The Google Apps Blog

More extra storage for less

2009-11-11T02:15:00Z

Posted by Elvin Lee, Software Engineer

When Gmail launched five years ago, it came with a gigabyte of storage space. A gigabyte doesn't seem like very much any more, and now every Gmail account comes with more than seven gigs of space (and growing). Still, some people manage to use up all of this (that's a lot of email...), so for over two years we've offered the option to purchase even more storage. This extra storage acts as an overflow that you only start using when you reach the limit of your free storage, and is shared for use between Gmail and Picasa Web Albums. Picasa has always come with a gigabyte of free storage to share photos, but people need even more storage as they start taking more pictures and moving full resolution backups of their photo collection into the cloud.

While storage costs have been dropping naturally, we've also been working hard to improve our infrastructure to reduce costs even further. Today, we're dramatically lowering our prices to make extra storage more affordable. You can now buy 20 GB for only $5 a year, twice as much storage for a quarter of the old price, and enough space for more than 10,000 full resolution pictures taken with a five megapixel camera. And if you need more than 20 GB, you can purchase up to 16 terabytes!

So if you're running out of space in your overflowing inbox, or want to keep full resolution copies of thousands of photos, visit www.google.com/accounts/PurchaseStorage to see all the plans and to buy more storage.

New additions to the settings page

2009-11-10T23:25:00Z

Earlier today we made two additions to the Google Docs settings page. The first, "Where items open," lets you pick if you want items to open in a new window (how it works today) or in the same window.

A couple weeks ago, we launched "New!" and "Viewed/unviewed" indicators in the docs list which allow you to easily spot brand new and updated items. Since not everyone loves these -- shocking, I know :-) - we also added an "Update indicators" setting, which lets you turn these indicators off.

Posted by: Vijay Bangaru, Product Manager, Google Docs

Choose which messages get downloaded for offline use

2009-11-05T03:17:00Z

Posted by Maria Khomenko, Software Engineer

Like an increasing number of people these days, I like to stay productive during my flights (even those without wifi access). A long flight is a perfect opportunity to go through everything in my inbox and catch up on older mail. I use Offline Gmail in Gmail Labs to access my mail while disconnected. However, up until now, Offline Gmail heuristically picked which messages get downloaded for offline use. This meant that sometimes not enough mail from my Inbox would be available, but the Chat logs that I certainly didn't need on the flight would be there.

From now on, once you enable Offline Gmail from the Labs tab under Settings, you can choose which messages get downloaded. On the Offline tab under Settings, you'll see your current settings and be able to set how much mail you want to download from each of your labels. I chose to download everything in my Inbox and important labels, as well as recent messages from the last month from other labels.

When you hit save, Gmail will synchronize new messages you didn't have downloaded before and remove the ones you're not planning to read from your hard drive. You can always change your settings back to keep fewer or more messages later on -- fewer messages means Offline Gmail runs faster. Questions or comments? Let us know!

With Google Sites and Docs planning Thanksgiving is easy

2009-11-03T19:43:00Z

Every year families come together from all over to celebrate the Thanksgiving holiday. To some people, Thanksgiving brings to mind images of family gathering around a turkey dinner and catching up over heaping servings of pumpkin pie. Others, especially the hosts and hostesses out there, worry about the stress of cooking for 20 people, getting stuck in traffic, picking up relatives from the airport and figuring out where everyone will sleep. If you fall into the second group, why not use Google Docs and Sites to help organize your Thanksgiving chaos this year?

A Google Site is a great way to let everyone know what to bring, provide directions, organize flight arrival times and even plan some post-Thanksgiving events, like football marathons or a little exercise to burn off those pumpkin pie calories.

Use a list page to split up the cooking and show your family what meals they need to prepare.

You can also embed a Google spreadsheet to keep track of everyone's arrival times and get volunteers to pick people up from the airport. You can even insert a flight arrival time gadget so you can avoid circling the airport by making sure flights aren't delayed. To find this gadget, choose 'More gadgets' from the 'Insert' menu and then search for "flight."

