digital literacy movement
e - learning building modern
society ITdesk.info –
project of computer e-education with open access human e - inclusion rights to education
and
information open
access
Google Drive
Handbook ˝
Author: Melani Max
ITdesk.info – project of computer e-education with open access
Author: Melani Max
Translation: Patrizia Parodi, Maja Kurtagic
Peer review: Amita Bhuddi
Main title: ITdesk.info – project of computer e-education with open access
Subtitle: Google Drive , handbook
Publisher: Open Society for Idea Exchange (ODRAZI), Zagreb
Place and year of publishing: Zagreb, 2015
Copyright: Feel free to copy, print, and further distribute the whole or a part of this publication, including for the purpose of organized education, whether in public or private educational organizations, but strictly for noncommercial purposes (that is, free of charge to end users for the use of the publication) and with reference to the source (source: www.ITdesk.info – project for computer e-education with open access). Derivative works without prior approval of the copyright holder (NGO Open Society for the exchange of ideas) are not permitted. For permission to use derivative works please contact: [email protected].
2/81 ITdesk.info – project of computer e-education with open access
CONTENT:
1. INTRODUCTION ...... 5
2. BEFORE ACCESSING GOOGLE DRIVE ...... 6
2.1 OPENING A GOOGLE USER ACCOUNT ...... 6
2.2 DOWNLOADING FROM INTERNET ...... 7
2.3 ACCESS TO GOOGLE DRIVE ...... 9
3. CREATING, SHARING AND PUBLISHING FILES ...... 12
3.1 CREATING A NEW FILE ...... 12
3.2 RENAME AND SAVE THE DOCUMENT ...... 13
3.3 MENU BAR ...... 14
3.4 TOOL BAR ...... 19
3.5 FILE SHARING ...... 20
3.6 ADDING COMMENTS ...... 21
4. CREATING, SHARING AND PUBLISHING PRESENTATIONS ...... 23
4.1 CREATING A NEW PRESENTATION ...... 23
4.2 RENAMING AND SAVING THE PRESENTATION ...... 25
4.3 MENU BAR ...... 27
4.4 TOOL BAR ...... 37
4.5 FILLING THE PRESENTATION ...... 39
4.6 SHARING THE PRESENTATION ...... 40
4.7 INSERTING COMMENTS ...... 41
3/81 ITdesk.info – project of computer e-education with open access
5 CREATING, PUBLISHING AND SHARING FORMS...... 44
5.1 CREATING A NEW FORM ...... 44
5.2 RENAMING AND SAVING A FORM ...... 44
5.3 MENU BAR ...... 48
5.4 TOOLBAR ...... 52
5.5 FILLING OUT AND SHARING FORMS ...... 54
6 CREATE, PUBLISH AND SHARE SPREADSHEET ...... 59
6.1 CREATE A NEW SPREADSHEET ...... 59
6.2 SPREADSHEET RENAMING AND SAVING ...... 60
6.3 MENU BAR ...... 62
6.4 TOOL BAR ...... 75
6.5 SHARING SPREADSHEETS ...... 78
6.6 INSERT COMMENTS ...... 79
GENERAL TERMS AND CONDITIONS ...... 81
4/81 ITdesk.info – project of computer e-education with open access
1. INTRODUCTION
Like in the past, television was essential in every home, today its place is taken by internet. After the era of data saving on floppy disks, CD, DVD, and USB devices, it is becoming popular to save data on virtual disks. Many cloud applications popped up offering for free virtual space to save data in past few years. Among them, the most popular ones are:
Dropbox – initially offers 2GB of free space. The free space can be increased until 18GB. Dropbox was launched in 2008 and it is one of the most popular server.
SkyDrive – offers 7GB of free virtual space.
Google Drive – offers 5GB of free virtual space.
Apple iCloud – offers 5GB of free virtual space.
This handbook describes the use of Google Drive. To access the virtual space on Google Drive, you should:
open a Google Account (to access thorough internet) and/or
download Google Drive from internet (if you want to access it through the hard disk).
Google Documents are also a part of applications that are accessible through Google Drive. All the documents, presentations, forms or work sheets created using Google Documents are automatically saved on Google Drive.
All the documents saved on Google Drive can be shared with other Google Drive users. It is possible to post comments and chats on documents created using Google Drive and shared. Documents can also be directly published on internet.
5/81 ITdesk.info – project of computer e-education with open access
2. BEFORE ACCESSING GOOGLE DRIVE
Before accessing Google Drive for the first time, you should open a free Google user account and/or download the Google Drive program.
2.1 OPENING A GOOGLE USER ACCOUNT
To open a free Google user account you should type in the internet browser www.drive.google.com or www.gmail.com. The internet page https://accounts.google.com will open where you can click the button, Sign up and follow the instructions to open an e-mail account. After signing up, a list of all Google services will appear on the Google menu bar (i.e. Google Mail, profil on Google+ etc.)
After creating an account, type the url, www.gmail.com in the internet browser, it is possible to open the existing account by inserting the Username and Password in the boxes showed for Sign in.
Figure 1 – Internet page to access a Google account
6/81 ITdesk.info – project of computer e-education with open access
2.2 DOWNLOADING FROM INTERNET
You can download the program in two different ways.
1. On the Internet page www.drive.google.com you should Sign in by writing your Username and Password of an existing Google account. A screen, as shown below will open where it is possible to start the downloading by clicking on the button, Download Drive for PC. The dialog box shown in Figure 2 will open. You can select a position on the disk for saving the file from Save file option. After finishing the download, you can find the downloaded program in the selected position and start it's installation on the computer by double clicking with the left button of the mouse on the downloaded program .
Figure 2 – Accessing an account through www.drive.google.com
2. On the Internet page https://www.google.com/intl/en_US/drive/start/index.html click on the Download menu on the menu bar. A new screen will open where you can start downloading the program on the computter by clicking the button, Download Drive. A dialogue box will open to Download Google Drive for Windows.
7/81 ITdesk.info – project of computer e-education with open access
Figure 3 – Dialogue box Download Google Drive for Windows
Clicking the button Accept and Install, Google Drive Installer will start.
Figure 4 – Window of Google Drive installing program
After starting Google Drive installing program, a new dialogue box will open to confirm the download of the program on the hard disk. From here, you can choose the position on the disk to save the file by Save file option.
Figure 5 - Window Opening googledrivesync.exe
After finishing the download, you have the possibility to localize the downloaded program and start its installation on the computer, left double clicking on the program . After installation, it is possible to start using the program.
8/81 ITdesk.info – project of computer e-education with open access
2.3 ACCESS TO GOOGLE DRIVE
To access the service Google Drive, you should sign up on the internet page www.gmail.com or www.drive.google.com typing Username and Password. An existing account will open by clicking the keyboard button, Enter or by clicking the button, Sign in.
Figure 6 – Google menu bar Under the Browser box, you'll find the Google menu bar, where you should select Drive. The new menu, Activity – Google Drive will open, where all the contents of Google Drive are displayed.
Figure 7 – The main Google Drive menu On the left you'll find the main menu, Create. By clicking on it, a context menu will open, where it is possible to select the type of file you want to Create. The new file will open in a new tab on the Internet browser.
By selecting one of the options under the main menu, details for the selected option will be shown on the right:
My Drive – a list of all files on Google Drive.
Shared with me – a list of all files shared with me.
Starred – a list of all files marked with a star.
Recent – a list of all files recently processed.
More – by selecting this option, another menu will open where it is possible to select the option, Activity – used to view the updates of all elements modified by you and/or by other users, Offline – if Google Drive was downloaded on the computer, it is possible to access and modify Google documents even when the computer is not connected to internet, All items – used to view all elements present on Google Drive, Trash – view the contents in trash and Owner, type, more – by selecting this option, a new dialogue box will open where you can specify the element to be searched, on basis of:
9/81 ITdesk.info – project of computer e-education with open access
o Type: All documents, Folders, Drawings, Images, PDF files, Presentations, Spreadsheets, Forms, Text documents, Videos or Tables.
o Visibility: Public on the web, Anyone with the link, Private or Not shared.
o Ownership: Owned by me or Created with…
Figure 8 – Window Owner, type, more
By clicking on the button Select – all the files present on the drive can be selected. By clicking on the button New folder in My Drive – a new folder can be created in the drive. A dialogue box, New folder will open where you can type a name for the new folder within the folder My Disc. Clicking on the button Select or left clicking on one of files on the list, a contextual menu will appear, where you can Share, Move to, Remove, Preview the selected files, or choose one of the options from the menu More.
