educators and administrators in Georgia to reflect on how technology has helped them innovate and create more efficient processes. From creating more efficient ways for parents to pick their children up from school, to enabling more efficient coaching on the baseball field, technology has improved the student, teacher and parent experience across the state. To learn more about Google solutions for education, join us for a Hangout on Air focused on the next phase of content in the classroom on February 23rd at 2pm ET / 11am PT.

Many schools are replacing former processes with more efficient ways to personalize learning and provide students with the skills to be successful. That level of innovation requires teachers and staff to think about how they can use technology in new ways. Schools in Georgia are using Google Apps for Education to drive innovation in small areas that ultimately inspire new ways of thinking across the district. We’d like to shed light on how schools have transformed their old processes using technology.

Transforming lectures into project-based learning

Old: For many students, elementary and high school involves listening to a teacher lecture, reading a textbook and taking tests. This common approach to learning leaves out the interactive elements that often help students learn best.

New: The Center for Design and Technology, a project-based STEM program at Lanier High School in Gwinnett County, gives students real-life experiences to apply the skills they’ve learned. Every student works on six team projects per year, and every team creates a website using Google Sites, with links to Google Docs, Sheet and Slides used for team planning and collaboration. “Google Apps helps students learn communication skills, collaborate with teammates and think creatively,” says Mike Reilly, technology teacher at Lanier High School.

The program has helped teachers and students learn outside of the classroom and expand the skills they’re most interested in developing. For example, a team of four students worked with video editor Walter Biscardi to create a 3D model of a disease spread by flies, which appeared in the PBS movie “Dark Forest Black Fly.” They shared ideas in virtual brainstorming sessions via Google Hangouts and collaborated in real time using Google Docs.

Bringing instant communication to an ineffective system

Old: Picking up students from school is often a slow, disorganized process since schools often have thousands of students to manage and communication isn’t always the smoothest between all staff involved.

New: At Forsyth County Schools (case study), teachers and staff are using Google Apps beyond the classroom to help make the after-school pick-up queue more efficient. In the past, parking lot attendants who escort students to their cars and cafeteria attendants who supervise students didn’t have clear lines of communication. The principal turned to Google Sheets as the solution to increase communication.

All students are assigned a number in a shared spreadsheet. When a parent picks up her child, she displays the student’s number on the windshield, and the parking attendant uses a tablet to flag on the screen in the cafeteria that it’s time for the student to go to the pick-up area. Introducing new technology improved real-time communication and inspired teachers districtwide to talk about innovative ways to use Google Apps to improve processes.

Creating a more streamlined, collaborative process both in the classroom and out on the field

Old: Monitoring and recording sports team performance can be a time-consuming and tedious process when it’s done the old-fashioned way with a notebook and pencil.

New: With Google for Education tools, coaches at Jeff Davis County Schools (case study) can record and keep track of the high school baseball team’s pitch speeds and number of pitches to make sure a pitcher isn’t throwing too many pitches. A member of the tech staff reads the pitch speed from a radar gun and enters the number into a Google Sheet using a Chromebook. Another Chromebook is connected to a TV in the dugout, so the coaches can monitor the speed and number of pitches thrown. With the sharing feature, the tech staff and coaches are able to view the same information that’s being edited in real time.

Coaches now have more information to make more informed decisions about their players. “If a pitcher has thrown too many pitches or hit pitch speed begins to decrease, the coach can determine if the pitcher needs to be taken out of the game and a relief is sent in,” says Keith Osburn, technology and special programs director at Jeff Davis County Schools.

Coach at Jeff Davis keeping track of pitch speeds on a Chromebook

Schools are continuing to reinvent old processes to provide students with a 21st century education. Check out more inspirational stories from schools.

We’ve heard great stories from many of you about how you’re using technology to do amazing things in your schools, so we're going across the U.S. to see for ourselves! Check out the map below to see where we’ll head next. We’d love to hear what’s happening in your state, so please share your story on Twitter or Google+ and tag us (@GoogleEdu) or include the #GoogleEdu hashtag.

Phase2 brings its “everywhere” teams closer together, saving time and money with Chromebox for meetings

Wednesday, February 3, 2016

Posted by Frank Febbraro, CTO, Phase2 Technology

Editor's note: Today’s guest post is by Frank Febbraro, CTO of Phase2 Technology, which helps clients such as Memorial Sloan Kettering Cancer and Harvard Business School manage the way content is created, shared and experienced online. See how Phase2 Technology saves $3,000 a day and more than 100 hours a week by using Chromebox for meetings.

From the day we launched, we designed Phase2 Technology as a company that welcomed people who didn’t work on-site. In fact, we like to say we have five locations: New York, Washington, D.C., Portland, San Francisco and “everywhere” — a solid 25 percent of our employees work remotely. Because of this, we build our teams without worrying about where people are. A project lead in Portland might team up with people in Austin or Oklahoma City.

