Google Apps 2009 - Innovation in review webinar

Uploaded by GoogleApps on 18.11.2009


JEREMY MILO: Good morning everyone.
Today is November 18, 2009, and this is the Google Apps
Premier Edition Innovation, year in review webinar.
My name is Jeremy Milo, and I'm the Google Apps Product
Marketing Manager.
First I'm going to start off by saying a few words about
Google's focus on innovation, and then the bulk of this
webinar is going to be a review of what's
new in the past year.
I'm going to cover what's been launched in Gmail and Google
Calendar, and then cover what's new in
Docs, Sites, and Video.
I'm going to give a quick recap of our mobile access
options, and then finish up with what's new with the way
that administrators can manage Google apps.
I'll wrap up at the very end with how to keep up with
future updates.

So today, Google Apps Premier Edition is the most affordable
way for companies to deliver business grade messaging and
collaboration tools to their employees.
But as other vendors reduce their prices, it's Google's
innovation advantage that will continue to
set Google Apps apart.
Google Apps Premier Edition allows businesses to harness
incredibly powerful advances, like the ones we've seen for
consumer web users, in a manageable, secure way that
requires no costly or labor-intensive upgrades.
We've launched more than 100 improvements in the last year,
and the pace of innovation continues to accelerate.
We're fundamentally changing the broken innovation cycle
that businesses have endured for the last decade or so, and
helping companies get on a new innovation trajectory.

With Gmail and Google calendar, our objective is to
provide the best messaging and calendar solution for
And we've launched a number of upgrades and innovations over
the last year that help us achieve that goal.
The first that I want to cover is offline access for Gmail
and Google Calendar.
So with the Google Gears plugin, now you can access
Gmail and Google Calendar right in your browser whether
or not you have an internet connection.
When you use Gmail and Google Calendar offline, the changes
that you make are saved, and the next time you connect back
to your internet connection, the changes are synced with
the server.
And so you have a true online and offline experience with
Gmail and Google Calendar today.
As I run through this presentation, you'll notice
links at the bottom of the page where you can go and find
more information about the topics that I'll be covering.

The next update that I want to cover is Google Apps Sync for
Microsoft Outlook.
This utility is a plugin for Microsoft Outlook that allows
users who prefer the Outlook interface to keep using that
client as their interface to Google Apps.
While they use Outlook interface, on the back end,
it's syncing with Google Apps in the cloud.
And so companies can continue to offer the Outlook
experience to all of their employees or subset of their
employees while not having to maintain the Microsoft
Exchange infrastructure that it typically takes to offer
the Outlook experience.
This is a great way to get users who are maybe a little
less enthusiastic about switching immediately to the
Gmail interface on to Google Apps without causing a

We've also made some great advances in terms of the modes
of communication that are possible right
from the Gmail interface.
Gmail has offered instant messaging for some time, and
over the last year, we also rolled out voice and video
chat right from the browser inbox.
So without switching applications or even leaving
the tab that you're in, you can initiate a conversation
with one of your contacts either by traditional email or
a text instant message, or you can now have a voice chat or
even a video conversation with that person if your computer
has a built-in webcam or a cheap webcam that you can buy
from a variety of retailers.
Really powerful way of communicating.

Gmail is also introducing new features that really take
advantage of the power of the web.
One example is automatic message translation.
So let's say you receive an email from a colleague in
Japan and you can't understand his message
because it's in Japanese.
Well, now in Gmail, you can simply pull from a message
drop-down and translate the message into your native
language, whether it's English or one of many other languages
that Google Translate supports.
You can also translate messages in the other
direction from a language that you're familiar with to a
language that you don't understand and then forward
that translated message on to the next person.