Adding announcements to your site will help family members get up to date information. You can display the announcements on the front page of your site, or your family can subscribe to RSS feeds so they get updates whenever there is a new announcement.

Hopefully Sites and Docs make planning your Thanksgiving a little easier this year. Happy Thanksgiving from everyone on the Google Docs and Sites teams.

Posted by: Ashley Chandler, Sites and Docs User Operations

Taking charge of your document sharing

2009-10-28T21:47:00Z

We designed Google Docs to make it easier for users to collaborate with one another — students working on assignments, colleagues designing projects and presentations, and friends and families sharing ideas and planning events together. We think collaboration inspires innovation and learning. That being said, we also recognize that sometimes you may want to share your documents and collaborate with a more limited group. In the spirit of National Cyber Security Awareness Month, we recommend you keep the following document sharing tips in mind.

Share your documents wisely

You can share your Google documents with just about anyone, but if your information is sensitive or confidential, make sure you are only sharing it with people you trust. Avoid inviting an entire mailing list or group if you aren't sure who is in that group or who may be added in the future. Instead, you can individually invite the specific people with whom you'd like to share your document.

By default, if you give other users edit rights to your document, they are able to invite others to view or edit the document, too. We designed the sharing feature this way because we assume that the people with whom you're sharing your documents are people you trust. If it's important to you that your document is only accessed by the people you specifically invite, go to the 'Advanced permissions' tab in your sharing settings and un-check the boxes next to 'Allow editors to invite others to edit or view' and 'Allow invitations to be forwarded.' Un-checking these boxes will make you the only one who can invite people to your document.

Editors and Viewers can also make a copy of your document

Anyone with edit or view access to your document, presentation or spreadsheet can make a copy of that doc. Remember that copying would be possible simply by copying/pasting the contents of a document into another program — even without this specific copy feature. When someone uses the "Make a copy" function (from the File menu) in Google Docs, that person becomes the owner of the new document and can choose to carry over all the collaborators of the copied document or remove them. They can then change the content and publish or share the document with whomever they want. Again, be sure to only share your docs with people you trust.

Removing a viewer or editor from your document

If you would no longer like one or more of your collaborators to have access to your documents, you can remove them. To remove a viewer or editor from a document, go to the 'People with access' tab in your sharing settings and choose 'None' from the drop-down list next to their name. Make sure you also go to the 'Advanced permissions' tab and un-check the box next to 'Allow invitations to be forwarded.' This will disable the invitation that you had originally sent and prevent that person from accessing your doc using that invitation.

These are just some of the options you have available for sharing your documents. For more information about sharing options, visit our Help Center.

Posted by: Ashley Chandler, Online Operations, Google Docs

Gmail account security tips

2009-10-27T20:24:00Z

Posted by Sarah Price, Online Operations Strategist

As part of National Cyber Security Awareness Month, we recently posted about how to pick a smart password. Having a strong password goes a long way in helping to protect your data, but there are a number of additional steps you can take to help you keep your Gmail account secure:

1. Remember to sign out. Especially when using a public computer, be careful to sign out of your Google account when you're finished. Just click the "Sign out" link at the top right corner of your inbox. If you're using a public or shared computer and want to be extra thorough, you can also clear the browser's cache, cookies and history. Then, completely close the browser. On your personal computer, you can also lock your computer with a password-protected screensaver if you need to step away momentarily. Learn the best ways to lock your screen in Windows or in Mac OS X. Forgot to sign out? Open up a new Gmail session on another computer and use Gmail's remote sign out feature to close any sessions that might still be open elsewhere.

2. Be careful about sending certain sensitive information via email. Once you send an email, you're no longer in control of the information it contains. The recipients, if they so choose, could forward the email or post its contents in a public place. Even if you know and trust the people you're emailing, that information may become exposed if their accounts become compromised or they get a virus on their machines. As a rule of thumb, should you need to provide a credit card number or financial account number to respond to a message, provide it over the phone or in person — not over email. And never share your password with anyone. Google does not email you to ask you for your password, your social security number, or other personal information — so don't send it!

