Google Docs Adds Pagination and Native Printing

After two months of testing, Google Docs added a very useful feature: pagination. Google Docs adds "visual page breaks while you're editing your documents, so now you can see how many pages of that report you've actually finished. Headers now show up at the top of each page instead of just at the top of your doc, manual page breaks actually move text onto a new page and footnotes appear at the bottom of the pages themselves."


If you use Google Chrome, you'll see an important change when printing a document: it's no longer converted to PDF. "We've worked closely with the Chrome team to implement a recent web standard so we can support a feature called native printing. (...) With native printing, you can print directly from your browser and the printed document will always exactly match what you see on your screen," explains Google. Until now, Google converted the document to PDF and you had to download the file and print it using Adobe Reader or a similar PDF viewer.

Google Docs looks more and more like an advanced word processor. You no longer have to use workarounds for basic features like pagination and printing.

Brix, a New Google Docs App

Google Docs code includes references to a new application code-named Brix. The files created using this application are called "Brix documents", so Brix can't be a photo editor or a video editor.



Here's an icon that could be used for Brix documents: it shows some Lego bricks. "Lego consists of colorful interlocking plastic bricks and an accompanying array of gears, minifigures and various other parts. Lego bricks can be assembled and connected in many ways, to construct such objects as vehicles, buildings, and even working robots," informs Wikipedia. Maybe Brix is just a collaborative web application based on SketchUp.


There are also icons for Fusion Table documents and Google Sites, which could be included in Google Docs:

Google Docs Tests Pagination

Google Docs tests a new feature that paginates documents. It will be available from View > Document view > Paginated and you'll still be able to use the compact view.

Right now, you can paginate documents using print preview, but this only shows a read-only view and it's slow.



{ Thanks, Cédric. }

Upgrading Documents to the New Google Docs Editor

Last year's update of the Google Docs word processor had an important flaw: no backwards compatibility. You couldn't open your old documents in the new editor and you couldn't even upgrade your existing documents to the new format. Even if it's not obvious, Google Docs has two word processors that handle two incompatible native formats.

The bad news is that Google can't provide a smooth upgrade path. The changes are so profound that the new Google Docs editor can't import your old documents properly. If you open a document created using the old Google Docs editor, you'll notice a message informing you that the document can be previewed in the latest version of the editor. After previewing the document, you have the option to update the document.




Unfortunately, if you update the document, you'll lose the revision history and some formatting options that were available in the old Google Docs.


"When you preview your upgraded document, you may notice that the formatting looks different. Older documents were basically webpages. To use them in the new version of Google documents, they need to be converted to a traditional word processing format. This conversion can be imperfect. It's not possible to edit the HTML of your document or use CSS after you upgrade," explains Google.

Another drawback is that you need to manually update each document. To make sure that you won't miss some features that were available in the old editor, Google didn't provide an automatic conversion option. Most people won't bother updating their documents and Google will be forced to keep the old Google Docs editor forever.

{ Thanks, Bogdan. }

Google Docs Discussions

Google Docs improved the commenting system, by adding support for conversations.


"To start, we've improved the discussion flow by adding ownership and edit rights to individual comments. Each comment now has a timestamp and profile picture. Google Docs doesn't force you to delete comments. Instead, you can resolve comments to remove them from the visible document and view them later by clicking the discussions button at the top of any document," mentions Google.

One of the most useful new features is the support for notifications, which works just like in Google Buzz. Reply to a comment and the author of that comment will get an email notification. He'll be able to answer to your reply from the email interface, without having to visit Google Docs. Google also sends notifications if you're mentioned in a thread.

Unfortunately, discussions are only available for new documents. Google says that the explanation is that the new feature includes "a number of significant improvements".

{ Thanks, Andrew. }

Google Docs Brings Back Details View

The latest design refresh of the Google Docs homepage added many useful features, but also made some controversial changes. Google decided to hide useful information like the last modified date and the list of collaborators from the list view because it was available in the sidebar.

If you missed the old interface, you can now switch to the details view and see some additional information next to the filename.


There's also a small icon that lets you temporarily hide the sidebar. For some reason, Google Docs doesn't permanently hide the sidebar when you click on the arrows.