Gmail has also launched some interesting features that make
use of the social graph.
So for example, up at the top of this page here, Gmail
begins to understand who you typically send messages to.
And if, for example, you compose a message to Tim,
Angela, and Bob Jones, but normally you send a message to
Tim, Angela, and Bob Smith, Gmail will recognize that
you've probably got the wrong Bob and it will help you send
the message to the correct person.
Similarly, if you start to compose a message and begin to
add recipients but forget to add other recipients that you
typically communicate with as a group, Gmail will help
suggest new recipients that maybe you forgot to add in the
first place.
Both of these features can be found in the Gmail Labs
settings area.

We've also gotten a lot of feedback about users who want
to do more task management right within the Google Apps
And so over the last year, we launched Google Tasks.
Google Tasks is integrated with Gmail, Google Calendar,
and you can access your task list on the go with your
mobile device.
In the Gmail interface, you can click the Tasks link on
the left side of the page.
It will bring up a small tasks window where you can add
tasks, add deadlines and notes.
And then in Google Calendar, for tasks that are associated
with a deadline, you'll see that task directly within the
Google Calendar interface.
Very handy way of seeing your deadlines and commitments no
matter which application you happen to be using.

Contact management is another area where we've made great
strides over the last year.
For example, in Gmail contacts, now the contact list
supports rich profiles.
So in addition to basic fields like name and phone number and
email address, we also support fields for address and
birthday and notes and other custom fields that may be
important to your business.
We also now support a global contacts list, which means
that not only can administrators set up a list
of contacts that employees should be able to reach out to
from within the company, global context let admins add
contacts from outside of the business like partners and
vendors and suppliers that each and every one of their
employees should have in their contacts list. This is done
from the administrator side.
We've also launched a new feature right in the Gmail
contacts manager to allow users to merge duplicate
contacts with a single click, a very handy feature.
Again, from the administrative standpoint, we've launched a
Google contacts API, which lets administrators
programmatically manage user accounts and the information
associated with each user, rich profiles included.
And finally, contacts now support push notifications and
push updates to mobile devices, including Android
phones, iPhones, Windows Mobile, as well as other
platforms, and I'll speak a little bit more
about that in a bit.
Gmail and Google Calendar have also included a number of
other updates over the last year.
So for example, in Gmail, we now support mail delegation.
And so for example, if you have an administrative
assistant that needs to sometimes manage messages for
you, you can now set your administrative assistant as a
delegate and they can access your account and manage the
messages that you need them to look out for you.
This is a safer way of delegating your email than
sharing your account password.
Gmail also now supports drag and drop message labels.
So instead of pulling from a drop-down menu when you want
to apply a new label to a message, you can simply drag
the label onto the message and the label will be applied to
that message.
Google Calendar now supports sharing and meeting
invitations to groups.
So next time you need to share a calendar or invite a group
of people to an event, instead of adding each and every one
of those individual recipients, you can simply
invite the alias and each of the recipients will receive a
notification that you've shared something with them.
And finally, we now support push email contacts and
calendar for BlackBerry, iPhone, Windows Mobile, and
Android devices, and I'll cover this in more detail in
just a bit.

Now I'm going to move on to the new innovations that we've
launched in Google Docs, Google Sites, and Video, our
private labeled secure version of YouTube that
corporations can use.
Our goal here is to really provide the best tools for
teams to work together.
So in Google Docs, we just recently launched a great
feature that allows you to share entire folders of items
with the people that you collaborate with.
This is handy because oftentimes, a project team,
for example, will have a dozen or up to several hundred
documents that are associated with a certain project.
And instead of having to manage the permissions on each
and every one of those individual items like you've
had to do in the past, now you can drop all those items into
a folder and apply the permissions to the folder.
And each item in that folder will inherit the permissions
that you've set for the folder itself.
So this is a really easy way of managing permissions across
a large number of files.
We've also launched a number of interface improvements
throughout the Google Docs suite.
So now you'll see Google Documents, Google
Spreadsheets, and Google Presentations all have a very
familiar similar look and feel, which makes using these
products much, much easier.
And over time, as you get familiar with the interface,
it becomes much faster to use these applications.