3. Enable "Always use HTTPS." Any time you visit a webpage, your computer needs to send and receive information across the Internet. HTTPS is used to encrypt data as it is transmitted between computers on the Internet, so look for the "https" in the URL bar of your browser to indicate that the connection between your computer and Gmail's servers is encrypted. We use HTTPS on the Gmail login page, and you can choose to protect your entire Gmail session with HTTPS as well. HTTPS can make your mail slower, so we let you make the choice for yourself. Open Settings and choose "Always use HTTPS" on the General tab if you want to turn it on.

4. Be wary of unexpected attachments.To help protect you from viruses and malware, Gmail automatically scans every attachment when it's delivered to you, and again each time you open a message. Attachments you send are also scanned. That said, no system is foolproof, so if you happen to get an email from a friend with an attachment you didn't expect, don't be afraid to ask the sender what it is before you decide whether to open it.

5. Make sure your account recovery information is up-to-date. Your account recovery information helps you regain access to your account if you ever forget your password, or if someone gains access to your account without your permission. We currently offer several paths to account recovery. Every Gmail user must select a security question and answer — be sure to choose a combination that is easy for you to remember, but hard for others to guess or come across by investigating. Don't choose a question like "What is my favorite color?" as others may easily guess the answer. We also encourage you to provide a secondary email address and/or a mobile phone number, so we can send you a link to reset your password if you lose access to your account.

You can find additional security tips for Gmail in our Help Center. Learn more about protecting your computer, website, and personal information by checking out our security series on the Google blog or visiting http://www.staysafeonline.org.

Google Docs now more consistent

2009-10-27T16:30:00Z

You have given us clear (and sometimes colorful!) feedback that we should improve consistency across our products. In fact, the highest-ranked idea on the recently launched Google Docs product ideas page today asks us for a "uniform interface."

Today, we're happy to let you know we've standardized the look and feel of the Google Docs editors. Check this out:

The links, title area, menus, menu terminology, and toolbar are now nearly uniform across documents, spreadsheets and presentations.

We're going to continue to converge on smooth, consistent appearance and behavior across all aspects of Google Docs, so stay tuned, and if you have suggestions, let us know on our forum and ideas page.

Posted by: Garry Boyer, Software Engineer and Joseph Wain, User Experience Designer

Data Liberation, "Mark as viewed", and New!

2009-10-26T20:30:00Z

A couple weeks ago, we launched a multi-file uploader to make it much easier for you to put files into the cloud. Today we're launching a new feature to make it much easier to get your content out.

That's right, it's our first major offensive on the Data Liberation Front: "Convert, Zip and Download."

Select one or more files and then click on "Export" from the "More Actions" menu. Next, pick the format (e.g. PDF, Microsoft Word, etc) you want for your exported files. Finally, click "Continue" and we'll give you a nice zip file to download that has all your content.

For now, you can "export" up to 500 MB of content in a single zip file, which is over 20,000 typical files. Sometimes it takes us a few minutes to export really large amounts of files, so instead of making you wait, we added an "Email when ready" option. We'll send you a link when the zip file is ready.

We've made some other improvements to Docs as well. We've added indicators on whether you've "viewed" an item or not. "Unviewed" files are in bold, while "viewed" files are not. You can toggle this setting by selecting the item and clicking on "Mark as (Un)Viewed" in the "More Actions" menu.

We rounded out this feature with a "New!" indicator that is displayed when items are initially shared to you. So when an item is first shared to you, it will be bold ("Unviewed") and marked as "New!". Once you view this item, the item is listed normally. And, of course, when the item is updated by someone else, we mark it as "Unviewed" again.

Give the features a whirl and let us know what you think.

Posted by: Vijay Bangaru, Product Manager, Google Docs

What's new with Gmail on iPhone and Android

2009-10-26T17:14:00Z

Posted by Heaven Kim, Product Marketing Manager, Google Mobile

Back in April, we released a new version of Gmail for mobile, re-designed to be faster, more usable, and offer basic offline support on iPhone and Android devices. The improvements we made to its underlying architecture have made it possible for us to rapidly release new features and further improve performance since then.

