More than 3.5 million paying customers use Google's G Suite to collaborate in real-time at work, and Google just introduced a slew of new features to help them. Here are ten solid tips from Google on how to get the most out of G Suite.
1. Name versions of a Doc, Sheet or Slide.
G Suite customers can now name a version of a document, spreadsheet or presentation to denote which rendition it is. For example, you may label it as "Version 1.0," "Version sent to client," "Version w/ accepted edits," use the date, your name or mark it as final. This will help teams clearly communicate where a Doc, Sheet or Slide currently stands. This feature is now "Version History," formerly called "Revision History," and can be accessed by selecting "File > Version History > Name current version." Customers may also benefit from the ability to view only named versions, to quickly jump through labeled versions.
2. Preview "clean versions" of Docs.
At times, it can be challenging to imagine what the final document looks like when it has suggested edits marked. Now, you can see what your Doc looks like without any of the suggested edits by previewing the clean version. This feature can be accessed by selecting "Tools > Review suggested edits > Preview accept all or Preview reject all."
3. Explore in Docs, Sheets, and Slides.
This functionality brings insights, design tools, and research recommendations so you can create better work, even faster.
- Explore in Sheets helps you decipher data easily by asking Explore -- with words, not formulas -- to get answers about your data. Questions like, "How many units were sold on Black Friday?" or "What is my best-selling product?" or "How much was spent on payroll last month?" can be asked directly instead of creating formulas to get an answer. Explore in Sheets is available on the web, Android, and iOS.
- Explore in Docs provides instant suggestions based on the content in your document, including related topics to learn about, images to insert, or more content to check out in Docs. You can also find a related document from Drive or search Google right within Explore. Explore in Docs is available on Android, iPhone, or the web.
- Explore in Slides makes designing a presentation simple. As you create your slides, Explore dynamically generates design suggestions based on the content of your slides. Then, pick a recommendation and apply it with a single click, without having to crop, resize, or reformat. People save 30 percent of the time they would have spent on formatting when they use Explore.
4. Accept or reject all edit suggestions at once in your Doc.
Often, edits to docs are quick punctuation, grammar, or formatting changes. To help your team save time, you can now accept all changes in bulk instead of going through each individual suggestion. This feature can be accessed by selecting "Tools > Review suggested edits > Accept all or Reject all."
5. Mobile update: suggest changes in a Doc from your device.
Android, iPhone, and iPad users can now suggest changes via mobile to help team members work on the go. This feature can be accessed by turning on the "Suggested changes" toggle in the app. Then, you're set to start typing in "Suggestion mode."
6. Compare documents and review redlines.
This new functionality is the result of Google's venture with Litera Change-Pro and Workshare to offer Add-ons in Docs. Using these companion apps in G Suite, you can compare different versions of documents side-by-side. This new feature will be valuable to all users, especially those in the legal field.
7. Visualize data in Sheets.
Using machine learning, you can visualize data without using a formula. Simply ask Explore to create a "histogram of products sold in 2017" or "bar chart for ice cream sales last month," to automatically create a chart.
8. New templates with built-in add-ons.
Teams utilize templates in Docs and Sheets to save time on formatting, while developers are building add-ons to help teams customize functionality. Now templates and add-ons are coming together to offer templates with built-in add-ons specifically for your organization's workflow. Google teamed up with partners, including LegalZoom, DocuSign, Lucidchart, PandaDoc, EasyBib and Supermetrics to offer five examples in the general template gallery. For example, there is now a Mutual Non-Disclosure Agreement (NDA) template from LegalZoom and DocuSign. Businesses can quickly create an NDA and collect signatures using the DocuSign Add-on for Docs, which will automatically detect the required signature fields on the template.
9. Create your own template with built-in add-ons.
You can create your own template with add-ons that are customized to your company's workflows. For example, you can create an invoice template in Docs, paired with an add-on that pulls information from your CRM system.
10. Google Cloud Search in Docs and Slides.
G Suite Business and Enterprise customers can now use Google Cloud Search within Docs and Slides via the Explore feature. Simply click on the Explore icon in Docs or Slides, and type what you're looking for--a plan you need to reference in Drive, an email, calendar appointment, the internet--and using machine intelligence, Cloud Search will surface the relevant information to help you work more efficiently right within your Doc or Slide.