Google Docs, Image Search and Copyright

Google Docs lets you pick Image Search results and add them to your documents. That's a good thing, but this feature could have been better thought out.

Google restricts the results to images licensed as Creative Commons that can be used commercially and that can also be modified. These restrictions aren't always necessary, since not all documents are used for business purposes. Google also recommends to "only select images that you have confirmed that you have the license to use", but it doesn't link to the pages that included the images. Google doesn't even include a small caption next to the image with links to the Creative Commons license and the original web page.


While this feature makes it easy to add image search results to your documents, it doesn't encourage users to visit the web pages that embedded the images or to give credit to the image creators because it's quite difficult to find these pages. You need to visit Google Image Search, type your query, restrict the results to images "labeled for commercial reuse with modification" and find the image you've previously picked. That's a lot of unnecessary work.

Google Cloud Connect for Microsoft Office

After three months of beta testing, Google Cloud Connect for Microsoft Office is available for everyone. The rebranded version of DocVerse, a software developed by the homonymous company acquired by Google last year, integrates with Google Docs and provides a bridge for Microsoft Office users who want to use online collaboration features without upgrading to Office 2010.

"Google Cloud Connect for Microsoft Office brings collaborative multi-person editing to the familiar Microsoft Office experience. You can share, backup, and simultaneously edit Microsoft Word, PowerPoint, and Excel documents with coworkers," explains Google. The software works with Microsoft Office 2003, Office 2007 and Office 2010.




By default, the plugin automatically saves online and syncs all the files you edit in Microsoft Office, but you can change this setting.


I created a new document in Word 2010, but Google saved it as a read-only Word file in Google Docs. Apparently, the document can only be edited using Microsoft Office and not using Google's online word processor. Since you can't even open existing files from Google Docs, this software seems to be too limited. It's useful if you and all your collaborators only use Microsoft Office and Google's plugin.

More File Formats in Google Docs Viewer

Google Docs Viewer added support for a lot of new file formats. You can now use it to open Microsoft Excel spreadsheets, Microsoft PowerPoint presentations from Office 2007 and Office 2010, Apple Pages files, PostScript documents, Microsoft XPS documents, TrueType fonts, graphics from Adobe Illustrator, Adobe Photoshop, Autodesk AutoCad and SVG files.

"Not only does this round out support for the major Microsoft Office file types (we now support DOC, DOCX, PPT, PPTX, XLS and XLSX), but it also adds quick viewing capabilities for many of the most popular and highly-requested document and image types," informs Google.

Google Docs Viewer is integrated with Gmail and Google Docs, so you can now open many Gmail attachments and Google Docs files without installing additional software.

A New Google Docs Homepage

As previously anticipated, Google Docs has a new homepage that's better suited for managing files, not just editable documents.

There's a sidebar that shows a small thumbnail and some useful information about the selected file. Google added new filters for images and videos, for public and private files, but dropped the advanced search form, which was more difficult to use. The drawback is that there are many search features that are no longer available in the interface and you need to use operators to get them back.



The slideshow feature borrowed from Google Wave is one of the most useful additions:


For some reason, Google Docs has a new name for folders: they're now called collections. "Collections are designed to combine the best features of labels and folders. A file can live in multiple collections, just like with Gmail labels. Collections can also be stored hierarchically, just like folders on your desktop. And of course, collections can be shared, just like you can share docs," explains Google. Technically speaking, none of these features is new, but it's much easier to add a file to multiple folders collections. Unfortunately, Google's new terminology will probably confuse users and many people won't realize that clicking "Organize" lets you add a file to a collection.

Google also dropped checkboxes, so now it's much more difficult to select multiple files: you need to use Shift for contiguous selections or Control for scattered files (Cmd if you're using a Mac).

Another new feature is priority sorting, which orders files based on importance. For example, a starred document that has been last updated 5 hours ago is likely to rank higher than a more recent document that hasn't been starred. Google says that it's like Gmail's Priority Inbox, but there's an important difference: Gmail always sorts conversations by date.

