Keyboard Accelerators in Google Spreadsheets

Google Spreadsheets has recently added an interesting feature: keyboard accelerators for menus, but it only works in Chrome. You can now press Alt+F (or Ctrl-Option-F for Mac) to open the File menu. Then type one of the underlined characters to select an option. It's now much easier to use features that don't have keyboard shortcuts, just like in a native application.


Chrome is the only important desktop browser born without menus and that's probably the reason why web apps can override shortcuts like Alt+F. It's important to point out that you can use shortcuts like Alt+F and Alt+E to open Chrome's wrench, but not in Google Spreadsheets.

While Chrome's interface was so great that many other browsers used it as an inspiration, Google Docs continues to use the old-school menus from Microsoft Office 2000.

Google Docs Will Improve Paragraph Styles and Add More Fonts

An upcoming Google Docs update will bring a better interface for selecting paragraph styles and new features that lets you customize styles.



Google Docs will also add some new open source fonts from the Web Fonts project: Amaranth, Arvo, Dancing Script, Lobster, Merriweather, Open Sans, Philosopher, Quattrocento.


Google has recently updated the Android app for Google Docs and added offline support, while also improving the reading layout for tablets.

Update (February 6): Custom styles are now available.

{ Thanks, J. }

Two Ways to Export Your Google Docs

Google Takeout supports a new service: Google Docs. Now you can use the same interface to batch export your documents.


I tried both Google Takeout and the built-in feature from Google Docs that lets you download your documents. Even if they have the same purpose, they're quite different. The Google Docs feature is more flexible: you can choose to download only spreadsheets or presentations and skip all the other documents. You can also skip the files uploaded to Google Docs and not converted to a Google Docs format (for example: PDF files, archives and video files). Google Takeout has a "configure" feature, but you can't skip one or more document types. Another subtle difference is that Google Takeout lets you export only the files that you own, while Google Docs exports all the files from your account.


How to export all your files from Google Docs? Just go to the Google Docs homepage, select one or more documents, click "More" and then "Download", click the "All items" tab, pick your favorite formats and click "Download". The process is not that intuitive and you shouldn't have to select a file to see the download option.

{ via Data Liberation Blog }

Google Starts Exporting Notebooks to Google Docs

Google Notebook is one of the many Google Labs services that will be shutdown. The team stopped developing the service three years ago and it's surprising that you can still use most of the features in the latest versions of Chrome, Firefox and other browsers.

A message now informs users that Google "will automatically export your Notebooks to Google Docs starting November 11, 2011". The FAQ explains that "once we start the transition, each notebook you have will automatically be exported to Google Docs. We will do this for every single notebook, and you won't have to do anything. This export will work the same as the existing 'Export to Docs' feature in Notebook. The format of the new documents will be as if you manually exported each of your notebooks to Docs."


Google hasn't released a new app for notes probably because the Google Docs word processing app is good enough to handle notes. There's even a cool Chrome extension developed by Google that lets you take notes and synchronizes them with Google Docs.

{ Thanks, Shahed and Taylor. }

No More GoogleLookup in Google Spreadsheets

One of the most useful Google Spreadsheets features is the GoogleLookup function, which allows you to find simple facts and quickly create a spreadsheet using Google's data. Unfortunately, the function will be removed at the end of the month and this will break a lot of spreadsheets that use it.

"As of November 2011, the GoogleLookup function will no longer be supported. This function relies on technology from Google Squared, a Google Lab that's been deprioritized. To save your data, copy the selection that contains GoogleLookup functions. Then, go to the Edit menu, navigate to Paste special, and select Paste values only. When the function is no longer supported, cells containing GoogleLookup functions will return #NAME? errors," explains Google.


Well, GoogleLookup was released long before Google Squared (2006 vs 2009) and it relied on Google's Q&A feature, which is still available.

Here's a way to use the ImportXML function to extract facts from Google Search (the mobile interface):

=RegExExtract(ImportXML("http://www.google.com/m/search?q=sri+lanka+capital", "//span[@class='waa4kx']"), "-(.*)")

Can you find a better way?

{ Thanks, Jérôme. }

Prevent Viewers from Downloading Google Docs Files

If you upload a PDF file to Google Docs and share it with other people, they can download it, print it and copy the file to their accounts. Now you can prevent other people from downloading the file from the Google Docs homepage: just right-click the file and select "Prevent viewers from downloading".