The most talented people don’t necessarily live near our offices, but that shouldn’t stand in the way of giving clients our best work. We rely on technology like Chromebox for meetings to bring down the barriers that get in the way of distributed teams working together.

Before we discovered Chromeboxes, the audiovisual situation for our meetings seemed like an insurmountable barrier.

Every video conference began as a comedy of errors: if we scheduled a half-hour meeting, we had to build in 10 minutes to struggle with the AV setup. We tried cobbling together configurations of cameras and mics, but nothing created the one-click system we needed. There were too many settings for employees to manage and too much tinkering around to get the meetings going. Plus, every room had a different system and settings. With five or so people in every meeting losing ten minutes on AV setup struggles, and those people meeting with others several times a day, we wasted dozens of hours every week. Over the course of a year, this translated into tens of thousands of dollars of lost time spent not delivering value to our clients.

All this changed when we brought Chromebox for meetings to eight conference rooms among our four offices. There’s no learning curve: people walk into a room and click one button on the Chromebox remote to start the meeting. We already use Google Hangouts and Google Calendar, so Chromebox fits in with the tools we know. We now work more fluidly, since we can start ad hoc meetings without worrying about cameras, mics and settings.

Chromebox for meetings saves time for our teams as they meet and also benefits our IT team. The management console lets us choose how the Chromeboxes operate, and those settings apply to every room and every meeting. Compared to conferencing systems that cost several thousand dollars per room, Chromebox for meetings costs much less and is much easier to set up and use. Achieving this ease at scale is critical for us — each employee might do as many as 10 Hangouts a day; multiply that by 140 people, and we’re spending about 450 hours on Hangouts daily.

Efficiency and time management are especially critical for a business like ours, which makes money by billing hourly and delivering excellent, efficient client service. We’ve reduced our IT costs for maintaining meeting rooms to just about zero. We used to spend about four hours a month per room on maintaining our old AV setups. We now spend about one hour per month total on all rooms — from 32 hours a month on maintenance down to just one hour.

We can do more with so much less now. Better meetings help us get rid of distractions so we can get right down to business, no matter where in the world our teams are.

California schools inspire students and teachers to keep their “heads in the cloud”

Tuesday, February 2, 2016

Posted by Alexandrea Alphonso, Eileen Huang, Angela Larkin and Mark Renne, Google for Education

(Cross-posted on the Google for Education Blog.)

Editor's note: California schools are seeing great success with Google for Education. We talked to educators and administrators to reflect on how technology has changed what it means to teach and learn in California. From encouraging strategic thinking to improving writing skills, technology has enhanced the learning experience for students across the state.

For California students, backpacks are getting lighter as schools turn to Chromebooks, Google Apps for Education and cloud-based education apps in place of textbooks, pencils and paper. This new approach to learning is helping students improve their writing and critical thinking skills, while helping teachers and staff increase productivity. Inspired by how schools are innovating with cloud technology across the region, we’re highlighting a few of the successes in California schools:

1. Using the cloud to improve writing quality and creativity

While writing is predominantly a solitary activity, timely feedback is crucial for helping students to improve their skills. Between 2010 and 2014, the administration at Del Mar Union School District in San Diego introduced Chromebooks and Google Apps for Education to all third through sixth grade classes at all eight schools throughout the district. With these new tools, Del Mar’s staff has seen students’ writing quality dramatically improve. With access to the cloud, students can easily share their assignments with other students and teachers to receive feedback immediately. By storing documents in Google Drive, students can also rest assured that their most recent work is saved and secure.

This new model of classroom collaboration inspires students to experiment and take more risks, knowing that they’ll receive feedback from teachers before getting a final grade.

“Students’ vocabulary has increased. Now they’re using ‘million dollar words’ instead of ‘five dollar words’,” says fourth-grade teacher Stephanie Sullins. “They’re not afraid of making a mistake.”

Chromebooks and Google Apps have also been vital in meeting rigorous Common Core State Standards for writing. “The number of students reaching the top score on the state writing tests dramatically increased after the introduction of Chromebooks,” Sullins says.

2. Using the cloud to create an interactive educational environment

Los Angeles’ KIPP Academy of Opportunity and KIPP LA Prep discovered that the ability to work together, aided by cloud-based tools, pushes students to think more critically. As part of Google’s pilot program that began in spring 2011, the school district introduced 400 Chromebooks — a number that has now grown to 5,000 Chromebooks with hundreds more added each year. KIPP LA decreased their costs by deploying Chromebooks because they no longer needed to purchase expensive software licenses, servers, security solutions, and maintenance plans for each device.

The educational impact for students has been notable. There has been a big shift from direct instruction and memorization of notes to an interactive classroom. Now, students work with one another on projects and share information through Google Hangouts and Google Drive.

“Students create and collaborate, rather than memorize and regurgitate,” said James Sanders, a former social science teacher at KIPP LA Schools. “It’s a better, more authentic model for learning.” As one of Sander’s students explains: “We walk into a social studies class, grab a computer, and check out Mr. Sanders’s blog, then we follow the tasks he sets.”