Figure 9 – Contextual menu Select
By clicking on the button Sort, a contextual menu will open where it is possible to sort the files by categories namely, Last edited by me, Last modified, Last opened by me, Title or Quota used. Here you can also check the space occupied by a file.
Figure 10 - Sort
10/81 ITdesk.info – project of computer e-education with open access
By clicking the button Switch to List – all the files present in the drive are shown in a list – Title and Last modified will appear, and by clicking on the button Switch to Grid – files are shown as an image of the first page of the file with its name.
11/81 ITdesk.info – project of computer e-education with open access
3. CREATING, SHARING AND PUBLISHING FILES
3.1 CREATING A NEW FILE
By selecting the button Create from the bar on the left of the window, a menu will open with a list of files that can be opened. Clicking on the button Upload, you can upload Files or Folders.
Figura 11 – Menu Create
From the menu Create you can select Document to create a new document in the drive. A new window will open with a new document with default name, Untitled document. It is possible to go back to Google Drive home page by clicking on the button Back to Google Drive, which will appear if you place the mouse cursor close to the document title.
Figure 12 – Card Untitled document
12/81 ITdesk.info – project of computer e-education with open access
3.2 RENAME AND SAVE THE DOCUMENT
By a left click on the title Untitled document, the dialogue box Rename document will open, where you can change the name of the document. The new typed name can be confirmed by clicking on the OK button. You can also do the same via menu option, File, and select the option, Rename. The same dialog will appear again to rename a document.
Figure 1 - Dialogue box Rename document
By clicking on the button Star close to the file name, it is possible to mark the importance of the file by inserting a star. If a document is starred, it is listed seperately on drive under the Starred folder, as mentioned previously in the handbook.
When you save a file for the first time, clicking on the button Move to, the dialogue box Move to will open, where you can choose a folder to save the new file in by left clicking it. The command to move the file in the desired folder must be confirmed by clicking on the button Move.
Figure 2 - Dialogue box Move
13/81 ITdesk.info – project of computer e-education with open access
Figure 3 - Dialogue box New Folder After saving the file, you can confirm the position of the document on drive by using the button Move to again, where a contextual menu will appear again showing the new position of the file.
Figure 4 – Contextual menu Move to If you want to move a file in another position, click on the button Organize. The dialogue box Move to will open, where you can chose where to save your file. Clicking on the command Create new folder, a dialogue box New folder will open, where you can type a name for the new folder. The folder will appear in the main window of Google Drive among other created files and folders. The command to open the new folder must be confirmed by clicking on the button Create.
3.3 MENU BAR
Under the file name, is placed the menu bar: File, Edit, View, Insert, Format, Tools, Table and Help.
Figure 5 – Menu Bar Close to the menu bar, the information on where the file is saved or when it was last modified, will appear.
Using the File menu, it is possible to:
select Share, which opens the window Sharing settings open a new document by New, or an existing-one by Open Rename an existing document or Make a copy See revision history 14/81 ITdesk.info – project of computer e-education with open access
set the Language Download as Microsoft Word (.docx), OpenDocument (.odt), PDF Documento (.pdf), normal Text (.txt) etc. Publish the document on the web (Publish on the web), send email to collaborators by, Email collaborators or send document as an attachment in an email by, Email as attachment option. define the Page setup or print the document by using Print option.
Figure 6 - File Menu Using the Edit menu, it is possible to,
o Undo or Redo the last action.
o Cut, Copy or Paste a text selection, temporarily save a text selection in the Web clipboard – selecting the command, will appear an overview of all text selections in Web clipboard which can be pasted by Paste option in an existing or in a new document.
o Select all or Find and replace a text selection.
Figure 7 - Modify Menu
15/81 ITdesk.info – project of computer e-education with open access
Using the View menu, it is possible to:
view the Print layout of the document,
select Show ruler, which can show or hide the horizontal ruler of the document,
select Show equation toolbar, which opens the bar for inserting equations,
select Show spelling suggestions, which helps in various suggestions for spellings,
select Compact controls, which shows or hides the menu bar. The Compact controls can also be hidden by clicking on the button Hide the menus or shown by clicking on the button Show the menus,
view a document in Full screen, by which it is possible to exit from this display by typing the Esc key.
Figure 8 - View Menu
Using the Insert menu, it is possible to insert an Image, a Link, an Equation, a Drawing, a Table, a Comment, a Footnote, Special characters, an Horizontal line, a Page number, a Page count, a Page break, an Header, a Footer, a Bookmark or a Table of contents.
16/81 ITdesk.info – project of computer e-education with open access
Figure 9 - Insert Menu
Using the Format menu, it is possible to:
format the text in different ways, like changing the text to Bold, in Italic, Underline, Strikethrough, as a Superscript or or as a Subscript
select one of the Paragraph styles – Increase indent, Decrease indent or choose one of the default styles
choose the type of Align - Align Left, Center, Align Right or Justify
define the Line spacing, i.e. the space between lines in the document
Clear formatting, clears all the formatting used in the document
Figure 10 - Format Menu
17/81 ITdesk.info – project of computer e-education with open access
Using the Tools menu, it is possible to:
use the commands Research and Define, which can be used to open the quick search box for an item on the internet – when inserting, for instance, an image through the Drag and Drop option, a Footnote will appear showing the web address from where the image has been downloaded.
It is also possible to search the item in Everything, Images, Scholar, Quotes, Dictionary or in the Personal documents.
Figure 11 – Options of the Research window use the command Word count. This command is used to determine the number of word in the document
use command Translate document, which can translate the document to a foreign language – a box will open where you should choose the language in which you want the document to be translated
use the option, Script manager or Script editor, which is generally used for managing and formatting functions
define Preferences, for instance, a user-defined preference for an automatic replacement (i.e. (c) is replaced by ©)
Figure 12 - Tool menu
18/81 ITdesk.info – project of computer e-education with open access
Using the Table menu, it is possible to insert a table from command, Insert table, and even format a table by option, Format table by suboptions, Insert row above, Insert row below, Insert column left, Insert column right, Delete row, Delete column, Delete table and define the Table properties.
Figure 13 - Table menu Using the Help menu, it is possible to use a Docs help, to access the User Forums or the Google+ Community, Report an issue or Report abuse and see the list of Keyboard shortcuts.
Figure 14 -Help menu
3.4 TOOL BAR
The tool bar contains the common tools that can be used for text formatting, this bar is placed under the menu bar.
Figure 15 – Tool Bar
Print – by clicking this button, a dialogue box Print will open, where you can determine the printer to be used, the number of copies, set the margins, etc.
Undo – to undo the previous action
Redo – to repeat the previous action
19/81 ITdesk.info – project of computer e-education with open access
Paint format – to transmit the format from one text to another
Styles – clicking on the arrow close to the name, a contextual menu will open where different standard styles for the document can be selected
Font – clicking on the arrow close to the name, a contextual menu will open where different standard fonts can be selected
Font size – clicking on the arrow close to the name, a contextual menu will open where different standard font sizes are offered More – clicking on the arrow close to the name, a contextual menu will open, with further options (like text alignment, spacing, indent, etc.)
Bold – to view the text in bold
Italic – to view the text in italic
Underline – to underline the text
Text colour – clicking on the arrow, a contextual menu will open showing the palette of standard colours, to change the Text or the Highlight colour.