Over the last six months, we've added a lot: mute, label management, keyboard shortcuts, smart links, an outbox, and the ability to move messages (label and archive in one step). Some new features, like swipe-to-archive and auto-expanding compose boxes, take advantage of these mobile phones' unique properties. We also made address auto-complete faster, enhanced refresh capabilities, and sped up loading so Gmail for mobile starts in under three seconds on newer smartphones.

We'll continue to add more functionality —and there's no need to download or update anything as long as you have iPhone/iPod touch OS 2.2.1 or above or are using an Android-powered device. Just go to gmail.com from your mobile browser as you do on your PC. To make it easy to access your Gmail account, try creating a home screen link.

Spotlight: Great public templates in the template gallery

2009-10-20T21:20:00Z

Three months ago, we opened up the template gallery to everyone. Since then, we have seen a lot of great templates that cover many different use cases, from fun and imaginative to purely functional. We want to share some with you.

First, let's take a look at one template contributor, Jenny Blake, who has created a number of templates to help you think about your career and your life in general.

Template: Life checklist template
Genre: Life planning
We all get very wrapped up in our busy lives and forget to think of the 'big picture'. This template makes it easy to remember and keep track of what's important in your life.

Template: Professional development strategy
Genre: Career development planning
The path of our career is extremely important and having the right plan is essential to success. This template helps you create a step by step plan from six months down the road to the more long term future. It will help you better understand your goals and where you need to go in order to get to the next step in your career trajectory.

Template: Job interview one sheeter
Genre: Career development-interviewing
Have you ever gone into an interview and weren't prepared for a certain question? The best way to avoid this uncomfortable situation is to be organized and prepared. This template should cover all the basics and helps you better know and articulate your story when interviewing for that important position.

Here are three additional templates highlighting a variet of use cases.

Templates: A 2000 purple calendar, January 2010 monthly calendar
Creator: on-lineordering.com
Genre: Organization
With 2010 just around the corner, choose from 6 different 2010 calendar colors to start organizing your year. If you prefer to organize your life month by month instead of a yearly glance, simply upload the January 2010 template below when the New Year hits and you'll be able to have a month by month look at what's ahead.

Template: Maths planning template
Creator: James Mansell
Genre: Lesson planning
For all you math teachers or teachers of any subject really, this is a lesson plan template which will guide you through a days lesson from beginning to end on a weekly basis.

Templates: Paper writing outline #1, Paper writing outline #2
Creator: Lutz Hohle
Genre: Paper writing
Whether you're writing a book or a paper for school, these templates provide a nice outline for many types of writing, including ways to reference citations and headings to break up the various sections of the writing.

If you like what you see, click on any template above and choose 'Use this template'. This will create a copy of the template and store it in your docs list so you can use it and share with others.

Do you have a Google document, presentation or spreadsheet you think others could use as a starting point? Contribute it to the public template gallery.

Posted by: Joelle Fornengo, Docs User Operations

New in Labs: Google Docs previews

2009-10-15T20:11:00Z

Posted by Steven Saviano, Software Engineer

Being an avid Google Docs user, I receive a ton of emails with links to documents that my co-workers and friends share with me. From technical design documents at work to my roommate's expenses spreadsheet, my inbox is full of document links that I need to view as I reply to my mail.

Opening these links in another tab or window is kind of annoying, plus it can be tough to keep the context of the email in mind while viewing the document.

Starting today, you can preview the contents of a Google document, spreadsheet, or presentation right in your Gmail inbox — just like you've already been able to do with YouTube videos, Yelp reviews, and Picasa and Flickr albums. Gmail will automatically detect when you receive a document link and display the name and type of doc below the email.

Just click "Show preview" and the contents of the document will display right there — no need to switch back and forth between email response and document.

To enable Google Docs previews, go to the Labs tab under Settings. Let us know what you think and what else you'd like to see while viewing docs in Gmail.

New in Labs: Got the wrong Bob?