Overall, the new Google Docs homepage is a mixed bag. Google tries to morph Google Docs into an online storage service, while moving away from the initial goal of the service: editing documents online. Suddenly Google Docs is no longer an appropriate name for the service, 1 GB of free storage is not enough, the APIs are no longer useful because they're limited to editable documents and Google's applications seem limited because they can't handle all the files that can be uploaded. The new homepage can't address these issues, but it manages to make the interface more complicated: now it's a lot easier to open a file when you want to select it and to select the file when you want to open it.

Tip: If you don't like the new interface, there's an option at the top of the page that lets you temporarily switch to the old version. You should bookmark the URL: https://docs.google.com/?ui=1, since there's no option to permanently switch to the old UI.


{ Thanks, Karol and Ben. }

Google Docs to Add Preview Pane, Music Player, Collections

Google Docs code includes references to some upcoming features that could make the service better suited for storing media content. There are many references to a preview pane that will allow you to view more information about your files and even check the content without actually opening the files.


There's even a player for audio files, much like the video player launched last week. The preview pane will probably allow you to play music files from the Google Docs homepage.


You'll also be able to create playlists (here's the icon for playlists):


Another new option lets you group files from multiple folders in collections.


At the moment, Google Docs includes a small list of applications, but that will change when you'll be able to add third-party apps. That's why Google will have to add a new option for selecting the application that will open a certain file.


It's likely that some of these features will be available in the new Google Docs interface that has been accidentally revealed in a YouTube video.

Google Docs Plays Videos

Google Docs lets you upload any kind of files, but not many of them can be previewed in Google Docs. You can open Microsoft Office documents and presentations, PDF files and some images. Now you can also play videos.

Uploaded video files can be up to 1 GB. These are the most common video formats that you can upload and play:

* WebM files (Vp8 video codec and Vorbis Audio codec)
* .MPEG4, 3GPP and MOV files - (h264 and mpeg4 video codecs and AAC audio codec)
* .AVI (many cameras use this format - typically the video codec is MJPEG and audio is PCM)
* .MPEGPS (MPEG2 video codec and MP2 audio)
* .WMV
* .FLV (Adobe - FLV1 video codec, MP3 audio)

Since Google uses YouTube's player, it's obvious that these are the formats supported by YouTube. After uploading a video to Google Docs, you'll have to wait until it's processed.

Why would someone upload videos to Google Docs instead of using YouTube? When Google adds more free storage to Google Docs and makes it easy to sync all your files, you'll upload documents, photos, music files and videos. Google Docs lets you organize files into folders, share multiple files with your friends and even keep old versions of your files.


Tip. To find all the videos uploaded to your Google Docs account, use this URL: https://docs.google.com/#videos.

{ Thanks, Cougar Abogado. }

Google Docs Viewer for Spreadsheets

Google Docs Viewer now works for spreadsheets too. Even if Google informs that the service can be used to preview "PDF documents, PowerPoint presentations, and TIFF files", you can also try Adobe Postscript files, Word documents and Excel spreadsheets.


The viewer is not optimized for spreadsheets, so Google has to convert them to documents. That's probably the reason why they don't look very well, they're not always readable and some of the characters are missing.


Unfortunately, if you click "Save in Google Docs", Google saves the spreadsheet as a regular non-editable file. To open the file in Google Spreadsheets, you need to right-click, select "Make a Google Docs copy", wait a few seconds and open the new file.

A New Google Docs Interface

A recent Demo Slam video shows a new Google Docs interface that has separate sections for documents, images & videos and other files, new menu items for active and archived documents, a new navigation bar. Most likely, the new interface is tested internally at Google.







Here's the video:

{ spotted by Andrew }

Drag and Drop Upload in Google Docs

Google Docs added support for drag and drop uploads, a feature that's already available in Gmail. The main advantage is that the new feature doesn't use Flash or another plug-in, so it should be more reliable.

"If you're using Chrome, Safari, or Firefox, you'll be able to quickly drag files into the drop area and shoot them up to the cloud," informs the Google Docs blog.


In the near future, this option could be used to upload folders, not just multiple files. Google Chrome already supports directory upload using the input tag.

Google Docs also added a menu option that lets you hide the title bar: View > Compact Controls. It's only available in the new document editor and it's probably more useful than the "hide controls" feature from the previous version of the editor.

