1 ASTC – S. Carney Introduction to Google Docs What Is Google Docs?

1 Introduction to Google Docs 1. What is Google Docs? 2. Setting up a Google account 3. Navigating Google Docs 4. Creating a new Google Docs project What is Google Docs? A web-based office suite: the office programs, and the documents you create with them, are all kept on a Google server and accessed via the internet at docs.google.com Available to anyone with internet access whether through a PC, laptop or mobile device Free with a Google account; if you have a Gmail account you already have access to Google Docs; Allows you to share documents for viewing and editing, and allows multiple users to collaborate simultaneously on a project over the web; 1GB of free storage space; you can purchase extra storage space starting at 250MB/year; Unfortunately, Google Docs has limited features; it is constantly under revision and open to change; it has very limited support and training opportunities. Setting Up a Google Account (if you don’t have one already) By creating a Google account you have free access to Google Docs and many other Google applications. To create a Google account: Go to accounts.google.com, and either sign in with your current Google account or complete the following steps to create a Google account. On the sign in page, beneath the sign-in box, click on “Create account” and then enter all of the appropriate information about yourself. If you have a Google or Gmail account, Google’s email service, you can simply log-in with your existing account Otherwise, on the Create Account page enter your current email address (it does not have to be a Gmail account), create a password and the rest is history. ASTC – S. Carney 2 Navigating Google Docs Go to docs.google.com to access your Google Docs Go to drive.google.com to access your Google Drive (information can be covered in another Workshop, if there is interest) However, upon signing in or creating your account, you come to the default “My Account” page, click on the ‘9-dot grid’ in the upper corner to find what you’re looking for: To create a “Word” document: click “Docs” To create an “Excel” document: click “Sheets” To create a “PowerPoint” document: click “Slides” Note: if you don’t see what you’re looking for, click “more”. If you still don’t see what you’re looking for, click “Even more from Google” to see everything that your account provides you. As you begin to use your Google Account, your ‘most visited’ apps will show up at the top of the list. ASTC – S. Carney 3 Google Docs (Google’s version of MS Word) If this is your first time accessing Google Docs, you will be greeted with this screen: Either click “Take a Tour” to tour what Google Docs offers Or click the “X” in the upper right corner of the box To create a new document, click the “+” to start a new, blank document (or use a template that Google Docs provides): You are now ready to begin your document. Basic Components of Google Docs The default document title is “Untitled document”. To change the name, simply click on the text to edit. The ‘star outline’ and ‘grey folder’ are two icons referencing preferences for your Google Drive. Whatever you type, it is automatically saved to your account, so you will never lose your document. **However, please note that you must be connected to the internet in some capacity to use the services of Google Docs. If you are familiar with MS Word, Google Docs has many of the same basic properties. ASTC – S. Carney 4 Sharing Sharing allows you to share your document with anyone else that has a Google account. Just type the email addresses of those people in the “Share with others” dialogue box. Make sure to select the correct pull-down box: o Can edit o Can comment o Can view In the Advanced settings, you can modify which email addresses can edit, which can comment, and which can just view, if you don’t want everyone to have the same permissions. If you don’t want to type all of the email addresses, click “Get shareable link” which will allow you to select one of the above parameters and then provide a link that you can then email to a large group of people at one time. Download as… This option allows you to download the file to various file types, depending on what you or your instructor need. Sometimes, when using the sharing option, you may have to give people access to viewing your document (even though you have already given them permission via a specific email address). If they log in to Google using a different email address and want permission to view your document, you will have to grant them permission. In the below image, you have the ability to download your Google Doc to any one of the following formats: ASTC – S. Carney 5 Google Docs: Main Folder If you want to see the main Google Docs folder, just click on the blue icon at the upper left corner of your screen: You will see the document that you were most recently working on as well as all other Google Docs that Google has stored (automatically). I If there is a document that you want to delete, right click on that document and click “remove.” If you delete the wrong document, have no fear, click “Undo” at the top of the screen. But, be aware, that you only have a few seconds to undo your deletion. Note: If you are interested in learning more advanced techniques and/or having a workshop on learning the ins & outs of Google Drive, please write this request on the Evaluation Form. ASTC – S. Carney .

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