2009-10-13T16:02:00Z

Posted by Ari Leichtberg, Software Engineer and Yossi Matias, Head of Israel Engineering Center

When's the last time you got an email from a stranger asking, "Are you sure you meant to send this to me?" and promptly realized that you didn't? Sometimes these little mistakes are actually quite painful. Hate mail about your boss to your boss? Personal info to some random guy named Bob instead of Bob the HR rep? Doh!

"Got the wrong Bob?" is a new Labs feature aimed at sparing you this kind of embarrassment. Turn it on from the Labs tab under Gmail Settings, and based on the groups of people you email most often, Gmail will try to identify when you've accidentally included the wrong person — before it's too late.

If you normally email Bob Smith together with Tim and Angela, but this time you added Bob Jones instead, we'll warn you that it might be a mistake. Note that this only works if you're emailing more than two people at once.

While we were at it, we also changed the name of "Suggest more recipients" to "Don't forget Bob" — the two related Labs features just kind of went together better this way.

If you want to test "Got the wrong Bob?" out, try faking a mistake like this:
1) Think of three people you often email together.
2) Compose a message to two of them.
3) Start typing the third member of the group (for help you can use one of the people we suggest in "Don't forget Bob"), but then auto-complete on the wrong name.

If you have suggestions please let us know. And if "Got the wrong Bob?" happens to save you from making a really bad mistake, we want to hear about that too.

Shared folders and more in Google Docs

2009-10-12T20:05:00Z

Today, we are happy to announce the updates to the Google Docs docs list that we promised in July. We're rolling out these updates gradually, so they should be available to everyone soon. The biggest update is the introduction of shared folders -- far and away the most requested Google Docs feature. Shared folders work how you would expect them to and we hope they will make it easier for teams and groups to collaborate on documents together.

To share a group of items, all you have to do is put them all into a folder and share the folder. As you'd expect, if you add an item to a shared folder, it will automatically be shared and if you add someone to an existing shared folder, they will instantly get access to all of the folder's content.

We've also made it easy to upload multiple items to Google Docs. Instead of picking one file at a time, our new upload page lets you choose multiple files and upload them simultaneously, in just a couple of steps.

First click on "Select files to upload" and use "Shift" or "Ctrl" to pick multiple files. Then press "Start upload". We added progress bars so you'll be able to watch the upload as it progresses.

We've also brought back "Items not in folders" (under "More searches"), based on your feedback.

On the whole, "Items not in folders" works the same

When you create an new item or an item is directly shared to you, it's in "Items not in folders".
When an item is shared to you via a folder, it's not in "Items not in folders".
When you add an item to a folder, it will no longer be in "Items not in folders".
When you remove an item from all its folders, it will once again be in "Items not in folders".

Since many of you have been using this view as a workflow tool (perhaps you keep drafts and to-do's "not in folders" and then when they are done, move them to a folder), we've made one change to ensure the filter functions as expected in light of the new shared folders. If you share an item with me and I put it in a shared folder, it is still in your "Items not in folders" view. The reason is that I shouldn't be able to change your workflow. As a result, you'll occasionally see an item with a folder tag in your "Items not in folders" view. This is an item that someone else put in a shared folder, but you've never put in a folder.

And finally, we've also updated the look of the interface. For the most part, we changed colors, spacing and moved some buttons around, but we also improved the old "Move to" dialog. The new "Folders" dialog let's you completely control which folder or folders an item is in. And when you're in a folder, you also have the "Move to" dialog which lets you quickly move an item to a different folder.

Please try out the new features and let us know what you think.

Posted by: Vijay Bangaru, Product Manager, Google Docs

Getting Gmail on your phone

2009-10-12T17:45:00Z

Posted by Shyam Seth, Product Manager, Google Mobile

Checking Gmail on your phone isn't reserved for those of us with extra fancy mobile devices — sure, it's easier to use Gmail when your iPhone has a touchscreen or there's a downloadable app built especially for your BlackBerry, but Gmail is available on almost all mobile devices today. If your phone has a data plan, it can get Gmail. There are two main ways to check your messages on the go:

(1) Go to gmail.com in your mobile browser
The easiest way to check Gmail from your phone is to go to gmail.com in your device's mobile browser. That opens a version of Gmail built especially for small screens, where you can see messages grouped into conversations, search through your mail, or flag important messages with stars. On some devices (iPhone and Android), Gmail offers some additional features like the ability to add and remove labels and basic offline support. Text the link to your phone to get started.

