Google Docs iTeam Introduction

Introduction to Google Docs

Abstract: Google Docs is a free online service that enables users to create documents, drawings, forms, presentations and spreadsheets online and store them online so these files can be shared for collaboration. This system allows educators and students to grant access of their work with others, collaborate on assignments, and store documents online for use at school, at home, or anywhere they have Internet access.

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Google Docs iTeam Introduction

Introduction to Google Docs

Contents

Learning Objectives ...... 3

Creating a Google Docs Account ...... 4 Creating a New Document ...... 6 Saving and Renaming a New Document ...... 7 Uploading a Document ...... 8 Working with your Document ...... 9 Creating Folders to Organize your Documents ...... 11 Sharing and Collaborating on a Document ...... 12 Reviewing the Version History of a Document ...... 14 Printing a Document ...... 15 Additional Resources ...... 15

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Google Docs

Learning Objectives

Upon completion of this workshop you will be able to:

Create your own Google Docs account Create a new Document Upload a Document Work with your Documents by: Editing Content Inserting pictures and more Using Spell Check Sharing and Collaborating Documents Printing Documents

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Google Docs Training

Creating a In order to fully utilize Google Docs, you will first need to new Google register for a Google account. For those of you that have a Account Gmail account, you can use the same login information to access Google Docs. Otherwise, you can sign up for a Gmail account (which will give you access to Gmail, Calendar, and Docs features) or a regular Google account.

NOTE: While you can view a document, spreadsheet or presentation in Google Docs without a Google Account (if you have been invited to view the file), you will need a Google Account to edit the document, spreadsheet or presentation, and to access all the functions inside Google Docs.

How to set up If you want to set up a regular Google account, here are the a Google steps you need to follow: account 1. Go to http://www.google.com/docs 2. Optional: Click “Take a tour of Google Docs” to learn more about the features of Google Docs.

3. If you have an existing Google account (Gmail, iGoogle, etc.) sign into Google Docs. If you don’t have a Google account, click the Get Started button, fill in the prompts with information, read through the Terms of Service and click on I Accept. Create My Account.

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Google Docs iTeam Introduction

Set up your 4. You can use any e-mail address you would like to create new Google your Google account, but pick an e-mail address you can Docs account check immediately, as you will need to confirm your e- mail address in order to use your new Google account.

a) Fill in all the form fields as prompted by the Google Account creation screen. b) Read through all the terms of service. c) Click the I accept. Create my account button. d) Check your e-mail account for an e-mail from Google asking you to click the verification link to activate your new Google account.

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Create a New Once you have created a Google account and are able to Document log into Google Docs, you can begin creating or adding documents to your account.

1. Click on the Create button and select which type of file you would like to create. In this example, we will be selecting the Document option.

2. Google Docs will open a new window (or tab, depending on your Internet browser settings) that will allow you to create a document using a word processor embedded into the window.

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Create a new 3. You do not have to save your document, like with a document traditional word processor, as Google Docs is constantly saving the file. You can Rename the file (from “Untitled Document”) by clicking on the File menu and selecting Rename.

4. If you decide to rename your file, when you see the window appear, type in the new document name and click OK.

5. You can also go to the File menu and select Make a copy to save a copy of your file under the name “Copy of ”.

6. If you close the window when you are finished working with the document, but you haven’t saved it yet, it will show up as Untitled Document in your file list.

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Uploading a 1. In order to upload an existing document, you just need Document to click on the Upload button (next to the Create button) and select Files.

2. A dialog box will open so you can find the document that you would like to upload.

3. You will be prompted to check your Upload settings before you upload the file. When you have completed these steps you will click on the Start Upload button.

4. Your file should now appear in your main window.

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Working with Just like in Microsoft Word you can copy, paste, bold, your underline, italicize, and many other editing options. Although Documents your editing options are not as comprehensive as a desktop program such as MS Word, you should find most of what you will need to create and edit your documents. Here is an overview of some of the features that are available.

Edit Menu and The Edit menu and the Standard toolbar have many different Standard options available. Most of the icons on the toolbar should look Toolbar familiar to you. (Scissors icon for Cut, Clipboard Icon for Paste, B I & U for Bold, Italic, and Underline, etc.) You can always hover your mouse over the button to learn its’ function.

The Insert menu allows you to put more than just words into Insert Menu your document, giving you options for many types of objects

such as images, Internet web links, comments, headers and

footers. (You can also insert a table using the Table menu)

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Tools Menu Google Docs has a Tools menu where you can bring up a Research window, get a Word Count of your document, or have your document translated to another language.

The Spell Check feature is now bundled into Google Docs, so it doesn’t require going to any menus or clicking a button.

