Sort by relevance, export all and more

Over the next few days, we will be enabling several new features in your Docs list.

Sort by relevance

The first is the addition of relevance ranking in your Docs list search results. Until now, anytime you searched for a document, the results were sorted by "last modified date".

Now, your search results will display the items most relevant to your search at the top of the list. We also added a new menu on the right side of the toolbar, which lets you decide whether you'd like to sort your Docs list by "Relevance," "Starred" or "Last Modified".

This improvement to search within Docs also includes automatic stemming and synonyms. So if you search for "check account", we'll also include results for a few variations of those words, including "checking account" (which is what you probably meant to type). Or if you search for "mac book", we'll also include results for "macbook".

Export all your files

There's also more good news from the Data Liberation Front. A few weeks ago we launched the new "Export..." functionality. Today, we added an "Export all" option, which lets you export all your docs (up to 2GB at a time) with one click. This is the equivalent of almost 100,000 Google Docs.


You can also export a single file and email it to anyone you'd like in a single step. Once you select an item, click "Share" and select "Email as attachment...". Then pick which format (PDF, MS Office, etc.) you want to use to send the item, compose your email, and hit send.


Sunsetting Email-In Your Documents and Files

Lastly, a change that we aren't excited about. We're removing the existing "email-in" feature. As you may know, it's been a bit buggy recently and only supports a small subset of document types compared to the Docs list. In order to address this, we'll be taking down the feature and working on a bringing it back in the future with more functionality and better integration.

In the meantime, you can use the multi-file upload in your Docs list or the GData API to programatically upload docs. You can also take attachments from GMail and open them in Google Docs.

If you have any questions, please let us know over on the forum.

Posted by: Vijay Bangaru, Product Manager, Google Docs

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Change owner in a Google spreadsheet

A month ago, we standardized the look and feel of the Google Docs editors. Consistency across all the editors remains an important goal, which is why we are happy to report that you can now change the owner of a Google spreadsheet. This feature was already available in documents and presentations.

Changing the owner of a document is helpful if you are working in a group and the owner of the document leaves your group or no longer needs to work on that document.

Do you have ideas on how to improve Google Docs spreadsheets? Submit your idea on the Google Docs product ideas page.

Posted by: LB Lincoln and Josh Danziger, Software Engineers, Google Docs

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Now even easier: use Google Docs & Checkout to sell online

As you may recall, the Google Checkout store gadget, available in Google Labs, allows you to create an online store with inventory managed from a Google spreadsheet and payments accepted through Google Checkout. Today, using Google Docs and Checkout to sell online became easier with the introduction of a new store gadget wizard.

Interesting in learning more about the store gadget wizard? Check out the post on the Google Checkout Blog.

Posted by: Mike Giardina, Strategist, Google Checkout

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Get started with Google Sites templates

Google Sites makes creating and sharing a website easy. It is powerful enough for a company intranet, yet simple enough for a family website. Today, we’re happy to simplify the site creation process even further with the introduction of the Google Sites template gallery. When you select a template from the new Sites template gallery, your new site will come setup with custom page layouts, links for navigating to each page, embedded gadgets, themes and much more.

The public template gallery is open for anyone to contribute templates, and we look forward to seeing what you create and submit. Do you have a great wedding site that you think other couples would use or have you built a club website that everyone loves? Follow these steps to submit your template to the gallery:

1. Open up the site you want to add to the gallery. Note: the site must be published and you must be an owner to submit the site.
2. Select ‘More actions’, ‘Manage site,’ ‘General’, and chose ‘Publish this site as a template.’
3. Choose a template name, a category, enter a description and click ‘Submit template.’
4. Your site template will appear in the gallery for everyone to see within hours.

We started the gallery with some initial templates, which cover a variety of uses. For example, if you're building a site for your club or association, you can get started with this template:


Or, if you're a teacher, try out the classroom template:


If you're a restaurant looking to create a website, there are restaurant templates available:


You can also use Google Sites at work to manage projects internally. Take a look at our project wiki template:


There are also pre-built templates designed specifically for families, weddings, schools, internal profiles, churches, and much more. To see all the available templates, choose "Browse the gallery for more" when creating a new Google Site. For an overview of Google Sites templates, check out this video:



If you're using Google Apps, read more about how businesses are working more efficiently with Google Sites. If you have any feedback on site templates, please let us know on the forums.

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

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New additions to the settings page

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

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Building your business around Google Docs

How do you turn Google Docs and a passion for music into a business? Ask Taylor McKnight, co-founder of SCHED*, who used Google Docs spreadsheets to help attendees of more than 80 conferences and festivals more easily organize their event schedules and not miss a thing. It all started at SXSW when Taylor wanted an easy way to share his band recommendations to friends. His solution - an easy to update and customize scheduling application built on Google Docs spreadsheets that spread like wildfire. It helped him organize information on the 4,000 panels, films, and parties happening at SXSW 2008 and now powers interactive scheduling for other events like Lollapalooza, The Next Web, and theUK Labour Conference. Here's an example from another event:



Taylor credits Google Apps' easy learning, freedom from server overhead, and reliability with enabling his app to support rapid growth. He also made use of the Google Docs API and built-in chat, which let him provide real-time suggestions as clients entered and formatted new information. Read more on the Google Enterprise blog about how Taylor created an elegant solution to a problem "rabid music fans" like Taylor might appreciate.

Posted by: Serena Satyasai, The Google Apps Team

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With Google Sites and Docs planning Thanksgiving is easy

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

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