For videos, this option is also available in the File menu, where you can uncheck "Viewers can download this file".

While Google removes the download buttons and menu items from the user interface, there may be other ways to download the files.

{ Thanks, Bill. }

Sites in Google Docs?

Aaron, a reader of this blog, noticed that one of his sites created using Google Sites is now listed in Google Docs. "I have an item with a Google Sites icon showing up in my Google Docs home list. Clicking on the link only marks the check box. It's currently not linkable," says Aaron.

The Google Sites icon can already be found in the Google Docs code (here's the URL), but that's not new. It looks like Google Docs will be a central repository for all the files uploaded to Google or created using Google's services, just like Google+ will be Google's sharing platform.


{ Thanks, Aaron. }

More About Google Drive

Google Drive is just a new name for Google Docs, so you shouldn't expect a new service. What you can expect is a new software that synchronizes your files with Google Docs and more free storage.

Felipe Zorzo found an evidence (English translation) that Google Drive is also the name of a downloadable software. The clue is a new menu item titled "Download Google Drive" that's disabled by default. To enable it, Felipe opened Google Docs, then loaded Chrome's Developer Tools, switched to the Scripts tab and searched for cookieFetchElement. He clicked on the row number (365) to set a breakpoint, reloaded Google Docs, went back to the Developer Tools and pasted the following code in the console:

config.ed = true; config.ddu = '.';

After going back to the Scripts tab, he clicked the "pause" button (F8) and switched to the Google Docs tab.



At the moment, you can't download the Google Drive software, but it will be interesting to see if it's better than Dropbox.

{ Thanks, Rodrigo. }

Update for Offline Google Docs

Offline Google Docs has an updated interface that looks more like the regular version of Google Docs. At launch, Google used a completely different interface. Google Spreadsheets and the Google Docs word processor still use the old interface in the offline mode.


A better idea would be to use the same interface for the regular Google Docs and the offline mode, but gray out the features that aren't available in the offline mode. This way, the transition between the two interfaces would be almost seamless.

{ Thanks, Filipe. }

The New Version of Google Presentations

There's a new version of Google Presentations that has both a new interface and new features that bring it on par with the other Google Docs apps. To try the new version, go to the settings page, select the "editing" tab, enable "Create new presentations using the latest version of the presentation editor", go back to Google Docs and create a new presentation.


Google Presentations has an HTML5 rich-text editor created from the scratch by Google and initially available in Google's online word processor. The editor supports character-by-character collaboration, transitions and animations, rich tables with merged cells, drawing charts and diagrams within the presentation and using shapes to link to other sides. Google Presentations also includes some new themes.




"At this time, it's only possible to create new presentations in the new version of Google presentations. Older presentations will remain in the old format for the time being, and we'll eventually upgrade them to the new format to give you all of the benefits of using the new version. You can copy old presentations into the new version by using the import slides feature or by copying and pasting slides using the web clipboard," explains Google. "With today's launch, the Google Docs suite is now built on a single, solid foundation. Now that the groundwork is in place, you can expect more useful and collaborative features, delivered faster than ever before," promises Google.

{ Thanks, Andrew. }

Google Drive, a New Name for the Google Docs Homepage?

TechCrunch has recently reported that the subdomain drive.google.com has been added to a Chrome file and a Google Docs message includes a reference to Google Drive.



The source code of Google Docs files has many messages related to "Google Drive", but all of them have one thing in common: they replace similar messages that include "Documents List". Here are two examples: "items haved been removed from your Documents List" / "items haved been removed from your Google Drive", "Add to my Documents List" / "Add to My Google Drive".


This suggests that Google Drive could be the new name of the Google Docs List, while Google Docs could be detached from the file storage interface and only be an online office suite. Google Docs is not the right name for an online storage application that lets you upload not just documents, but also music, videos, archives, photos and other files. Hopefully, the rebranding will bring more free storage, file syncing apps for mobile and desktop and integration with third-party apps.

Steven Levy's "In the Plex" included an interesting story about Google Drive being superseded by Google Docs because "files are so 1990". Google's Sundar Pichai said that "when people use our Google Docs, there are no more files. You just start editing in the cloud, and there's never a file." Google Drive might be a better name for a service that stores user files, whether they're created using Web apps, mobile apps or desktop apps.