3. Using the cloud to inspire teachers and students to think outside the box

The Dublin Unified School District’s teachers and staff needed a better solution for communication and for helping students stay organized. They piloted Google Apps for Education and Google Classroom, and received rave reviews from parents, teachers and students. Now, teachers, students and staff enjoy having one unified platform for email, calendar and document sharing — accessible anytime, from any device.

Technology has become deeply entrenched in Dublin schools. Dublin High School includes among its student body, Hania Guiagoussou, the youngest recipient to-date of Oracle’s Duke’s Choice Award for java programming. At Dublin High School, Guiagoussou was one of the many students who participated in the school’s computer programming class. Now, her first project, WaterSaver, is an award-winning, Java-based system that intelligently controls water sources. Guiagoussou’s story is one of many where technology has inspired a student to reach farther than she ever expected.

Collaboration and sharing in the cloud has made it infinitely easier for schools to exchange information. Using Google Classroom, a student can share writing assignments with a teacher and receive instant feedback. With a few taps, a teacher can share lesson plans or curriculum ideas with her colleague using the Drive mobile app. Administrators know who’s attending the next staff meeting by glancing at a Calendar invite. California schools are doing incredible things by taking a leap toward the cloud.

Check out more inspirational stories from schools.

We’ve heard great stories from many of you about how you’re using technology to do amazing things in your schools, so we're going across the U.S. to see for ourselves! Check out the map below to see where we’ve been. We’d love to hear what’s happening in your state, so please share your story on Twitter or Google+ and tag us (@GoogleForEdu) or include the #GoogleEdu hashtag.

Belgian groceries supplier louis delhaize keeps things fresh with Google Apps for Work

Monday, February 1, 2016

Posted by Jean-Marc van Cutsem, CEO, louis delhaize Delfood, Montignies-sur-Sambre, Belgium

Editor's note: Today we hear from Jean-Marc van Cutsem, CEO at louis delhaize Delfood, a groceries supplier in Belgium with an annual turnover of €160 million. louis delhaize neighbourhood stores have been a fixture of Belgian life for generations, and all of the food they sell – from fresh fruit to baked goods – comes from the Delfood warehouses. Read how this 140-year-old family firm is using Google Apps for Work to create a faster, more efficient business.

It’s exactly 140 years since Louis Delhaize, the fourth son of a Belgian winemaker, followed his three brothers into the groceries sector. The pioneering companies they set up would go on to dominate Belgian chain-store retail, so that generations have grown up knowing they’ll receive friendly, fast service on everyday items at their local louis delhaize store.

For the Delfood team that supplies the food, honoring that trust means staying one step ahead of rising expectations. So when our 2007 email solution was due for an upgrade, we took the opportunity to build a more efficient business.

With help from Fourcast, we began introducing Google Apps for Work in January 2015. After our early adopters and IT department had migrated, Fourcast and HR gathered crucial feedback using Google Forms to ensure that staff were content with the process. By April, the whole company was online, and the new tools were already making a difference.

From warehouse to shop display, we’re delivering food faster with Google Apps for Work. If items from our 9,000 dry and 3,000 fresh food lines arrive damaged at our two warehouses, staff use Hangouts on a Chromebook to provide visual proof to headquarters and inform our suppliers. When food heads out to the stores, we calculate optimal routes for 40 trucks with Google Maps. Once it arrives at stores from our warehouses, our inventory managers and their teams photograph anything in less than perfect condition and upload the image to Google+ for immediate action at headquarters.

In store, floor managers display food according to promotions and advice posted by our experts on Google+. This close communication between our store teams on-site and our experts located across the country helps us arrange our products in the most sensible way for our customers – ensuring, for example, that when strawberries are in season, they’re the first thing customers see.

Google Apps is helping us improve the working lives of staff throughout the company:

The marketing department moves along the promotion decision process much quicker through the real-time collaboration functionalities of Sheets.
Rather than keep time sheets on paper, store staff enter hours directly into Sheets, so that compiling hours can be done in two minutes, instead of a the full day every week it used to take.
All staff, wherever they are, can use Gmail. With its powerful search function, 30GB storage space per user, and seamless integration with Calendar, it’s everything we could ask for.
Departments use Forms to request leave and sales teams use it to report issues in stores.
Chromebooks at our warehouses and owned stores ensure that information travels fluidly around the company instead of only one-way from headquarters.
We use our Google logins to access other Google for Work products, such as Chrome for Work to manage digital signage in stores, and Google Cloud Platform to build internal applications.
Docs and Sheets with their collaborative features help staff at our separate sites feel like part of a larger team.
Our teams receive continued support and advice so that they can find new ways to implement Google Apps with tutorials in-person and on Hangouts from Fourcast.

With Google Apps for Work, we know we always have the latest and best tools at our disposal. Automatic updates to the software mean we can count on Google to cover new needs in an ever-evolving business environment. Being open to innovation has helped us remain a market leader for more than a century, and we plan to honor that legacy well into the future.

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