New G Suite Updates for Better Security & Efficiency

Google just announced a series of updates designed to improve the apps and services they offer through G Suite. These updates are mostly addressed to account administrators, who will be the ones using these new tools and features, but we believe it’s best everyone knows about them.

This way, you can ask your admin about implementing them and can discuss any changes that may be necessary once the updates roll out.

#1: Fundamental Device Management for All Desktop Computers

All desktop devices that log in to G Suite will get fundamental device management by default. This means the administrator will be able to track when a user signed in to their G Suite account and the details of the device they used. Furthermore, the administrator can also sign a user out due to this feature.

Why is this important?

It lets you track who accesses the network and when, and provides valuable information on how to keep the network secure and up to date. It also lets you remove any devices from accessing your organisations data in case one of them gets stolen or is compromised.

After the update, this feature will be available by default, without having to install any additional apps or software. However, you should know its possibilities are limited as its goal is to provide a basic data set and not a complete view of your systems.

Furthermore, the update also improves endpoint verification. As you can see in our video here, admins had to install an extension for endpoint verification, but with the new update, it is easier to deploy and maintain.

To learn more, read the article here.

You can filter for “Fundamental” managed devices at Admin console > Device management > Devices

A device page with information provided through fundamental device management

#2: Dynamic Context-Aware Access is Generally Available

Context-aware access will be made available for G Suite Enterprise and G Suite Enterprise for Education domains.

The Dynamic Context-Aware feature lets admins set up different access levels based on a user’s identity and the context of their log in request. For instance, if a user logs in from the office, their access rights could be more permissive than when they log in from home or a coffee shop.

Why is this important?

You’ll have more control over who gets access to sensitive information (like the Gmail account of the organisation) and in what context. For instance, you can set a specific list of approved office IP addresses that have access to sensitive accounts. As a result, it adds another layer of security to keep the bad guys out. It can also be helpful to keep your intellectual property within the office and not accessible remotely.

To learn more, click here.

#3: New Rules to Automate Actions and Alerts through the Security Center

With this update, G Suite admins will have access to a new rule type that allows them to automate security management tasks.

For instance, this new type of rule lets administrators create Activity Rules, which are based on log events, allowing them to monitor log entries and the actions they trigger. Overall, this is an improvement in security and reduces the time between the moment a risk alert is created and the moment preventive actions are put in place.

Why is this important?

This feature makes it easier to automate remediation actions, set up alerts, and overall reduce the amount of damage that can happen before anyone is made aware of the situation.

To learn more, click here.

#4: Use Your Browser to Create New Docs, Events, & More

With this feature, users can just type ‘’ in Chrome and instantly get access to a new Google Doc template. The ‘.new’ extension works for spreadsheets, slides, forms, Calendar, Keep, and Sites.

The current “.new” domains are:

Why is this important?

It reduces the time spent with creating a new file, calendar event, or note and encourages users to use the browser for office activities.

Here you can learn more about this feature.

#5: Comprehensive Mail Storage Activated by Default

Comprehensive mail storage is a feature that allows for a copy of all sent and received messages on your domain (regardless of email client) remains stored in the associated users’ Gmail mailboxes.

This way, if an account is compromised or the data gets deleted, you will still have a copy of the original messages.

Why is this important?

After the update, this feature will be activated by default (it used to be disabled) and will back up all the messages sent using G Suite services (emails, Calendar, Drive or others) as an extra security measure.

To learn more, read here.

#6: Updates for Hangouts Meet

The Hangouts Meet software gets a series of improvements that make it more convenient and easy to use.

One of the updates will allow G Suite Enterprise users to organize meetings with up to 250 participants (the entry can be video or dial-in). The feature also affects G Suite Business users (max 150 participants) and Basic users (max 100 participants).More on this, here.

Another update brings forth a better-looking interface, new controls, and cooler fonts. More about this here.
This will also apply for Hangouts Meet Hardware devices.

Finally, Hangouts Meet gets support for live captions for iOS devices (the feature is already available for web and Android devices). Here you can find more details about this.

#7: Updates on the Directory Settings Section

This section is used to provide end-users with access and control over the parts of the organisations directory information they can see and change. After the update, admins will get to use a new interface that will offer three sections: Sharing, Profile, and Visibility settings.
To learn more about this change, please click here.

#8: Cloud Search Gets a New Face

Finally, users will get to enjoy a more refreshed and well-organized Cloud Search interface with new controls, fonts that are easier to read, and more.