Embedded Files
Finding the right file takes time - filing helped in the 1990s when you dealt with your own files, but broke down when you gained access to the knowledge of the whole company and your clients. Search and suggestions are the future - but you need meaningful summaries of results. And who has time to write those.
Google's AI does. In a split second. Your text, in its own words.
Every now and then a feature comes along that revolutionizes everything and leaves the tech blogger gushing - today is such a day. Let's put AI to work for you!
Google AI generates your summary in 1 second
Google AI generates your summary in 1 second
Let's start with the mind-blowing. And the unfortunate news if your job was "summary writer".
Google Docs has exploded from being a word processor to understanding what you are writing. Now, for documents with sufficiently long text, it will suggest a summary IN ITS OWN WORDS.
Quick break on the road to the technological singularity: This technology is not a trick - it's not the first sentence, or the document title, or the headings passed off as a summary. It's what your document is about. Understood. Synthesized.
Try it yourself: Open the outline (View > Show outline), click the + button near Summary. It usually suggests a summary, which you can accept with tab. You can correct it or write your own.
If you're interested in the science behind it, here's more. This is a new application of Google's "Machine written, human accepted" approach.
Manually create summaries - for every file
Manually create summaries - for every file
Using Google's AI is awesome - but it's available for Google Docs only (MS Word files are also supported - one more reason to store them in Drive!). We will talk about the myriad of benefits of summaries in a bit - so one paragraph about how to summarize any file.
Just open Google Drive and open the info panel ("view details", 1 in the screenshot). Then, add the summary ("description", 2). This works for any file, including Google Docs - it's the same field.
The "view details" is also available when you preview a file in Drive, like an image. You can add descriptions/summaries there, too.
Drive: In "Details", you can add summaries to any file.
Drive's file viewer also allows you to add summaries. Click "Details" from the menu to see the side panel.
Where you (and your team) benefit from summaries
Where you (and your team) benefit from summaries
First and foremost, in Google Docs! That "Executive summary" paragraph now looks more professional above the outline - which hopefully replaces your table of contents.
Cloud Search
Cloud Search
Files with summaries get a boost in cloud search rankings. You are making your document more easy to find for relevant queries. Not only that - your summary will the search result, so you gain twice. Summarize your files.
Note: Cloud search only displays your document to people who have access to it. Read more.
Google Drive
Google Drive
Similar to Cloud Search, summaries will be searched and heavily ranked in Google Drive's search. As mentioned above, summaries will be displayed along in the side panels of every file, helping other people and future-you find the right file easily without opening them.
Sharing requests
Sharing requests
When you get file sharing requests, Gmail users can action them right out of their inbox. The more information we have on those files, the better - so summaries are now included in those sharing requests, helping make the right decision about granting access and keeping our information safe. Summarize your files!
Hovercards
Hovercards
Links to files stored on Drive bring up a helpful hovercard, containing a preview of that file (if you have access) and other quick actions. It's another reason of storing all permitted information on Google Drive. Starting now, summaries are included in hovercards, so you can glance what that file is about, deciding whether that was the file you are looking for.
Summaries are the future - write them once, save time over and over. Even better, have them written for you! Try auto-summarizing your first Google Docs file today, you absolutely need to experience that. Try a file of sufficient length (that is not just tables and bullet-points) and be prepared to be awed. Show your colleagues. Make it a policy of to summarize every file that crosses your desk. Summarize away and delight everyone around you. Thank you for reading!
Page updated
Report abuse