Insert link – to insert a link to another document or website
Insert comment – to insert a comment for the selected text
Align – to align the text
Numbers, Bullets - to insert Numbers or Bullets
3.5 FILE SHARING
Clicking on the button Share, the Sharing settings window will open, where it is allowed to:
copy a Link to share, visibile only to people allowed to access it through one of the offered services (like Gmail, Google+, Facebook, Twitter, etc)
determine Who has access to the file – clicking on the command Change…, a window will open where it is possible to modify the visibilty of the file, Visibility option has options like,
o Public on the web,
20/81 ITdesk.info – project of computer e-education with open access
o Anyone with the link or
o Private
If you want other people to have access to the file and not make changes, click on the command Can view. If you want them to grant the access as well as make it possible for to modify the document, use options, Can edit or Can comment instead.
By typing email addresses in the Invite people box, you can determine who can access the document and the type of access for them. Persons invited for the access can be notified by email using Notify people via email option with suitable posts.
Commands are confirmed by clicking on the button Save and Share, after the eventual modifications, click on the button Done.
Figure 16 – Sharing settings After the file was shared and saved, close to the file name in the main box, the note Shared will appear.
3.6 ADDING COMMENTS
Placing the mouse cursor on a desired text selection in the document card or choosing a text selection and pushing the button Comments, a menu will open with the commands Notifications and Comment.
Selecting the command Comment, a small box will open, where it is possible to type the desired comment. The comment is confirmed clicking on the button Comment. In the side part 21/81 ITdesk.info – project of computer e-education with open access
of the window, the data on the comment are shown, and the text background of the comment is yellow. Clicking the button Comments, the list of all comments and their data will appear. It is possible to Reply to a comment or mark it as Resolve. If you want to reactivate a Resolve comment, you should click on the Re-open command.
Figura 17 - Window for inserting comments It is also possible to activate the Comment command in the same document. This is done by placing the cursor close to the word or to the line you want to comment, or by selecting and right clicking it. A contextual menu will open where you need to select again the Comment command. In the contextual menu it is possible to implement the quick format of the text, i.e. Cut, Copy or Paste, insert a Comment or a Link, or Clear formatting.
Figure 18 – Contextual Menu
Clicking on the button Comments and selecting the command Notifications, it is possible to set the type of notifications related to the opened file, which will be sent by email,
All – all new comments will be received by email,
Replies to you – notifications will be sent if someone answers your comment or
None – no notification will be sent.
22/81 ITdesk.info – project of computer e-education with open access
4. CREATING, SHARING AND PUBLISHING PRESENTATIONS
4.1 CREATING A NEW PRESENTATION
Selecting the button Create from the bar on the left of Google Drive main window, opens a menu with the list of documents which is possible to open. From the Create menu, select Presentation.
Figure 1 – Create menu
In the new card Untitled presentation, a window enabling the selection of a theme, Choose a theme will open, this opens each time a new presentation is created. If the option Show for new presentations is selected, the choice of a new theme is confirmed by clicking OK button.
23/81 ITdesk.info – project of computer e-education with open access
Figure 2 - Choose a theme
To select some other theme, Choose a theme option is selected, remove the check next to the option Show for new presentations, by left clicking it.
Figure 3 - Card Untitled presentation
24/81 ITdesk.info – project of computer e-education with open access
It is possible to go back to the Google Drive home page by clicking the button, Open Google Drive
.
4.2 RENAMING AND SAVING THE PRESENTATION
Left clicking the title Untitled presentation, the window Rename document will open where it is possible to rename the presentation. The command is confirmed by clicking the OK button.
Figure 4 - Rename document
Clicking the Star button next to the title of the presentation, it is possible to highlight the importance of the presentation. In the Google Drive home page, next to the title of the presentation a star will be displayed. To remove the star, click once on .
Clicking the Present button, the presentation will start. Clicking the arrow next to the button to start the presentation, a menu will open where it is possible to choose how to start the presentation:
From the beginning – Present from beginning
With speaker notes – Present with speaker notes
In new window – Present in new window
Figure 5 - Present context menu
25/81 ITdesk.info – project of computer e-education with open access
Selecting the command, Move to folder from the File menu, saves the document. The window Move to will open, where you can,
select the desired folder to save the new presentation in with a left click, or
Figure 6 - Move to
Create new folder – The window New folder will open where it is possible to insert a name for the new folder, and confirm it by clicking Create.
The command to move the document in the selected folder is confirmed by clicking, Move option.
Figure 7 - New folder
26/81 ITdesk.info – project of computer e-education with open access
4.3 MENU BAR
Under the title of the presentation, the menu bar can be found with options, File, Edit, View, Insert, Slide, Format, Arrange, Tools, Table and Help.
Figure 8 – Menu bar
After saving the presentation, next to the menu bar, the current position of the saved presentation or the last modification and the number of people viewing the presentation at that time, will be displayed.
Through the File menu, it is possible to do the following,
by selecting Share option, the window Sharing settings will be opened with the same functionality as described in the Chapter 4.6,
open a New or exiting presentation by Open option,
Rename or Make a copy of the existing presentation
Move to folder – to move the presentation to another folder
Import slides
See revision history
set the Language
Download as Microsoft PowerPoint (.pptx), PDF document (.pdf), Scalable Vector Graphics (.txt), Image PNG (.png), Image JPEG (.jpg) or Normal Text (.txt)
Publish the document On the web, Email collaborators, or Email as attachment
set the print settings via, Print settings and preview option or Print the document.
27/81 ITdesk.info – project of computer e-education with open access
Figure 9 - File menu
Through the Edit menu, it is possible to:
Undo or Redo the last action
Cut, Copy, Paste, Delete or Duplicate a text selection and temporary save it in the Web clipboard. By selecting this command, an overview of all text selections in the Web clipboard will be displayed and they can be pasted using Paste option in the existing document, or in another document.
Select all, Select none, or Find and replace a text selection.
28/81 ITdesk.info – project of computer e-education with open access
Figure 10 - Edit menu
Using the View menu, it is possible to:
Present to the presentation.
insert Animations to the presentation slides. When this option is selected, the Animations menu will open, where it is possible to set the type of transition from a slide to another.
o Clicking Slide – No transition, the possibility to choose the type of transition between slides. Clicking No transition, a context menu will open with the offered transitions, No transition, Fade, Slide from right, Slide from left, Flip, Cube and Gallery.
o After choosing the desired transition, it is possible to choose the transition duration from one slide to another: Slow - 5 seconds, Medium – 2.5 seconds or Fast – instantaneous transition. By clicking Apply to all slides option, the desired settings will be applied to all slides.
o Clicking the Play button, presentation starts in the background. Clicking the Stop button, the presentation will stop.
o The Animations window can be closed by clicking the Close button.
Master – format the slide that acts as the base for all other slides.
29/81 ITdesk.info – project of computer e-education with open access
Fit view – it is possible to use the command after using the commands Zoom in, Zoom out or zoom 50%, 100% or 200% - selections, the slide will decrease/increase in order to adapt it to the current window dimension of the internet browser
Snap to - Grid or Guide,
HTML view – the presentations view in the internet browser,
Show spelling suggestions,
Show speaker notes – under the presentation slides the empty box, Click to add notes will be displayed, where it is possible to type the notes related to the presentation, which will not be displayed during the presentation
by selecting Compact controls option, all controls will be hidden, except the menu bar.
Compact controls can also be activated by clicking Hide the menus or deactivated by
clicking Show the menus
view the document in Full screen – all controls are hidden. To view the controls, press the key, Esc.
30/81 ITdesk.info – project of computer e-education with open access
Figure 11 - View menu
Using the Insert menu, it is possible to insert a Text box, a Placeholder, an Image, Link, a Video, Word art, a Line – a menu will open with different type of lines, a Shape – a menu will open with different Shapes, Arrows, Callouts and Equations, a Table, an Animation, a Comment, a New slide, or to import a slide from another presentation through Import slides – the window Import slides will open, where first you have to find the presentation on Google Drive among the Presentations, or Upload it and select it by clicking the Select button, and then choose the slides from the selected presentation by holding the Ctrl key pressed. The selection is confirmed by clicking Import slides.