In Google Docs, we've also added the ability for
companies to have a private
document gallery for templates.
We supported templates in the past, but now companies can
create custom, proprietary templates and upload to the
private gallery so that only employees have access to these
custom templates.
This is a great way of sharing corporate
standards within a company.
We've also made some great improvements to Google Forms,
or our surveying tool built right into Google
For example, we've launched the
ability to do logic branching.
So depending on a user's response to a question early
in the survey, you can show them different questions down
the road, depending on what they said earlier.
We've also launched a variety of design teams so you can
really customize the look and feel of the
surveys that you launch.
This is great when you're sharing surveys, especially
outside of the company and want your surveys to have the
look and feel of your business.
For surveys that are being used internally within your
company, we've launched the ability to automatically
collect the respondent's username.
So for example, if you're sending a form out to your
sales team to find out what dates work for a team offsite,
you don't even need to ask the respondent
for their name anymore.
We collect that automatically and put that into the result
set that you'll see in Google Spreadsheets.
And finally, we've launched a much improved
form summary page.
So now, when you want to get a quick snapshot of what the
results of your form look like, you can go to the form
summary page and there's a very nicely laid out summary
of the results right there for you to look at.

The next feature I want to highlight is document
So this is a little bit similar to the translation
feature I showed you in Gmail just a little bit earlier.
In Documents, you can go to the Tools menu and select
Translate Document, and pick a new language for your document
to be translated into.
This is a great way of doing some basic localization of
content that you want to launch in other languages.
Or if you receive a document that's not in your native
language, this is a great way of translating it to something
that you can understand.

The next feature I want to highlights is our spreadsheets
solver function.
So this function allows you to set up a set of conditions and
have Google Spreadsheets automatically optimize a
variety of variables so that the outcome meets your
So for example, if you want to figure out how to distribute
your sales team most effectively throughout Europe,
you can write a basic formula or set of equations that
produce the desired result.
You could have Google Spreadsheets go and find the
optimum distribution for you.

Next up is better drawings in Google Presentations.
So we launched the ability to do drawings a while back.
And on the left side of this page, you can see that you can
do basic flow charts and shapes and arrows and lines.
But more recently, we've added the ability to do higher
fidelity, more complex drawings like the ones you see
on the right side of the page.
These are vector graphics, so another nice thing about these
is that they scale up and down very cleanly as you shrink and
expand the images in your slides.

I also want to mention Google Apps Script.
Google Apps Script, you can think of it
as macros on steroids.
So you can trigger a Google app script from a spreadsheet.
For example, what you see here is a basic expense report
where an employee might have jotted down the details of a
few expenses they incurred on a trip out of town.
With Google Apps Script, you can start to add some basic
workflow to Google Spreadsheets.
So in this example, the submit button will send this
spreadsheet or details about it to the controller.
And then the script can further help the controller
hit the approve button which will send the information to
the payroll system.
The payroll system can go and cut a check to this employee.
So right now, Google Apps Script is available from
Google Spreadsheets, but it's really designed to tie
together all of our applications so you can do
really interesting workflow processes that span Google
Spreadsheets, Google Docs, Google Calendar, and Gmail,
and other applications as we expand the suite.
There are a handful of other Google Docs updates that I
wanted to mention.
First, we've launched better support for importing from
saved files that you might have on your hard drive.
So for example, we now support .docx files, .xlsx, and when
you upload a PowerPoint presentation, for example, the
upload now includes presentation speaker notes.
We've also launched a spreadsheet sheet and cell
protection in Google Spreadsheets.
So if you want to share a spreadsheet with one of your
colleagues but you don't want them editing certain areas of
your spreadsheet, you can protect those and your
recipients will be able to edit only the areas of the
spreadsheet that you want them to change.
We also have included cell validation, which basically
requires you to enter information into a spreadsheet
in the proper format.
So for example, if a certain cell needs to be a number
format, you can make it so that the next person editing
your spreadsheet is not able to enter text into that cell.
It will only accept a number.
In Google Docs, we've launched a very good find and replace
tool, so it's easy to make universal changes
throughout a document.
We've launched better printing and print preview.
And just like we did in Calendar, we've launched
support for sharing with groups.
So instead of having to share a document with 15 individual
people that happen to be part of one team, you can simply
share a document or a spreadsheet or a presentation
with the alias for that group, and the permissions will
automatically be adjusted appropriately for each and
every one of those group members.