Customize Google Docs Interface

If you switched to the new Google Docs interface and wondered why there's so much whitespace, I have a good news for you: Google Docs has two new options for adjusting display density. Click the new settings drop-down and select one of the three options: comfortable (the default option), cozy and compact (similar to the old interface). My favorite option is "cozy", which is both clean and compact.




Another change is that the details pane is no longer a sidebar. If you want to find more information about a document, select it and click "Details". Google Docs will display an overlay that includes a large thumbnail, sharing information, the list of collections where you placed the document and some other information.


There's also a button for sharing the selected documents and some new icons for documents, spreadsheets, drawings, presentation and other files.

{ Thanks, Tom. }

Fusion Tables, a New Google Docs App

Aaron, a reader of this blog, spotted a new option in Google Docs: creating tables. It seems that Google Docs started to integrate with Fusion Tables, a little-known Google service that lets you manage large data sets.


I don't see "table (beta)" in Google Docs, so this could be a slow rollout or just a limited experiment. Fusion Tables already has a Google+ interface:


"Google Fusion Tables is a modern data management and publishing web application that makes it easy to host, manage, collaborate on, visualize, and publish data tables online." You can find some examples in the gallery. There are also many tutorials that help you create tables and turn them into maps.

{ Thanks, Aaron. }

Offline Google Docs

As promised, Google started to roll out the offline version of Google Docs, but don't expect too much. Much like the offline Gmail and offline Google Calendar, Google Docs works offline only if you use Chrome and install an app from the Chrome Web Store.

When you're offline, Google Docs shows a simplified interface that only lists the documents and spreadsheets that are cached. You can only view them, so most of the features from Google Docs menus are disabled.




Just like the offline Gmail, Google Docs uses a different interface that can also be accessed when you're online if you go to: https://docs.google.com/offline/. "Offline access is available only for documents and spreadsheets. When you have Google Docs open and have an Internet connection, your most recently opened documents and spreadsheets will sync and become available offline. Presentations, drawings and other items are not currently available offline," explains Google.


Another downside is that you can't edit your documents and spreadsheets, a feature that was available in the Gears implementation.


Right now, offline Google Docs is very limited and can only be used to access some of your documents and spreadsheets. It's interesting to notice that the apps powered by Gears were a lot more powerful and worked in other browsers: Firefox, Safari, IE. Maybe Google shouldn't have deprecated Gears and disabled the features that used Gears until the HTML5 implementations were good enough.

Offline Gmail, Google Calendar and Google Docs

As promised, Google brought back the offline mode for Gmail, Google Calendar and Google Docs. The updated apps use HTML5 features and no longer require the Gears plugin.



For Gmail, Google chose the easy way out and tweaked the tablet interface. You can only use it in Google Chrome after installing this app from the Chrome Web Store. The app lets you archive and label email, compose new messages and read the messages you've received, but it doesn't have all the features from the standard version. The interface is more suitable for tablets, so this is more like a temporary workaround instead of a definitive solution.







Offline Google Calendar and offline Google Docs aren't yet available to everyone and will be rolled out in the coming days. Google says that the offline mode is built into the apps, just like the Gears version. "Google Calendar and Google Docs let you seamlessly transition between on- and offline modes. When you're offline in Google Calendar, you can view events from your calendars and RSVP to appointments. With Google Docs you can view documents and spreadsheets when you don't have a connection. Offline editing isn't ready yet, but we know it's important to many of you, and we're working hard to make it a reality. To get started using Google Calendar or Google Docs offline, just click the gear icon at the top right corner of the web app and select the option for offline access," explains Google.



I don't see the offline settings for Google Calendar and Google Docs in my account, but offline Gmail is disappointing. It only works in Chrome, it has a different URL (https://mail.google.com/mail/mu/), the interface is optimized for iPad and Android tablets and it's very limited. Hopefully, Google will add support for offline access to the regular interface.

New Interface for Google Docs Apps

Consistency is great, but not when it makes an application more difficult to use. Google Docs tests new interfaces for the document editor and Google Spreadsheets. Inspired by Google+, the new interfaces remove all the colors from the icons and other UI elements, remove the Google Docs logo, add new scrollbars and a "Collaborate" menu that includes all the features from the "Share" drop-down.