31/81 ITdesk.info – project of computer e-education with open access
Figure 12 - Insert menu
Using the Slide menu, it is possible to:
insert a New slide, Duplicate a slide or Delete a slide,
Change background, Apply layout – Title slide, Title and Body, Title and two columns, where the slide body is subdivided into two columns, Title only, Caption or Blank,
Change theme for the presentation or Change transition for a particular slide,
Edit master, which is used to format the slide master,
Move slide up, Move slide down, Move slide to beginning or Move slide to end
position yourself on Next slide, Previous slide, First slide or Last slide.
32/81 ITdesk.info – project of computer e-education with open access
Figure 13 - Slide menu
Through the Format menu, it is possible to:
format the text in different ways: in Bold, Italic, Underline, Strikethrough, in Superscript or in Subscript,
choose one of the Paragraph styles, either Increase indent or Decrease indent,
select a type of alignment from the following options, Align - Align Left, Center, Align Right or Justify, and Top, Middle or Bottom of the text box,
Set the Line spacing, i.e. the space between the lines,
format a Bulleted list, a Numbered list or view the List options,
Clear formatting
Change shape
set the Line weight, insert a Line dash or Line decorations, or set the Arrowhead side
33/81 ITdesk.info – project of computer e-education with open access
add Alt text – this selected text can access the screen reader. This function is generally used by the people with difficulties in viewing the presentation. A window will open, in which the Title and the Description is added, and the command is confirmed by clicking OK button.
Figure 14 - Format menu
Through the Arrange menu, it is possible to:
Order an object or a group of selected objects – objects can be placed according to the need using options, Bring to front, Bring forward, Send backward or Send to back – it is possible to position new objects or a text above the objects in the background,
Align horizontally – Left, Center or Right,
Align vertically – Top, Middle or Bottom,
Center on page - Horizontally, Vertically, 34/81 ITdesk.info – project of computer e-education with open access
Distribute,
Rotate – Rotate right 90˚, Rotate left 90˚, Flip horizontally or Flip vertically,
Group – to group more objects in a single object,
Ungroup – to undo the grouping of grouped objects,
Regroup – if, in addition to objects, text boxes are also selected, this command will group only objects.
Objects can be selected with the left button of the mouse, pressing Ctrl. If an object is selected by mistake, click it again to undo the choice.
Figure 15 - Arrange menu
Using the Tools menu, it is possible to:
check the spellings by option, Spelling
use the commands, Research and Define, which opens a quick search box of a topic on Internet. This can be used for inserting an image, for instance, using the Drag and Drop method, a Footnote will be displayed, with the Web address from which the image was downloaded.
It is possible to research the issue in Everything, Images, Scholar, Quotes, Dictionary or in the Personal documents.
35/81 ITdesk.info – project of computer e-education with open access
Figure 16 – Options of the Research window
set the Preferences, for instance automatic replacements (i.e. (c) is replaced by ©)
Figure 17 - Tool menu
Using the Table menu, it is possible to Insert a table and format it using the options like, Insert row above, Insert row below, Insert column left, Insert column right, Delete row, Delete column, Distribute rows, Distribute cells, Merge cells or Unmerge cells.
Figure 18 - Table menu
36/81 ITdesk.info – project of computer e-education with open access
Through the Help menu, it is possible to use the option, Search all menus, benefit of Slides help, access the User Forum or Google+ Community, Report an issue or Report abuse and view the list of the Keyboard shortcuts.
Figure 19 -Help menu
4.4 TOOL BAR
Toolbar is positioned below the menu bar.
Figure 20 – Tool bar
New slide – to insert a new empty slide. Clicking the down arrow, New slide with layout is selected. When this selection is done, a window will open in which it is possible to choose the new slide layout.
Undo – to undo or Redo – repeat the last action.
Paint format – to transfer the format from one text to another.
Zoom to fit – to zoom or reduce the slide in order to view it completely.
Zoom – to zoom the slide view.
Select – the mouse cursor is transformed in an arrow allowing the selection of the desired parts of the text.
37/81 ITdesk.info – project of computer e-education with open access
Text box – to insert a box to type a text.
Image – to insert an image. The window Insert image will open, where it is possible to:
o Upload an image from the computer through Choose an image to upload, and the selection is confirmed by clicking Open,
o Take a snapshot – this feature will work only if the webcam is available in the computer.
o Upload an image By URL. In the window Paste an image URL here you have to type the image URL.
o Find the picture in Your albums, i.e the pictures saved on Google drive, or
o Search with Google. When the desired image is found, you have to select it and press Select.
Shape – a context menu opens where it is possible to select Shapes, Arrows, Callouts or maths standard - Equation.
Line – a context menu opens where it is possible to choose a Line, an Arrow, a Curve, a Polyline, a Arc or a Scribble.
Insert comment – to insert comments related to the slides.
Change background – to modify the slides background.
Change layout – to modify the slides layout.
More – a context menu opens with additional options: Change theme and Change transition.
Clicking once inside the slide will show the additional options for formatting the slide text.
Figure 21 – Bar for formatting the slide text
This bar enables the user to:
set the Fill color, the Line color, the Line weight, insert a Line dash, select a Font and the Font size,
format the text view, in Bold, in Italic or Underline and the Text color,
38/81 ITdesk.info – project of computer e-education with open access
Link or Comment,
set the Align or the Line spacing,
select a Numbered list or a Bulleted list,
Decrease indent, Increase indent, or Clear formatting.
4.5 FILLING THE PRESENTATION
After opening a new presentation, you have to format it by inserting a Text box in the positions provided for text.
Clicking the Text box button, the mouse cursor is transformed in a symbol like “x”. Holding the left mouse button pressed in the position where you want to insert a Text box, a blue box will be shown, and dragging it with the mouse, you can determine the box size. When you reach the desired size, release the button. The blue box is transformed in a Text box where it is possible to type a text. When the possibility of inserting text in the Text box is available, the additional options for text formatting will be shown on the tool bar.
Figure 22 – Formatting the text box
It is possible to increase the text box positioning using the mouse cursor over one of the tips of the text box, holding the left mouse pressed and dragging it in the desired direction.
Figure 23 – Increase the text box
To move the text box, position the mouse cursor on the frame of the text box and drag it in the desired direction.
Figure 24 – Move the text box
39/81 ITdesk.info – project of computer e-education with open access
To insert a new slide, click on the New slide button, or select the New slide command from the Slide menu. To choose a slide layout, click on the arrow next to the New slide button.
4.6 SHARING THE PRESENTATION
Clicking the Share button or selecting the Share command from the File menu, the Sharing settings window will open, which allows user to:
copy a Link to share, which can be viewed only by people which can access it through one of the offered services (like Gmail, Google+, Facebook, Twitter, etc.)
set Who has access to the document – clicking the Change… command, a window will open where it is possible to set the document Visibility:
o Public on the web,
o Anyone with the link or
o Private.
If other people can access the document, click the Can view command, where it is possible to modify the way to access the document in Can edit or Can comment option.
By typing email addresses in the Invite people box, it is determined who can have access to the document and the type of access that needs to granted to people. The selected people can be notified using the option, Notify people via email with appropriate messages.
Commands are confirmed by clicking the Share and save button if some modifications were introduced, or by clicking the Done button if the document wasn't modified.
40/81 ITdesk.info – project of computer e-education with open access
Figure 25 – Share settings
When the document is shared and saved, next to its name in the main folder will be displayed the comment Shared.
4.7 INSERTING COMMENTS
Positioning the mouse cursor above a desired text selection on the slide, or selecting a part of the text and pressing Comments, a menu will be displayed with Notifications and Comment.
41/81 ITdesk.info – project of computer e-education with open access
Selecting Comment, a small window will open where it is possible to type the desired comment.
The comment is confirmed by clicking Comment option. On the side of the window the comments to the document is displayed.
If the option Comments is pressed from the menu, the list of all comments will be displayed. It is possible to Reply to a comment, or mark it as Resolve. If you want to reactivate a Resolve comment, click Re-open.
Figure 26 - Window for inserting comments
When the comment is confirmed, the comment window is modified, this allows the user to Edit, Delete or Resolve the comment, and/or to Reply to this comment.
Figure 27 – Comment window
It is possible to activate Comment also in the same document, by positioning next to the word or line to be commented, or by selecting and right clicking it. A context menu will open where Comment need to be selected again. In the context menu it is possible to format the text quickly by the options like, Cut, Copy or Paste, Research, insert a Comment, a Link or Animate.