We've also launched a whole variety of improvements to
Google Sites.
The first one that I want to mention is page templates in
Google Sites.
Traditionally, when you have a new site and you create a new
page, there are a few different page
types to choose from.
There's a web page, an announcements page, a file
cabinets page, a list page, and a start page, and I'll
talk more about the start page in a bit.
You now have the ability to create any kind of a page that
you want and save it as a template so that the next
person creating a page in your site will see the page
template as an option when they create a new page.
It's a great way of allowing people to make multiple copies
of a frequently used page type.
For example, if you have a site that has a page for each
of your customers, you can now create much more uniformity
over how new customer pages are created.

Just yesterday, we launched the sites templates gallery as
well as a number of pre-built templates to help you achieve
business purposes.
So for example, the gallery now has pre-built sites for
teams, for projects, and things like corporate internet
sites and employee profile pages.
So the great thing is that, in the past, when you started a
new site, you basically started with a blank slate.
Now you can start from pre-built templates that you
can customize for your own purposes.
But they do a lot of the work for you and it speeds up the
time to productivity pretty substantially when you have a
good starting point to start from.
The other great thing about the site template gallery is
that businesses using Premier Edition have a private sites
template area.
So when an employee submits a new template to the gallery,
you can be sure that it's not being shared with the rest of
the world, and that your proprietary templates are
being kept private within your organization.

We've also launched a number of improvements to the search
options with Google Sites.
Initially, you could only search that particular site
when you searched from the search box in a Google site.
Now you can configure that search box to search across
multiple sites, you can integrate that search box with
the Google custom search feature, which basically lets
you search across any website that you want.
And you can also integrate the Google sites search box with
the Google Search Appliance.
So if you have a corporate intranet search solution with
the Google Search Appliance, now you can integrate that
right with Google Sites.

We also have launched a number of a new themes for some
visual flair for your new sites.
You can see here a few dozen site templates that we offer.
It gives you a whole variety of starting points, and of
course each and every one of these templates or Google
Sites themes are further customizable by the user.
So if you want to change the color scheme or the layout,
that's very easy to do right within the
Google Sites interface.

Google Sites has also launched a private gadget gallery.
This basically lets companies create and deploy a set of
proprietary, private gadgets that employees should be able
to use, but that they don't want public for the rest of
the world to have access to.
These private gallery gadgets show up on the left side, the
upper left side of the gadget menu when you go and insert a
gadget into a Google Site.

We've also launched Google Sites API and a variety of
migration tools.
This API lets you migrate content into Google Sites from
other data sources, for example,
SharePoint or Lotus Notes.
And Google Sites now also imports a very high fidelity
XML import and export tool.
The API lets you do things like display content within
Google Sites that originates from third-party software, so
you can plug Google Sites into other solutions.
And the API lets you do things like local content backup if
you want to keep a local copy of the content that your
company has in Google Sites.
All this can be done programmatically through the
Google Sites API.