(2) Use your phone's built in email application
Many mobile devices come with native mail applications pre-installed. Setting up Gmail to work with them is usually pretty straight-forward and there is often a wizard to help. If you have an iPhone or Windows Mobile device, you can get push Gmail using Google Sync. Otherwise, you can set things up using IMAP with these step-by-step directions for specific devices. Depending on your particular phone, you may notice features such as search, conversations, and stars missing. On the plus side, these applications tend to start up quickly and work even when you're not connected to the internet.

For more information, check out this new beginner's guide.

New features for drawings in Google Docs

2009-10-09T17:00:00Z

We'd like to let you know about a few new features we added to drawings in Google Docs. Choose 'Insert Drawing' in any document, spreadsheet, or presentation to check them out.

Custom shapes and lines
You can now draw lines with multiple segments and create your own custom filled shapes. To try this, select 'Polyline' from the toolbar (to the right of the scribble tool). You can close shapes, fill them, and even move around points on a line by double-clicking the line.

We know many of you may be frustrated by the lack of ninja-related clip art in Google Docs presentations. Check out this example built with polylines:

Here is another example of a polyline.

And another.

Snap to Guides

When creating complex diagrams, drawings, and workflows, you usually want shapes to line up well, even when they're not right next to one another. Unfortunately, it's tricky to line up shapes by hand. Snap to Guides helps you align shapes with the canvas and with other shapes. This feature can be enabled by selecting 'Snap to Guides' from the edit menu.

Draw multiple lines

Finally, we made it easier to quickly draw a sequence of related lines. Now when you finish drawing a line, arrow, or scribble, you stay in line drawing mode so you can start a new line immediately. This new mode is always on, but you can return to the select tool by hitting escape or clicking the arrow on the toolbar.

Please let us know what you think on the help forum.

Posted by: Chris Nokleberg, Katie McGrath, and Steve Kobes, Software Engineers

Picasa Web Albums integration, site feeds, and page templates in Google Sites

2009-10-08T21:13:00Z

Many people use Google Sites as a way to keep friends and family updated on what's going on in their lives. Great photos add color and personality, which is why we've made it easier to insert your Picasa Web Albums photos into a site. The 'Insert' menu now includes an option to insert a photo.

You can also upload a photo directly to Picasa Web Albums from within Google Sites using the 'Upload Photo' tab in the insert dialog.

Note that Picasa Web Albums is not available in Google Apps, so this option will not appear for Google Apps users.

We've also made it easier for your friends and family to follow updates on your site. You can now access any announcement page as a feed by adding posts.xml to the end of that announcement page URL. For example, this is the feed URL for our sample ski club site:

http://sites.google.com/a/googleuniversity.org/ski-club/Home/Ski-Club-Announcements/posts.xml

Feeds are also available for site comments (add "comments.xml") and site activity (add "activity.xml"). Announcement and comment feeds follow the permission of the site and require authentication for private sites. This means online feed readers which don't support authenticated feeds won't be able to subscribe to private site feeds or site activity.

Lastly, we also added the ability to create custom page templates for a site. Creating a page template lets you define default content as well as settings, like layout, that other collaborators can use when they create a new page. For example, if you are working on an intranet site, you can create a department page template and use that template for each department page. This saves time and adds consistency to your site.

Posted by: Scott Johnston, Senior Product Manager, Google Sites

Quickly view formatted PDFs in your search results

2009-10-07T18:20:00Z

Two weeks ago, we launched the Google Docs viewer, which made it easier for webmasters to embed PDFs in their sites and let visitors view these PDFs in their browsers with the formatting intact. Today, the search team has brought the same functionality to PDFs in Google search results. To learn more, check out the post on the Official Google Blog.