42/81 ITdesk.info – project of computer e-education with open access
Figure 28 – Context menu inside the text box
By clicking Comments and selecting Notifications, it is possible to set the type of notifications that shall be sent by email when the changes are done to the document:
All – notifications of all new comments will be received by email,
Replies to you – notification will be sent if somebody reply to your comment, or
None – no notification will be sent.
43/81 ITdesk.info – project of computer e-education with open access
5 CREATING, PUBLISHING AND SHARING FORMS
5.1 CREATING A NEW FORM
If you select the Create button from the toolbar on the left side of the Google Drive homepage, a menu containing the list of available documents opens. In the Create menu you need to select the Form option.
Figure 19 - Menu Create
A new card will open with a new Untitled form.
It is possible to go back to the Google Drive home page clicking the button, Open Google Drive
.
5.2 RENAMING AND SAVING A FORM
After you select Form, a window named, Choose title and theme opens in a new tab, named, Untitled form. You need to type in the Title and choose the Theme. You confirm the choice by pressing the OK button.
44/81 ITdesk.info – project of computer e-education with open access
Picture 31 - Choose title and theme window
If you want to stop the Choose title and theme window from appearing every time you create a new form, you need to left-click and remove the tick (check mark) next to Show for new forms.
Clicking on the Untitled form field can later change name of the form, and theme can be changed by pressing the Theme button.
45/81 ITdesk.info – project of computer e-education with open access
Picture 32 - Untitled form tab
By clicking the Star icon next to the name of the document, you can emphasize the importance of a specific form by adding a star. In the Google Drive home page, next to the title of the presentation, a star will be displayed. To remove the star, click once again on .
Selecting the command, Move to folder from the File menu, saves the document. The window Move to will open, where you can:
select the desired folder to save the new document in with a left click, or
46/81 ITdesk.info – project of computer e-education with open access
Picture 33 - Move to window
• Create new folder - The window New folder will open where it is possible to insert a name to the new folder and confirm it by clicking Create button.
Picture 34 – Window New folder
If you want to move the form to somewhere else, you need to press the Organize button. The Move to window appears; here you can determine where you want your form to be saved in Drive. By pressing the Create new folder command, a New folder window appears, where you type in the name of the new folder. The folder will be visible in Google Drive homepage. You can confirm the opening of a new folder by pressing the Create button.
The command to move the document into the chosen folder should be confirmed by clicking on the Move button.
47/81 ITdesk.info – project of computer e-education with open access
5.3 MENU BAR
Bellow the name of the form, there is a menu bar containing these menus, File, Edit, View, Insert, Responses, Tools and Help.
Picture 43 – Menu bar
Below the menu bar, you can see the information where the form is currently being saved, or when the form was last edited.
By using the File menu, you can:
Add collaborators – a window called Sharing settings opens, in which you can copy Link to share (only accessible by collaborators) and, by doing so, enable your collaborators to access the form, Share link via a service, or determine Who has access to your files,
Send form – opens a Send form window – by using it, you can: copy the Link to share, Share link via a service or Send form via email.
Open a New or an existing document - Open
Rename or Make a copy of an existing form
Download as form with Comma Separated Values
by using the Embed option – the Embed form window appears – by using it, you can copy the code needed to Paste HTML to embed in website and choose the Custom size.
Send the document to your collaborators - Email collaborators or
Print the document.
48/81 ITdesk.info – project of computer e-education with open access
Picture 44 - File menu
By using the Edit menu, you can:
Undo or Redo the previous action
Picture 45 – Edit menu
By using the View menu, you can:
see the published form, Live form option in a new tab in your Internet browser
Choose theme for you form,
by choosing Compact controls, you can remove or show the menu bar. Compact controls can also be removed by pressing the Hide the menus button, or they can be shown by pressing the Show the menus button.
show the document in Full screen view. You can exit the full screen view by using the Esc key
49/81 ITdesk.info – project of computer e-education with open access
Picture 46 – View menu
By using the Insert menu, you can:
insert Basic responses view like, Text, Paragraph text, Multiple choices, Checkboxes or Choose from a list,
insert Advanced responses view like, Scale, Grid, Date or Time or
adjust the appearance of the form. Layout by inserting, Section header, Page break or Image.
Picture 47 – Insert menu
50/81 ITdesk.info – project of computer e-education with open access
By using the Responses menu, you can:
Close the form by disabling the Accepting responses option
see Summary of responses, a new tab containing the responses (represented both graphically and in percentage points) opens in your Internet browser
View responses – a new tab showing the responses in a spread sheet form opens in your web browser
Change response destination
Unlink form – when choosing this option, you cut the link between the form and the current spread sheet (the old responses will still be saved there, but new ones are not added to the spread sheet)
Get pre-filled URL – if you want your respondents to receive a form with certain fields pre- filled. By choosing this option – a form appears (you need to fill it out before sending it further) in a new tab of the web browser. When done, you should press the Send button and copy the URL link.
Delete all responses – to delete all the responses from the spread sheet
Next to the Responses menu, in brackets, you can see the number of responses the form has.
Picture 48 – Responses menu
By using the Tools menu, you can open:
Script manager
Script editor
51/81 ITdesk.info – project of computer e-education with open access
Picture 49 – Tools menu
By using scripts, you can enhance Forms with your own functions and new tasks.
By using the Help menu, you can get help with the forms - Forms help, access the User Forum or Google+ Community, Report an issue, check for updates - What's new, or see the list of Keyboard shortcuts.
Picture 50 – Help menu
5.4 TOOLBAR
Below the menu bar, there is a toolbar where you can find the basic text editing tools.
Picture 51 - Toolbar
Print - by clicking on this icon, the Print window appears, in which you can set the margins, set the number of copies you want printed, choose the printer that will be used etc.
Undo – to undo the previous action
Redo – to repeat the previous action
Theme – shows the current theme. By clicking on this icon, the Choose theme window opens, where you can choose a theme that you like.
52/81 ITdesk.info – project of computer e-education with open access
Choose response destination – by clicking on this icon, you determine where the responses to the form will be stored. If the destination has already been set, this button will not be available.
View responses - by clicking on this icon, a new tab containing the responses organised in form of a spreadsheet appears in the Internet menu. The first column shows the time when the form was uploaded, and the second column contains the response. This option will be enabled only if response destination has been chosen.
View live form – by clicking on this icon, the final version of the form (the way respondents will see it) appears in a new tab of the Internet menu.
53/81 ITdesk.info – project of computer e-education with open access
5.5 FILLING OUT AND SHARING FORMS
After you’ve typed in the title and you’ve chosen your theme, you need to give the details you want in the form, that is – you need to type in:
Form Description – a short description of the form
Question Title
Help Text – short explanation for the questions in the form
Question Type – by choosing Multiple choice, a quick menu appears – here you can choose how you want questions to be answered:
o Text – to type in shorter text
o Paragraph text – to type in longer text,
o Multiple choice – to choose from one of the given answers – with the possibility of redirecting to another page. When you click on Go to page based on the answer option, Continue to next page option appears next to the possible answers.
By pressing Continue to next page, a quick menu appears – here you can determine what the next step (after the answer has been chosen) should be, Continue to next page, Go to page 1 or Submit form.
Picture 35 - Continue to next page quick menu
o Checkboxes – to choose one of the given answers by checking or unchecking the checkboxes,
o Choose from a list – to choose one from the list of possible answers, with the possibility of redirecting to another page,
o Scale – choose a value from a scale. It can define the meaning of the left (0 or 1) and right (from 5 to 10) scale boundaries. E.g. 0 = Never, 5 = Always.
o Grid,
o Date – to type in the date or
o Time – to type in the time.
54/81 ITdesk.info – project of computer e-education with open access
Picture 36 - Multiple choice quick menu
If you choose Required question along with the question, the form will not be submitted until all the required questions (marked with ) are answered.
By pressing the Done button you can see the finished form. By pressing it again the form returns to the form-editing mode.