As you are typing, if Google Docs detects a misspelled word, you will see it underlined in red.

If you right click on the word, a menu will pop up with suggestions of the correct spelling of the word. Click on their selection, or click on Ignore All if the word you typed was correct.

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Creating Store your files in Folders Folders to You can create folders and sub folders to store your files in organize your Google Docs, just like on your computer. In Google Docs, documents though, folders are called Collections.

1. Click on the Create button and select Collection.. 2. A pop up window will appear asking you to create a name for your new collection (folder). Type in the new name in the space provided, then click Create to create your new collection.

3. To place a document into a folder you can simply click on and drag the file to the folder name under the header My Collections. That document will then have the name of the folder it’s stored in, next to the file name. (In the picture below, USD Google Docs Class Sample Document is already stored in folder name Sample Folder Name.)

4. You can always click on All Items in the left navigation menu to see all of your documents. If you don’t want to drag your files into folders, you can click the check box next to any file and then click the Organize button from above the file list to choose which folder you would like them stored.

5. You can repeat this process for all your documents until they are filed away appropriately.

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Sharing and Google Docs gives you the ability to share your work with Collaborating others in a variety of methods: You can give access to a on a document where: document a) Others can read the document and not make any changes. b) Others can collaborate with you by making changes. You will be able to see the changes that each person has made to your document and have the ability to revert to past versions of the document if necessary.

Note: In order to collaborate on a document, the person(s) you share the document with MUST have a Google account. Otherwise they can only view the document.

How to Share 1. Click on All Items in your left navigation menu to show a Document all the items that you have in your Google Docs account. Select which one you would like to share with another person by clicking the checkbox in front of the document. Click on the Share button above the file list.

2. You have the option to invite others to be able to Edit, Comment, or View the file. You will need to type in the email addresses of the people with whom you would like to share the document, in the Add people box. Separate addresses with a comma. Once they are added, you can set whether they can edit, comment or view the file. Click on the Done button when you are finished.

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How to Share 3. A window will pop up that will ask you to type in a a Document message that will be emailed along with the invitation to access the document. Type in your message and click on the Send button. You have the option to CC yourself on the message by making sure the checkbox is selected next to CC me.

4. Anyone that receives the invitation can then click on the

link within the message to begin viewing and/or editing

the document. They will need to log in with their Google

Account in order to edit if they have editing permission.

Note: For documents and presentations, you can only have 200 combined viewers and collaborators per file, and only 10 people can edit and/or view any file at any given time. For spreadsheets, you can share a file to unlimited viewers, and only 50 people can edit and/or view any file at any given time.

How to Google Docs allows you to see the revision history of a Collaborate document so you can review changes made by each on a File collaborator on a file. This gives you the ability to go back to an earlier version of the file if, for any reason, the file has been compromised or incorrectly changed by another editor.

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Reviewing the When you want to review the version history of any version document, just do the following: history 1. Open the document, spreadsheet, or presentation for editing in Google Docs.

2. Go to the File menu, and select See revision history.

3. You should see a list of timestamps along the right side of the screen. Click on any of those time stamps to bring up that revision on the screen.

4. If you want to revert to any previous time stamp version of the file, click the link “Restore this version” below the time stamp details.

5. When you want to exit the Revision History view, just click the X at the top right corner of the Revision History pane.

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Print a When you want to print a document, open the file in either document the Document, Spreadsheet, or Presentation program.

1. Click on the File menu, then select the Print option.

2. Follow the instructions on the dialog box that pops up to print your document. If your document prints with the URL of the webpage and other unnecessary information, use the instructions below to fix this issue.

In Firefox for PC: 1. Choose File > Page Setup. 2. Select the Margins & Header/Footer tab. 3. Set the headers and footers at the bottom of the window to Blank. 4. Click OK.

In Internet Explorer: 1. Choose File > Page Setup. 2. Delete the info that you see in the Header and Footer fields. 3. Click OK.

Note: Do not use the Print option in your browser's File menu. This will print the entire web page and not just your document.

Additional http://services.google.com/apps/resources/overviews_breeze/ Resources DocsSpreadsheets/index.html http://edutech.msu.edu/online/GoogleDocs/GoogleDocs.html http://www.atomiclearning.com/highed/google_docs/ http://www.atomiclearning.com/highed/google_spreadsheets http://www.google.com/educators/activities/pdfs_GTA/CribSh eet.Docs3.pdf http://www.google.com/educators/learning_materials/WR_cri bsheet.pdf http://www.google.com/educators/learning_materials/WR_rev isingguide.pdf http://www.google.com/educators/weeklyreader.html

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