Google Training, Docs.pdf - Google Drive

The Center for Teaching and Learning 480.461.7331 http://ctl.mesacc.edu [email protected]

GOOGLE DOCS

In Google Drive you can also access and create Google Docs a suite of products that lets you create and collaborate with others on different types of online documents. Through this tutorial you will learn to: ● Upload or create a Google Doc ● Download a Google Doc ● Share a Google Doc ● View/Restore versions of your Doc ● Comment on documents

Types of Google Docs ● Google documents is an online word processor that lets you create and format text documents. ● Google spreadsheets is an online spreadsheet application that lets you create and format spreadsheets and charts. ● Google presentations is an online presentations editor that allows you to create visual presentations and shows. ● Google drawings is an online drawing editor that lets you create flow charts and other drawings. ● Google forms is an online survey tool that that allows you to create, edit and collect information. For detailed information about each product visit: https://support.google.com/docs/bin/answer.py?hl=en&answer=49008

Uploading Documents as a Google Doc You can upload documents that you created in various Microsoft Office Products into Google Docs format, however, some features and formatting of Microsoft are not available in the Google Doc format.

Supported File Formats for Upload as Google Docs Docs

Spreadsheets

Presentation

.html .txt .odt .rtf .doc and .docx

.xls and .xlsx .ods .csv and .tsv .txt .tsb

.ppt .pptx .pps

Uploading a Document Step 1: Click the Upload icon in the top of your Drive. Step 2: Click Files..., and select the document you would like to upload. H. Agria 6/29/2012 1


Step 3: Click Open. Step 4: Check the box next to ‘Convert documents, presentations, spreadsheets, and drawings to the corresponding Google Docs format’ to edit and collaborate with this document online (maximum size 1MB for files that are to be converted to Google Docs).

Note: You can setup your preferences to always convert documents under the gray > Upload settings OR choose to confirm settings before each upload.

Google Gear icon

Step 5: Click Start upload. The uploaded file will appear in the My Drive Document List and will be synced with your desktop drive based on your Google Drive preferences.

Creating Docs Step 1: To create a new doc, go to your My Drive Document List and click the red Create button and select a document type: Document, Presentation, Spreadsheet, Form or Drawing. Step 2: A window with your new document will open. Google Docs will name it “Untitled” by default. To rename your folder, select File from the document toolbar and choose Rename....

Document Formatting You can find instructions on formatting each Google doc type at the Google Docs Support Center at http://support.google.com/docs.

Using Templates You can use the Google Template Gallery to create a document, spreadsheet, presentation, or form. Templates include a variety of formatting guides to build letters, invoices, cards, and more. To find a template: Step 1: From the My Drive Document List, click the Create button, and select From template....

H. Agria 6/29/2012 2


Step 2: Using the tabs select to search either Public Templates, Maricopa community College District Templates, Templates I’ve used, etc. Step 3: In the gallery you can browse templates by category and sort them by rating or type of document. You can also preview each template before selecting it. Note: If you have created a special document that you want to use to format future documents, you can submit it as a template. From the Template Gallery select Submit a template and follow the instructions. Any templates that you submit will be available across the Maricopa Community Colleges.

Downloading Google Docs From the Google Drive Documents List Step 1: Click the checkbox(es) next to the document(s) that you would like to download. Step 2: Select Download from the More dropdown menu Step3: Select a file format for the download Step 4: Click Download Note: When you select multiple files for download they will be compressed into a .zip file. Note that formatting may change when you export files.

From the Doc or File When viewing a doc or file click Download as from the File menu, and select a file format.

Sharing Google Docs Step 1: Check the box next to the file or folder you would like to share. Step 2: Click the Share icon OR Click the More menu and select Share.... Step 3: Under “Who has access” choose your Global Visibility (Privacy) option, all documents default to private. To change this select Change... and review the options and select Save. Step 4: If you want to invite a specific person or group of people, type their email addresses in the text box below “Add people.” You can even choose people from your contacts or an entire Google Group. H. Agria 6/29/2012 3


Step 5: Choose the access level from the dropdown menu for each person. The choices are “Can view”, “Can comment” (Google documents and presentations only), or “Can edit.” Note: Editors can invite new collaborators unless you disable this permission. You can change a collaborator’s access at any time by opening the Share settings for any document. Step 6: Decide whether you want to notify people that you have shared something with them via email. Tip: When sharing a document with a mailing or contact list be sure to elect to notify people by email. Step 7: Click Share & save.

Managing Revisions/Versions For Google Docs (docs created or converted to the Google Doc format) Step 1: Open the Google Doc from the Google Drive Documents List. Step 2: From the File dropdown menu select See revision history. Step 3: From the revision history window you can browse the updates to your document (by collaborator) and restore previous versions as needed (this will not eliminate any other versions).

For Other Files (not converted to Google Doc format) Step 1: Righthand click on the file in the Google Drive Documents List. Step 2: Select Manage revisions. Step 3: In the dialog box you can see all versions, download previous versions and upload new versions. H. Agria 6/29/2012 4


Comments & Discussions Comments in Google Docs allows you to have conversations with other document collaborators about a document (Google documents and presentations only) without disrupting its contents. Like sticky notes, comments are attached but not part of a document. When you use the comments feature for a document you can track, target, and respond to and follow comments on a document from your email inbox. Comment threads are known as discussions.

Inserting Comments Step 1: Place your cursor on or highlight the text where you want the comment to appear. Step 2: From the Insert dropdown menu, select Comment. Tip: Want to make a quick comment? Use the keyboard shortcut Ctrl+Alt+M (Cmd+Option+m for Mac). Step 3: Type your comment in the box that appears to the right of your cursor or highlighted text. To make a comment about the entire document, select corner of your document.

Comments from the top righthand

Allowing Collaborators to Comment Follow the instructions to share your document and give collaborators the permission to either “Can Comment” (Google documents and presentations only) or “Can edit”.

Working with Comments After inserting comments there are two ways you can work with them, within the comment or in the discussion thread. To access the discussion thread, click on Comments in the top righthand corner of your document. You can reply to a comment, edit or delete a previous comment and resolve the discussion to remove it from the document.

Receiving Comment Notifications in Email To receive a notification in your email when additions and changes are made to comments on your document use the select Comments in the top righthand corner of the document and select Notification settings and choose Enable email notifications for this document’s threads. Specify what notifications you want to receive.

Additional Resources Mesa Resources: http://www.mesacc.edu/googleapps/ District Resources: https://sites.google.com/a/maricopa.edu/googleappsformaricopa/gmail H. Agria 6/29/2012 5