By pressing the Edit button, you can edit specific questions.
By pressing the Duplicate button, you duplicate the specific questions.
By pressing the Erase button, you delete a question from the form.
By pressing the Add item button, a quick menu opens - here you can add new items to the form. This way, you can add more questions to the form.
55/81 ITdesk.info – project of computer e-education with open access
Picture 37 - Add item quick menu - displays different form types: Multiple choice, Checkboxes, Choose from list, Scale, Grid, Date, Time etc.
After you’ve done editing the form, you need to re-check the contents in the form from option, Confirmation Page, which appears after the respondent answers the questions.
Picture 39 - Confirmation Page
Using Confirmation Page you can:
type in Custom confirmation message e.g. 'your response has been registered!' or a message like, 'Thanks for participating!', etc.
Show link to submit another response
Publish and show a link to the results of this form to all respondents
Allow responders to edit responses after submitting
When you press the Send form button, the Send form window opens. Here, you determine the way in which the form can be accessed via Link to share:
o Share link via - Google+, Facebook or Twitter service
o Send link via email – you need to type in the e-mail addresses to which you want your link sent. If you choose this method of distribution, you can Include form in
56/81 ITdesk.info – project of computer e-education with open access
email – not recommended (display wise); Send me a copy – send a copy of the e- mail to the sender; or add Customize message and subject.
Picture 40 - Customize message and subject
Picture 41 – Send form window
By clicking on the Done button, Choose response destination opens. Here, you can decide on how the responses should be stored. This particular way of saving the responses enables you to analyse them without affecting the original responses. Responses can be saved in different ways like:
o New spreadsheet – you can set the option to Always create new spreadsheet for every new form. You can rename the response spreadsheet by clicking left on the current name and changing it.
57/81 ITdesk.info – project of computer e-education with open access
o New sheet in an existing spreadsheet. You need to press the Choose button in order to open the Choose a spreadsheet where we'll copy responses to your form window, where you need to find an existing spreadsheet. This option can be useful if e.g. there is a table calculation where you store responses to different forms.
By pressing the Create button, you confirm the choice and create either a new spreadsheet or a new sheet within an existing spreadsheet.
Picture 42 – Choose response destination window
58/81 ITdesk.info – project of computer e-education with open access
6 CREATE, PUBLISH AND SHARE SPREADSHEET
6.1 CREATE A NEW SPREADSHEET
From the Create menu, select Spreadsheet. A new card will open, with the new spreadsheet named, Untitled spreadsheet.
Figure 1 – Create Menu
It is possible to go back to Google Drive's main window by clicking the button Open Google Drive, which will appear when placing the mouse cursor close to the name of the document.
59/81 ITdesk.info – project of computer e-education with open access
Figure 2 - Untitled spreadsheet
6.2 SPREADSHEET RENAMING AND SAVING
Left clicking on the name Untitled spreadsheet, the dialogue box Rename spreadsheet will open, through which it is possible to rename the spreadsheet. The command should be confirmed clicking on the OK button.
Figure 3 - Rename spreadsheet
60/81 ITdesk.info – project of computer e-education with open access
By clicking on the Star button close to the name of the document, it is possible to underline the importance of the document by inserting a star. In the main window of Google drive, close to the title of the document, the star will also be displayed. To remove the star, single click on the button .
Selecting the command Move to folder from the File menu saves the spreadsheet. The window Move to will open, where you can:
• select the desired folder to save the new document with a left click, or
Figure 4 – Window Move to
Create new folder – the New folder window will open, where it is possible to name the folder, confirming the command by clicking the Create button.
Figure 5 - New folder
The command to move the document into the chosen folder should be confirmed by clicking the Move button.
61/81 ITdesk.info – project of computer e-education with open access
6.3 MENU BAR
The menu bar is placed under the name of the document: File, Edit, View, Insert, Format, Data, Tools and Help.
Figure 6 – Menu Bar
After saving the spreadsheet, next to the menu bar the information will appear concerning its actual position, or when it was last modified and the number of people who have the spreadsheet open on their computers at that time.
Through the File menu, it is possible to:
Select Share option, it opens Sharing settings dialogue box.
Open a New document or an already existing document by Open option,
Rename the spreadsheet, to Make a copy, or Move to folder, to move the spreadsheet in another folder.
Import a file, after which a dialogue box named Import file will open.
o The file can be uploaded by clicking the Choose file button – a document is chosen from the computer in one of the Supported formats (.sxl, .xlsx, .ods, .csv, .txt, .tsv or .tab).
o In the uploading can also be selected the Import action – it is chosen if you want to
. Create new spreadsheet,
. Insert new sheet(s),
. Replace spreadsheet with another existing spreadsheet,
. Replace current sheet,
. Append rows to current sheet or
. Replace data starting at selected cell
o It is possible to Preview the uploaded document in the right side of the dialogue box.
o After choosing the document, you must define the Separator character
. Automatic,
. Tab,
. Comma or
62/81 ITdesk.info – project of computer e-education with open access
. Custom – in the apposite space type the desired keyboard character
o The selected actions should be confirmed by clicking on the Import button.
See revision history
See Spreadsheet settings – the dialogue box Spreadsheet settings will open, where you can choose:
o Locale – to make changes in formatting defaults, such as currency. The Language can be modified in the settings of the main window of Google Drive.
o Time zone - to change time-related functions.
o The selected settings are confirmed by clicking the button Save settings.
Download as Microsoft Excel (.xlsx), OpenDocument format (.ods), PDF document (.pdf), Comma separated values (.csv, current sheet), Tab-delimited values (.tsv, current sheet), Web page (.html, current sheet) etc.
Publish the document on the web, Email collaborators or Email as attachment
Print the document.
Figure 7 - File Menu
Using the Edit menu, it is possible to:
Undo or Redo the last action
Cut, Copy or Paste a selected text and temporary save it in the Web clipboard. With this command, an overview of all selections of texts which are in the Web clipboard will be shown, and can be pasted (Paste) in the existing document, or in another document. 63/81 ITdesk.info – project of computer e-education with open access
Paste special – Paste values only, Paste format only, Paste all except borders, Paste formula only, Paste date validation only or Paste conditional formatting only
Find and replace a selected text
Delete values
Delete row where the selected cell is located
Delete column where the selected cell is located
Clear notes
Figure 8 - Edit Menu
Through the View menu, it is possible to:
choose between the Normal view and the List view
Freeze rows or Freeze columns, which is quite useful in case of long or wide tables when it is needed to freeze a row or a column.
show Gridlines – each cell has visible borders
show Protected ranges
show the Formula bar – to insert commands from the keyboard; or show All formulas, and not only the results
show Hidden sheets – sheets can be hidden through the context menu, which can be opened clicking on the arrow close to the sheet name
64/81 ITdesk.info – project of computer e-education with open access
select Compact controls, this hides everything except the menu bar. The Compact controls can also be implemented by clicking the button Hide the menus or deactivated by clicking the button Show the menus
view the document in Full screen – all the controls will be hidden. To view the controls, push the key Esc.
Figure 9 - View Menu
Using the Insert menu, it is possible to insert: Row above, Row below, Column left, Column right of the selected cell, or to insert a New sheet, Comment, Note, Function, Chart, Image, Form, Drawing or Script.
One of the main purposes of the spreadsheet is the creation of calculations using predetermined functions. A Function list is available in the Help card.
65/81 ITdesk.info – project of computer e-education with open access
Figure 10 - Insert Menu
Using the Format menu, it is possible to:
use the Number command, by selecting this command, it is possible to set the type of view of the cell content choosing between the Normal view and the view with Custom decimals, select a type of view for the Currency, the Percent, the Date and the Time, or choose the view in Plain text
select the Font command, by which you can choose the type of font of the cell content or the Font size for the document.
format the text in different ways, in Bold, in Italic, Underline, Strikethrough
Merge cells – first, you select the cells that you want to merge, and then, through the command Merge cells the way in which to merge them
set the Conditional formatting – the command is implemented after selecting the cells to which apply the conditional formatting.