The new grayscale buttons from the toolbar make it more difficult to find the right feature. They're are less intuitive, harder to distinguish and look like disabled buttons. Compare the two versions of the "paint format" button (the fifth button):





Unlike the new interfaces for Gmail and Google Calendar, the updated Google Docs apps don't use too much whitespace. You can switch to the new interfaces by clicking "Try now" in a small message that announces the changes when you open a Google Docs document or spreadsheet. To go back to the old UI, choose "Use the classic look" from the "Help" menu.



In other related news, Google Sites also tests a new UI:





{ Thanks, András, Louis, Thomas and Cougar. }

Google Docs Tests New Interface

Google Docs has a new interface inspired by Google+ and you can try it here. The interface is cleaner and there's a lot of white space. You'll also find the familiar red buttons, the gray buttons, the new scrollbars and the labelless search button.

The new interface looks better, but there's a lot of white space that could be used to show more information about the files. The details view is no longer available from the interface, but you can enable it in the old UI and the setting is preserved.


{ Thanks, Petros. }

Google Docs Lets You Upload 10GB Files

Scott Johnston, Product Manager at Google, announced that Google Docs increased the maximum file size from 1GB to 10GB. That's a really good news, but it's surprising to see that Google Docs only offers 1GB of free storage.

After all, Chromebook users are supposed to store their files online and there are many services that offer more free storage than Google Docs: from Dropbox (2GB) and Box.net (5GB) to Amazon Cloud Drive (5GB) and Microsoft SkyDrive (25GB). While you can buy 20GB of storage for $5/year, it's obvious that more people would upload their files to Google Docs if the service offered at least 20GB of storage for free. Releasing a sync software like Music Manager would make it easier to upload files and to access them from any computer.

Another idea would be to separate online storage from Google Docs apps, so that you can upload Microsoft Word documents and open them using Google's word processing app, but without irreversibly associating them with the app. This way, you could upload files and open them using multiple applications, for example: Google Docs, Zoho Writer and Microsoft Word's Web App.


Image by Scott (inspired by Hyperbole and a Half).

Google Docs Viewer Supports ZIP and RAR Archives

One of the complaints you might hear from Chromebooks users is that they can't open archives. While Chrome OS still doesn't let you open archives, Google Docs Viewer added support for two of the most popular archive formats: ZIP and RAR. Gmail also added a "view" link next to ZIP and RAR attachments that opens them in Google Docs Viewer.


Google's interface for archives is quite basic: there's a pane that shows some information about archives (number of files, size) and the list of files. If the file format is supported by Google Docs Viewer, you can open the file and view it in the browser.

"ZIP and RAR archives that are embedded inside other archives also work. For example, if you have a RAR file inside a ZIP file, you can just click on that file to access the embedded archive. This feature extends to Google Docs for mobile, too," informs Google.

For some reason, Google lists all the files from an archive and ignores folders. Google shows the relative path of each file, but that's not very useful. Another strange issue is that Google Docs Viewer doesn't let you open image files and text files without having to download them, even if these formats are supported by most browsers.


Hopefully, Google Docs will add support for other archive formats (7zip, tar, gzip, iso) and allow users to extract the files from an archive.

Box.net Integrates with Google Docs

Box.net, a popular online storage service, added an option that allows its users to create and edit documents and spreadsheets using Google Docs, but without leaving Box.net. The files are stored by Box.net, but they can be edited using the regular Google Docs interface.



"Beginning today, Box's 6 million users can easily create and collaborate on Google Docs and Spreadsheets from within Box, as well as edit the existing 50M+ Word and Excel files already stored on our platform. Google Docs enable entirely new forms of collaboration – like concurrent editing – that are impossible within desktop applications, and now these capabilities are easily available to Box users. We believe that the combination of Google Docs' collaborative editing and Box's content management will transform the way people work," suggests Box's blog.

The integration has a lot of quirks: Google Docs still displays the navigational bar and some options that only makes sense for Google's services. When you edit a document from Box.net, the file is temporarily added to the Google Docs list, but it's quickly removed after the editing window is closed. At some point, Google Docs will also add support for third-party apps, so it will be interesting to see if this feature will be better implemented.

{ via Read Write Web }