Posted by: Jesse Kinkead, Software Engineer

Choosing a smart password

2009-10-07T01:58:00Z

Posted by Michael Santerre, Consumer Operations Associate

As part of National Cyber Security Awareness Month, we'd like to take this opportunity to remind you about smart password practices. Help ensure you're protecting your computer, website, and personal information by checking out our security series on the Google blog or visiting http://www.staysafeonline.org.

Phishing, a topic that's been in the news, is unfortunately a common way for hackers to trick you into sharing personal information like your account password. If you suspect you've been a victim of a phishing attack, we recommend you immediately change your password, update the security question and secondary address on your account, and make sure you're using a modern browser with anti-phishing protection turned on. Keep an eye out for the phishing warning Gmail adds to suspicious messages, and be sure to review these tips on how to avoid getting hooked.

Creating a new password is often one of the first recommendations you hear when trouble occurs. Even a great password can't keep you from being scammed, but setting one that's memorable for you and that's hard for others to guess is a smart security practice since weak passwords can be easily guessed. Below are a few common problems we've seen in the past and suggestions for making your passwords stronger.

Problem 1: Re-using passwords across websites
With a constantly growing list of services that require a password (email, online banking, social networking, and shopping websites — just to name a few), it's no wonder that many people simply use the same password across a variety of accounts. This is risky: if someone figures out your password for one service, that person could potentially gain access to your private email, address information, and even your money.

Solution 1: Use unique passwords
It's a good idea to use unique passwords for your accounts, expecially important accounts like email and online banking. When you create a password for a site, you might think of a phrase you associate with the site and use an abbreviation or variation of that phrase as your password — just don't use the actual words of the site. If it's a long phrase, you can take the first letter of each word. To make this word or phrase more secure, try making some letters uppercase, and swap out some letters with numbers or symbols. As an example, the phrase for your banking website could be "How much money do I have?" and the password could be "#m$d1H4ve?" (Note: since we're using them here, please don't adopt any of the example passwords in this post for yourself.)

Problem 2: Using common passwords or words found in the dictionary
Common passwords include simple words or phrases like "password" or "letmein," keyboard patterns such as "qwerty" or "qazwsx," or sequential patterns such as "abcd1234." Using a simple password or any word you can find in the dictionary makes it easier for a would-be hijacker to gain access to your personal information.

Solution 2: Use a password with a mix of letters, numbers, and symbols
There are only 26^8 possible permutations for an 8-character password that uses just lowercase letters, while there are 94^8 possible permutations for an 8-character password that uses a combination of mixed-case letters, numbers, and symbols. That's over 6 quadrillion more possible variations for a mixed password, which makes it that much harder for anyone to guess or crack.

Problem 3: Using passwords based on personal data
We all share information about ourselves with our friends and coworkers. The names of your spouse, children, or pets aren't usually all that secret, so it doesn't make sense to use them as your passwords. You should also stay away from birth dates, phone numbers, or addresses.

Solution 3: Create a password that's hard for others to guess
Choose a combination of letters, numbers, or symbols to create a unique password that's unrelated to your personal information. Or, select a random word or phrase, and insert letters and numbers into the beginning, middle, and end to make it extra difficult to guess (such as "sPo0kyh@ll0w3En").

Problem 4: Writing down your password and storing it in an unsecured place
Some of us have enough online accounts that we may need to write our passwords down somewhere, at least until we've learned them well.

Solution 4: Keep your password reminders in a secret place that isn't easily visible
Don't leave notes with your passwords to various sites on your computer or desk. People who walk by can easily steal this information and use it to compromise your account. Also, if you decide to save your passwords in a file on your computer, create a unique name for the file so people don't know what's inside. Avoid naming the file "my passwords" or something else obvious.

Problem 5: Recalling your password
When choosing smart passwords like these, it can often be more difficult to remember your password when you try to sign in to a site you haven't visited in a while. To get around this problem, many websites will offer you the option to either send a password-reset link to your email address or answer a security question.