Figure 11 - Conditional formatting 66/81 ITdesk.info – project of computer e-education with open access
The Conditional formatting dialogue box will open, where it is possible to:
o set a condition – what you want to find: Text contains, Text does not contain, Text is exactly, Cell is empty, Date is, Date is before, Date is after, Greater than, Less than, Is equal to, Is not equal to, Is between or Is not between
o set the formatting of the condition – if the text specified in the condition is found, it is possible to modify the text colour or background of the cell content.
This option is used if, for instance, you want colour cells with the same colour or modify the font of the cells with the selected term.
Clear formatting
Figure 12 – Format
67/81 ITdesk.info – project of computer e-education with open access
By using the Data menu, it is possible to:
Sort sheet by column, A-Z – the contents of the selected column will be sorted from A to Z
Sort sheet by column, Z-A – the contents of the selected column will be sorted from Z to A
Sort range by column, A-Z
Sort range by column, Z-A
Sort range – After selecting a column (or a row), select the command Sort range. Data is selected by pressing the left button of the mouse on the first datum and holding it down until dragging the cursor to the last datum. To select the whole table, select the cell in the left upper corner . The dialogue box Sort range from will open, where it is possible to choose how to sort the data in the selected column (or row) – in a descending series (Z-A) or ascending (A-Z). Clicking on+ Add another sort column option, it is possible to choose how to sort the data in another column. The selection is confirmed by clicking the Sort button.
use option, Named and protected ranges – it is possible to name a cell or a group of cells, to enable their reading or saving more easily. The side window Named and protected ranges will open, where, after clicking on+ Add a range, a name is typed in the cell NamedRange1. After pushing the button Get data range, select the desired range of cells from the table. The selection is confirmed by clicking on the OK button. It is possible to protect the data using the command Protect – the window Sharing settings – Range Protection will open, where it is possible to determine Who has access to the protected data.
Figure 13 – The command Named and protected ranges
Filter – first, select a portion of the title row, if available, insert the filter, or only to a portion of the row above the data, which you want to filter. Then, activate the command Filter. A portion of the row is selected pushing the left button of the mouse on the first datum in the row and holding it down until dragging the last datum.
In each column of the selected row, a down arrow will appear. Clicking on it, a dialogue box will open, where the list of all data in the column is shown. A row with a datum can be shown or hidden by clicking the small square close to its name. The command is confirmed by clicking the OK button. It is possible to turn the filter off selecting the command Turn off filter from the Data menu.
68/81 ITdesk.info – project of computer e-education with open access
Figure 14 – The dialogue box Filter
create a Pivot table report – to extract data from another table in order to analyze its data. After selecting the table to be analyzed, select the command to create a Pivot table report. An empty table will be opened and the Report Editor, where it is possible to choose the object of the analysis in the empty table. The side square will appear every time a cell of the Pivot table is selected.
Table 1 – Empty Pivot table
By selecting
o Edit range, it is possible to modify the data range of the original table, to be analyzed
o Rows, it is possible to choose which data from the original table shall be shown in the main rows of the first column of the pivot table
o Columns, it is possible to choose which data from the original table shall be shown in the main columns of the first row of the pivot table
o Values, it is possible to define which values shall be typed in the central body of the pivot table
o Filter, it is possible to filter the analyzed data
o Show totals, it is possible to view the sum of the values for rows and/or columns and the total value of all rows and/or columns.
69/81 ITdesk.info – project of computer e-education with open access
Figure 15 - Report editor
In this way the table shown in figure 75, is transformed in the pivot table shown in figure 76. If a cell is selected from the pivot table, the report editor will also open, permitting it to be formatted in a simple way like in the contents of the pivot table. After creating the pivot table, it is possible to go back to the original table using the button .
Table 2 – Original table Acquirenti Tipo di merce Quantità Fornitore Data Valore Ferimport ferro 30Mirko 15.5.2002 150 Kn Končar cavi 150Alan 17.5.2002 500 Kn Ferimport cavi 120Igor 18.5.2002 400 Kn INA nafta 1000Alan 15.5.2002 600 Kn INA alcool 50Dražen 16.5.2002 4 Kn Končar cavi 220Velimir 19.5.2002 800 Kn TOZ legno 360Dražen 17.5.2002 10 Kn TOZ ferro 10Dražen 15.5.2002 50 Kn Pliva alcool 100Alan 18.5.2002 7,9 Kn Ferimport alcool 110Mirko 17.5.2002 7,7 Kn Pliva nafta 500Igor 16.5.2002 299 Kn Končar nafta 105Igor 15.5.2002 90 Kn Končar legno 40Igor 18.5.2002 1,9 Kn TOZ legno 35Velimir 16.5.2002 1,8 Kn INA nafta 800Dražen 17.5.2002 400 Kn Končar cavi 400Velimir 16.5.2002 1,8 Kn Ferimport legno 125Igor 18.5.2002 3,6 Kn Pliva alcool 70Alan 17.5.2002 6 Kn
70/81 ITdesk.info – project of computer e-education with open access
Table 3 - Pivot table after formatting Ferimport INA Končar Pliva TOZ Grand Total alcool 7,7 Kn 4 Kn 13,9 Kn 25,6 Kn legno 3,6 Kn 1,9 Kn 11,8 Kn 17,3 Kn cavi 400 Kn 1301,8 Kn 1701,8 Kn nafta 1000 Kn 90 Kn 299 Kn 1389 Kn ferro 150 Kn 50 Kn 200 Kn Grand Total 561,3 Kn 1004 Kn 1393,7 Kn 312,9 Kn 61,8 Kn 3333,7 Kn
Validation – permits the user to determine how to input data: delimit the data input, show a message for incorrect input, or show a dialogue box where it is possible to select an answer. Selecting this command, the dialogue box Data validation will open, where it is possible to set the conditions for validating the inputted data.
Figure 16 - Data validation
71/81 ITdesk.info – project of computer e-education with open access
Through the selection,
o Cell range, it is possible to choose to cells to apply the criteria
o Criteria – clicking on , a dialogue box will open, where it is possible to choose the following selections:
. List from a range – an existing column is selected with the items approved to be inputted in the cell,
. List of items – a list of items is typed, separated by commas, which are approved to be typed in the cell
. Number – a range of approved numbers is written (i.e. between 10 and 100),
. Text – which Contains, Does not contain, is Equals to a determined word or words, Is valid email or Is valid URL
. Date – sets the characteristics of the inputted date: is valid date, is equal to the chosen date, before, on or before, after, on or after the chosen day, or is between or not between the chosen dates.
o On invalid data, sets how to treat the invalid data – it is possible to Show warning, to Permit data input or Reject data input.
o Appearance, sets the view of the selected criteria by the command Display in-cell button to show list, which is valid only for criteria with lists. On the right side of the cell, a down arrow will appear that, when pushed, will open the dialogue box with the data approved for inputting.
Figure 17 - Dialogue box with the list of approved values
Figure 18 - Data menu
72/81 ITdesk.info – project of computer e-education with open access
Through the Tools menu it is possible to:
Create a form – a new tab will open where the rules for sending forms are set (please, consult the chapter on forms). After determining the form content, clicking on the button Send form. The window Send form will open, where it is possible to set who will receive the form and how. After creating the form, in the Tools menu, the commands Edit form and Send form will be shown.
View the Script gallery…
Edit the Script manager…
View the Script editor…
Implement the Spelling…
Activate the Solver… – to solve the simple problems. Selecting this command, the Solve window will open, where the desired parameters can be set.
Enable autocomplete – if a word has been already used in a column in the past, it is not needed to retype it in full every time because after typing the first letters the program will propose the full word and autocomplete it.
Figure 19 – Example of Enable autocomplete
Set the Notification rules – by clicking this command, the window Set notification rules will open, where the type of notification is defined:
o Notify me when… – Any changes are made, Anything on this sheet is changed, Any of these cells are changed, Collaborates are added or removed, or A user submits a form
o Notify me with… – Email, Daily digest or Email-right away
Protect the sheet – by clicking this command, the window Protect sheet will open, where it is possible to set Who is allowed to edit this sheet? – Anyone invited as a collaborator (no protection), Only me or Me, and the collaborators below.