We've also launched the Secure Data Connector.
This is an interesting tool that lets you plug Google Apps
into firewalled on-premises systems that you may have
running within your business today.
For example, Oracle CRM Solution.
And what's neat about this is you can display data from this
on-premise solution, like the Oracle CRM Solution, directly
inside of gadgets that you might embed in a Google Site.
You can pull this data and display it and manipulate it
in Google Spreadsheets.
And you can use this data and display it in Google App
Engine applications.
This is a really neat way of connecting the cloud-based
services you have with Google Apps with existing technology
that you have running on your corporate premises.
There are a number of other Google Sites updates that I
want to mention here.
First is the ability to configure the left sidebar
navigation gadget so that it automatically updates when you
add new pages to your site.
The links and navigation just sort of follow along when you
create new pages.
And the navigation sidebar gadget also allows for
hierarchical navigation now.
So if you have subpages of an upper level page that you want
to expose in the navigation, it will now show it as a
subpage of its parent page.
We've also launched the start page template page type.
I mentioned this briefly earlier.
The start page is a page type that allows each and every
user of that page to customize it to their own liking.
So it's an area of a Google site that allows each user to
have sort of a private area that's really
uniquely their own.
They can add gadgets to it and add other content to their to
their liking.
And finally, just like I mentioned with Google Calendar
and Google Docs, Google Sites also now supports
sharing with groups.
And so instead of having to manage permissions on a Google
Site for all 15 members of your team, you can simply
share the site with the team's alias and the permissions will
all update themselves automatically so the right
users have access to either edit or view your site.

I also wanted to mention some new features that we've
launched in Google Video for business.
This is our private, secure version of YouTube that lets
companies share information with each other
in the video format.
First of all, we now support larger uploads.
And so with the Google Gears plugin, users can now upload
videos up to 16 gigabytes in size.
That's a big improvement over the one gigabyte limit that we
had before.
Google Video now supports video captioning, so you can
add text captions to your videos.
We support variable speed playback, and so if there's a
segment of a video you want to watch in slow motion, you can
now do that.
On the other hand, if you have a long video that you want to
get through very quickly, you can watch it in double speed
and get through it in half the time.
We've also launched the ability for admins to limit
who can upload to Google Video.
They can select up to 100 approved uploaders, and
everyone else on the domain is only allowed to view videos.
And finally, just like with the other applications, Google
Video now supports sharing with groups.
And so it's very easy to share a video with a whole team just
by putting their alias in the share box.

Now I want to spend a few minutes covering the
improvements we've made to our mobile access.
Our objective here is to really give users access to
all of their information, no matter where they are, no
matter when they need access to it on a mobile device.
On BlackBerry, we now support over the air push email,
contacts, and calendar.
And the way we do this allows users to really take advantage
of the native BlackBerry applications experience that
they're familiar with and that many users really prefer.
The way this works is we now have a system called Google
Apps Connector for BlackBerry Enterprise Server that
integrates with your existing BES server.
And the BES server continues to push data into your mobile
devices, but instead of the BES server needing to connect
with Exchange, the BES server now connects directly with
Google Apps.
For companies that don't run a BES server, we offer mobile
web access to Gmail and Google Calendar and Google Docs,
Google Spreadsheets and so on.
And we also offer an installable application for
Gmail that works great on the Blackberry.

For iPhone, we also offer over the air push email, contacts,
and calendar.
This solution takes advantage of the native iPhone
applications that iPhone users are familiar with and love.
And this solution doesn't require any server hardware
Similar story for Windows Mobile.
We support over the air push email, contacts, and calendar
on this platform.
Users take advantage of the native Windows Mobile
And again, no server hardware is required for this.
And of course, Google has very high-fidelity support for
Android devices.
Google Apps actually tightly integrates into the entire
mobile phone experience.
One of the first things you do when you buy a Google Android
device is you sign in with your Google Apps account.
And for the rest of the time that you own this phone, it's
very tightly integrated with your Google Apps experience.
So it supports over the air push email,
contacts, and calendar.
Your data is exposed in the native Android applications.
And with Android, no server hardware is required.
It's all done over the air directly with Google's cloud.
While we're on the topic of mobile, one more mobile update
I wanted to mention was mobile spreadsheet editing.
With spreadsheets, we offer a format called list view which
is basically a simplified version, simplified view of
the Google spreadsheet.
And now you can actually view spreadsheets in list view and
edit right on your mobile device.
And so next to each row, there's a little Edit link.
And if you hit the Edit link, it brings up a very basic
editor so you can make updates to that row of the
The updates you make on your mobile device are synced back
with the Google servers.
And the next person looking at this spreadsheet, whether
they're on a mobile device or on a computer, will see the
changes that you've made.