Edit Documents in Mobile Google Docs

Until today, the mobile version of Google was only useful if you wanted to read a document or download some of your files. From now on, documents will no longer be read-only. If you have a phone or a tablet that runs Android 2.2+ or iOS 3.0+ and the Google Docs interface language is set to English, you'll be able edit documents from your mobile device and the best thing is that you don't need to install a new application.

"It's easy to get started: visit docs.google.com in a browser on a supported device, and select the document you want to edit. Then, when you're viewing it, press the Edit button to switch to the mobile editor," suggests Google.

I couldn't find the Edit button, but that's because the new features aren't yet available to everyone. Google promises that the mobile editor will be rolled out in the next few days and you won't have to buy an iPad or a Samsung Galaxy Tab to use it because it will also work on an iPhone or an Android phone that runs Froyo.

Unfortunately, the mobile editor will only work for documents created using the new document editor. It's difficult to understand why Google couldn't find a way to convert the documents created using the old editor to the new format.

Google Docs AutoCorrect

If you frequently make a mistake when you type a word in Google Docs, you can now ask Google to automatically correct the mistake for you. Right-click on the word, select "AutoCorrect" and pick the most appropriate correction.


By default, Google Docs automatically converts (c) to the copyright sign ©, 1/2 to ½, but you can add other rules to the "Text substitution" section of the preferences dialog.


Google Docs also added LaTeX shortcuts to the equation editor and you can now insert images inside of a cell in a spreadsheet.

{ via Google Docs Blog }

Google Docs Adds Version History for Uploaded Files

Here's a feature that will come in handy when Google Docs adds support for syncing: version history for files. Until now, Google offered this feature for the documents that could be edited in Google Docs, but not for PDFs and other files.

"Previously, each time you updated a file, you would have to upload the new version as a new file with a new URL, re-share it, and put in the correct folders again. When you select the Add or manage versions option on any file, you can upload new versions of a file, download previous versions, and delete older versions."


Unfortunately, this only works when you manually add a new version of a file. If you upload a file that has the same name as an existing file, Google Docs doesn't add a new version and you'll end up with two files. Dropbox is smarter and it automatically updates the existing file. Another issue is that you can't preview the versions of a PDF file in Google Docs, since the only option is to download the files.

Coming Soon in Google Docs: Third Party Apps, Cloud Printing and Sync

Google Docs' source code includes a message that reveals some important upcoming features: "Coming soon: Third party applications, cloud printers, and sync devices".


Cloud printing is a project that will enable applications on any device to print documents. "This goal is accomplished through the use of a cloud print service. Apps no longer rely on the local operating system (and drivers) to print. Instead, apps (whether they be a native desktop/mobile app or a web app) use Google Cloud Print to submit and manage print jobs." Google says that printers "are treated in much the same way as documents are in Google Docs". Cloud Print will be implemented in Google Chrome and Google Chrome OS, so it will probably launched in the coming weeks.

If you can synchronize your calendar, your contacts or your mail, why not synchronize the documents stored in Google Docs? That's one of the most important missing features from Google Docs. Google already offers some APIs for uploading and downloading files, but they're limited to documents, spreadsheets and presentations if you don't use Google Apps Premier Edition.

Google Docs has applications for editing documents, spreadsheets, presentations and for viewing PDF files, but what about other file types? There's no photo editor, no video editor, no application for editing PDF files or for extracting files from archives. Third party applications could solve some of these issues and make Google Docs even more useful.

Fusion Tables Will Be Available in Google Docs

Fusion Tables is an interesting service launched last year in Google Labs to help users manage large data sets. "Fusion Tables is not a traditional database system focusing on complicated SQL queries and transaction processing. Instead, the focus is on fusing data management and collaboration: merging multiple data sources, discussion of the data, querying, visualization, and Web publishing," explains Google.



Fusion Tables has graduated from Google Labs in September and it will become a Google Docs app. As you can see from the screenshot below, Google Docs includes fusion tables in the list of document types and there's also an icon for fusion tables. Users can already import tables from Google Spreadsheets and sharing works just like in Google Docs.