Solution 5: Make sure your password recovery options are up-to-date and secure
You should always make sure you have an up-to-date email address on file for each account you have, so that if you need to send a password reset email it goes to the right place.

Many websites will ask you to choose a question to verify your identity if you ever forget your password. If you're able to create your own question, try to come up with a question that has an answer only you would know. The answer shouldn't be something that someone can guess by scanning information you've posted online in social networking profiles, blogs, and other places.

If you're asked to choose a question from a list of options, such as the city where you were born, you should be aware that these questions are likely to be less secure. Try to find a way to make your answer unique — you can do this by using some of the tips above, or by creating a convention where you always add a symbol after the 2nd character in the answer (e.g. in@dianapolis) — so that even if someone guesses the answer, they won't know how to enter it properly.

Get your money's worth with cloud-based messaging

2009-10-06T17:39:00Z

Do you know how much your email system is costing you? More than just the necessary hardware and software systems, email also requires substantial time and money for maintenance and upkeep. In-house email calls for patches, precautions to maintain high availability and disaster recovery, and the never-ending work it takes to secure and protect email from spam, phishing, and malware.

In a September 2009 study, Osterman Research found that decision makers typically underestimate the cost of providing messaging services. According to Osterman, one-quarter of decision makers believe that their organizations spend less than $10 per seat per month to provide messaging services, while another one-third believe they spend anywhere from $10 to $15 per seat per month – but this cost estimate leaves out several important factors, particularly maintenance.

The research firm also found that the use of cloud-based email can allow organizations to focus more on their core business rather than devote resources to managing the messaging infrastructure.

Another analyst firm, Forrester Research, found that for a 15,000-person firm requiring archiving, the fully loaded cost of on-premise email was $25.18 per user per month compared to a cost of $8.47 for Google Apps.

But it's not all about cost savings – you need more than just a cheaper messaging solution. You also want one that can help your workforce achieve more. Moving to the cloud and Google Apps can help you streamline your IT infrastructure and provide a platform for innovation and increased employee satisfaction.

On October 8, join us for a live webcast as Google Apps expert, Rhonda Stites, walks through a simple financial model that evaluates the savings in adopting Google Apps. You will hear about real customer experiences, get your questions answered and have the tools you need to bring substantial value to your organization.

Register now to learn more about the potential cost savings for your organization.

Save Money with Cloud Computing and Google Apps
Thursday, October 8, 2009
11:00 a.m. PDT / 2:00 p.m. EDT / 6:00 p.m. GMT

We hope to see you there!

Posted by Serena Satyasai, Google Apps team

*Note: The pricing and features available in each architecture vary by provider. Download the full independent research report, “Should Your Email Live In The Cloud? A Comparative Cost Analysis,” Forrester Research, Inc., January 2009.

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Translation functions in spreadsheets

2009-10-01T23:20:00Z

Earlier this week, we added two functions to Google spreadsheets that add translation and language detection capabilities.

=GoogleTranslate("Hola, ¿cómo estás?","es","en") gives "Hi, how are you"
=DetectLanguage("Hola, ¿cómo estás?") gives "es"

Breaking down the first function, =GoogleTranslate("field one", "field two," field three"), the first field should be the text you want to translate -- in this case "Hola, ¿cómo estás?". The second field should be the two letter language code of the text you want to translate -- "es" is the two letter code for Spanish. Lastly, the final field indicates which language you want want the text to be translated into -- "en" is the two letter code for English. If you leave out the last field, the function will automatically translate the text into the language of the spreadsheet. The second function, =DetectLanguage("field one") works similarly and outputs the two letter language code of the text.

These functions open up some fun and interesting ways to use forms. For example, you could collect comments in many languages and use the two functions together to automatically translate responses into your native language.

If you hover over a cell with translated text, the original text is displayed.

If you want to try it out for yourself, check out this template. We're excited about the possibilities this opens up and we hope you enjoy translating your spreadsheets.

Posted by: Frank Tang, Software Engineer