Now I'm going to shift gears a little bit and talk about some
of the administrative controls that we've launched in Google
Apps over the last year.
Our goal here is really to deliver a business grade
experience for the management tools that an admin needs to
control what's happening with Google apps, to provide great
integration tools so that you can connect Google Apps with
your other existing technology, and to really
provide the most secure and reliable experience.
The first thing I want to mention is the Google Apps
Status Dashboard that we launched several months ago.
At, you can go and see the current
health of all of the applications in Google Apps.
And so if, for example, a user is having a hard time
accessing Gmail, you can go and quickly check the App
Status Dashboard to see if there is something going on
with Gmail or maybe if it's more likely to be something
that's happening with the user's internet connectivity
which you can solve on site.
This is a great resource and you can actually scroll back
through time with the little link at the bottom of the page
that says older to see kind of the history of the health of
these services.

The next update I want to mention is Google Apps
Directory Sync.
This is a utility that allows you to connect Google Apps to
your central LDAP provisioning system, whether it's active
directory or a Lotus Domino solution.
It basically allows Google Apps to look at that LDAP
solution to automatically provision users and groups out
of domain contacts including rich user profiles, nicknames,
aliases, and so on.
This is a great way of piggybacking on some of the
infrastructure that you already have in place to make
deploying Google Apps even more easy.
And the other nice thing is that with Google Apps
Directory Sync, you don't need to keep two copies of your
user directory information.
You can keep your single copy in your LDAP system, and
Google Apps will basically replicate that automatically.

We've also launched a User Provisioning API that admins
can use to programmatically manage their user accounts.
With this API, you can automatically add, edit,
delete users.
You can manage groups, including nested groups.
You can manage rich user profiles, add, edit, and
delete out of domain contacts, manage group email delivery
permissions, and so on.

We've also launched a variety of settings so that admins can
determine how various applications behave. so for
example, we've launched a Gmail retention policies
setting so that administrators that have a need to force
delete messages after a certain period of time has
passed, they can go ahead and set that up right from within
the control panel.
We've also allowed admins the ability to disable out of
domain instant messaging, voice, and video chat so that
if they want their users to only be able to communicate
through those forms within the company or within their
school, this is now available from the control panel.
As I mentioned before, we've also launched the ability for
admins to specify up to 100 approved video uploaders and
to basically block other employees from adding new
videos to Google Video.

There are a handful of other administrative feature updates
that I want to mention.
First is a great security update.
We now let admins determine how long and how complex user
passwords need to be.
This is a great way of keeping your data more safe.
We've launched support for OpenID login to third-party
services based on your Google Apps user identities.
So for example, if you have other services and you want to
allow your employees to sign in using their Google Apps
credentials, this is now possible with OpenID.
We've launched the ability for admins to really get a more
nuanced picture of how users are using Google Apps through
detailed application usage reporting.
And as I mentioned before, we've launched the Secure Data
Connector to integrate Google Apps with firewalled
on-premise technologies that might already be running
within your business.

So that's the quick recap of what's happened
over the last year.
We've launched over 100 improvements.
The pace has been non-stop, and we definitely expect this
to go even faster in the future.
So we want to make it easy for you to keep up with what's
happening in real-time, and we provide a couple different
ways to do that.
You can get email alerts every time we launch something new.
So on a daily basis, if anything is launched, you'll
get something in your inbox that describes what happened
and how to take advantage of the new functionality.
And you can sign up at this URL.
And if you prefer RSS, we also offer an RSS option.
So with your favorite newsreader, Google Reader or
what have you, you can subscribe to updates through
this RSS feed and you'll see them in your RSS inbox.

And if you've been tuning in but aren't using Google Apps
yet, we highly encourage you to learn more.
You can check out all the details at
Thanks for watching, hope you enjoyed it.