Google Workspace Updates May 2026: NotebookLM Sync, Gemini Expansions, and Security Controls

Here is our recap of the most important Google Workspace updates released throughout May. This month's rollout focuses heavily on integrating Gemini deeper into daily workflows, improving data syncing in NotebookLM, and providing administrators with more robust security and consent controls. Here is a comprehensive breakdown of the most notable changes.

You can also check our video updates:

‍

Document and Email Automation

Google is refining how users interact with Gemini for content creation across core communication apps.

• Persistent Instructions in Docs: Users can now set custom, persistent instructions for Gemini within Google Docs. This ensures the AI consistently adheres to specific style, tone, and formatting preferences (e.g., "always include three bullet points at the top") across all future documents.
• Reimagined Interface in Docs: The Gemini interface in Google Docs has been updated with a new bottom bar and sidebar. Users can select specific subsets of text for Gemini to focus on and ensure style matching across collaborative documents.
• Contextualized Writing in Gmail: The "Help me write" feature in Gmail now includes topic contextualization. It can connect directly to your Drive and past Gmail threads to automatically insert relevant facts and details into new email drafts, reducing the need to switch tabs to find specific information.

‍

Data Management in Drive and Sheets

• Ask Gemini in Drive (General Availability): Following its beta launch, "Ask Gemini in Drive" is now generally available. Users can synthesize information across multiple documents, organize work efficiently, and maintain persistent conversation histories. This feature operates within standard data protection boundaries, meaning it does not copy or replicate files.
• Unformatted Text to Tables in Sheets: Google Sheets can now leverage Gemini to convert unformatted text—such as bulleted lists, free-form text, or complex JSON files—into fully formatted tables with drop-downs. This streamlines data entry and analysis for complex datasets.

‍

Productivity and Chrome Integration

• Automatic Syncing in NotebookLM: Previously, Drive files imported into NotebookLM remained static. With this update, Drive sources will automatically sync within NotebookLM. If a document is updated, the changes will reflect in your notebook. It also strictly respects file permissions; if a user's access to a source file is revoked, the file is automatically removed from their notebook.
• Skills in Chrome: Eligible Workspace users can now turn frequent AI prompts into one-click tools using "Skills" in the Chrome browser. This allows users to run their most efficient prompts instantly across different web pages without re-entering the text.

‍

Security and Admin Controls

• Explicit Consent in Google Meet: Administrators can now require explicit consent from meeting participants before automatic note-taking, recording, or transcription begins. This feature is off by default but can be enabled at the domain, organizational unit (OU), or group level.
• Out-of-Domain File Warnings: Google is rolling out more prominent visual warnings (including yellow flags and email notifications) when users interact with files shared by individuals outside their organization. This feature is designed to help users identify potentially risky files and avoid phishing attempts.

‍

Optimize Your Workspace

These updates provide practical enhancements for organizing data, automating communication, and securing your environment.

If you need assistance configuring the new Google Meet consent settings or deploying Gemini across your domain, contact the team at Cloudasta.

‍