73/81 ITdesk.info – project of computer e-education with open access
Figure 20 - Tool menu
If, through the Tools menu a form was created, the additional menu Form will be shown. Through the Form menu, it is possible to:
Edit form,
Send form,
Go to live form,
Embed form in a webpage,
Show summary of responses or
Unlink form. The use of modules is explained in chapter 6.
Figure 21 - Form menu
The Help menu enables the user to search Sheets help, access User Forum or Google+ Community, Report an issue, view the Function list or the list Keyboard shortcuts.
74/81 ITdesk.info – project of computer e-education with open access
Figure 22 - Help menu
6.4 TOOL BAR
Under the menu bar, it is possible to find the bar of common tools used for text formatting.
Figure 23 – Tool bar
Print – by clicking on this button, the Print window will open, which permits to select the printer to be used, to define the number of copies, to set the borders, etc.
Undo – to undo the last action
Redo – to repeat the last action
Paint format – to copy the format from a text to another.
Format as currency
Format as percentage
More formats
Font – by clicking the arrow close to the command, the context menu will open with the list of the available fonts.
Font size – by clicking the arrow close to the number, the context menu will open with the list of available font sizes.
Bold – to view the text in bold
Italic – to view the text in italic
Strikethrough – to strikethrough the text 75/81 ITdesk.info – project of computer e-education with open access
Text colour – clicking on the arrow, the context menu will open, with the colour palette to be applied to the Text or to the Background.
Fill color – to choose the fill color
Borders – to set the type of borders
Merge cells – to merge more cells in a single cell
Horizontal align – clicking on the arrow a dialogue box will open, where it is possible to select the type of horizontal alignment
Vertical align – clicking on the arrow a dialogue box will open, where it is possible to select the type of vertical alignment.
Wrap text – to wrap the text in such a way that it adapts the sorting of word to the width of the cell
More – a context menu will open with additional options,
Insert comment – to insert comments
Insert chart – by clicking this command, the Chart editor box will open:
in the Start option, set Data range by clicking on the button Get data range it is possible to select the data to be shown in the chart; Switch rows/columns or Use row as header
in the Charts option, different types of chart displays are offered like, Line, Area, Column, Bar, Scatter, Pie, Map, Trend or More.
By clicking one of the charts in the central part of the window, all charts of the selected type will be displayed. To select one of the charts, just click on its sketch. On the right side of the window, the preview of the chart will be displayed. To confirm the selected chart, press the Insert button;
in the Customize option – format the chart modifying the Chart title, Legend, Font, Background, Axis etc.
76/81 ITdesk.info – project of computer e-education with open access
(a) (b)
(c) (d)
(e) Figure 24 – Example of Line chart (a), Area (b), Column (c), Bar (d), Pie (e)
Turn off filter – to turn the filter off or on
Functions – by clicking this command, a context menu will open with the list of calculation functions that are used more frequently. Clicking on the option More functions, a new option will open with the description of all available functions.
Each spreadsheet consists a number of Sheets, whose list is placed on the bottom of the page. Clicking on the arrow close to the name of a sheet, a context menu will open, enabling: Delete, Duplicate, Copy to …, Rename…, Hide sheet or Hidesheet, Show comments on the sheet, Move right or Move left. Close to the sheet name, if any, the number of comments on this sheet will be displayed.
77/81 ITdesk.info – project of computer e-education with open access
Figure 25 – Bar with the list of sheets
Figure 26 - Context menu of the sheet
6.5 SHARING SPREADSHEETS
Clicking on the button Share or selecting the command Share from the File menu, the window Sharing settings will be displayed, enabling:
the copy of a Link to share, visible only to people enabled to access through one of the offered services (like Gmail, Google+, Facebook, Twitter, etc.)
determine Who has access to the spreadsheet. By clicking on the command Change…, a window will open, where it is possible to set the document Visibility options:
o Public on the web,
o Anyone with the link or
o Private.
If other people can access the spreadsheet, they can be provided access to only view by selecting the Can view option. They can be provided with the access to edit or comment the spreadsheet by choosing Can edit or Can comment options respectively.
Typing email addresses in the box Invite people, to determine who can access the document and the way to access. The selected people can be notified via email (Notify people via email) with appropriate messages.
Commands are confirmed by clicking the button Save and Share if modifications were introduced, or by clicking the button Done if not.
78/81 ITdesk.info – project of computer e-education with open access
Figure 27 – Share settings
When the spreadsheet is shared and saved, close to its name in the main folder, the comment Shared will be displayed.
6.6 INSERT COMMENTS
By positioning the mouse cursor above the desired text selection in the spreadsheet, or selecting a part of the text and pressing the button Comments, a menu will open with the commands Notifications and Comment.
Selecting the command Comment, a small window will open, where it is possible to write the desired comment. The comment is confirmed by clicking the button Comment. On the side of the window the comments are positioned, and the text background of the comments is yellow by default.
By pressing the button Comments, the list of all comments will be displayed, with their data. It is possible to Reply to a comment, or mark it as Resolve. If you want to reactivate a Resolve comment, click on the Re-open command.
79/81 ITdesk.info – project of computer e-education with open access
Figure 28 - Window for inserting comments
It is possible to activate the Comment command in the same spreadsheet as well, positioning the mouse cursor next to the word you want to comment, or selecting and right clicking it. A context menu will open where it is possible to select the Comment command.
In the context menu, you can run fast formatting options like:
Cut, Copy , Paste or Paste special – it is possible to Paste values only, Paste format only, Paste all except borders, Paste formula only, Paste data validation only, Paste conditional formatting only Name and protect range, Insert comment, Insert note or Clear notes, set the Conditional formatting or implement Data validation.
Figure 29 – Context menu
Clicking on the button Comments and selecting the command Notifications, it is possible to set the type of notifications for the document which will be sent by email:
All – notifications of all new comments will be received by email, Replies to you – the notification will be sent if someone answer your comment, or None – no notification will be sent.
80/81 ITdesk.info – project of computer e-education with open access
GENERAL TERMS AND CONDITIONS
Web–page www.ITdesk.info was initiated by non-profit organization “Otvoreno društvo za razmjenu ideja - ODRAZI“, under the project for active promotion of human right to information and human right to education.
You are free to copy and distribute this document, provided that you don’t make any changes in it!
All programs and services mentioned on homepage of ITdesk at www.ITdesk.info are exclusively in ownership of the author. Microsoft, Windows, and Windowsxx are registered trademarks of Microsoft Corporation. Other trademarks used at ITdesk homepage are exclusively in ownership of their owners. In case you have any questions related to usage or distribution of mentioned programs, please contact the author of that particular program. For all other questions, send it to [email protected].
______
This webpage contains links to other pages or sources. ITdesk.info team ISN’T responsible for textual and/or advertising content, perspectively for products that are offered on this webpage/source. ITdesk.info team isn’t responsible for content available; terms of using content and accuracy. Use links at your own responsibility. Also, ITdesk.info team doesn’t guarantee:
That the content on this webpages is free from mistakes and is suitable for any purpose, That these webpages or web services will function without mistakes or interruptions, That it will be suitable for your needs, That implementation and content do not distribute patents, author’s rights, trademarks or other rights from the third party.
In case you don’t agree with the terms of use or you are not satisfied with webpages we provide, prekinite stop using this webpages and web services. ITdesk.info isn’t responsible to you or any third party for damage that are direct or indirect, incidental or consequential, resulting from your wrong usage of the webpages or web services. Although your claim can be based on guarantee, contract, tackle or other legal footageIako, and independent of our information that damage potentially occurred, we are free of any responsibility. Acceptance of these terms and limits of our responsibility is a necessary condition for using webpages and web services.
All softwares named in this or other documents posted on page ITdesk.info are only for educational purposes and doesn’t mean that we prefer these softwares over any other. Any statement that we prefer this software over any other should be considered untrue. We support only open source softwares that allow users to become digitally literal, use computer and participate in modern IT society without facing obstacles.
81/81 ITdesk.info – project of computer e-education with open access
Publisher: Open Society for Idea Exchange (ODRAZI), Zagreb
82/81