[Not for Circulation] An Introduction to Google Docs Google Docs is a free Google app that provides users with the ability to create, edit, and collaborate with others live on the web. It also integrates with Google Drive, Google’s new storage app, creating a single place for you to access your document from anywhere! To get started with Google Docs, all you need is to create a free Google account. Signing In To sign into Google Apps for Education, 1. Go to http://go.uis.edu/google 2. Select Continue. Log in with your NetID and password. Google Docs Interface If you have Google Drive installed, it will integrate with your Google Docs. On the toolbar on the left, you can create and upload documents. Your list of the all your folders and documents will appear here Information Technology Services, UIS 1 [Not for Circulation] Creating Documents 1. To create a new document, click the Create tab icon on the left side of the screen. 2. After clicking Create, a list of options will appear for you to choose from. (Read descriptions below). Document 1. If you choose to create a Document, you will be able to create a text document similar to what you would see in Microsoft Word or another word processing program. Along the top of the document is the toolbar. Here, you can edit text, formatting, insert tables, images, links, and more. Click the Untitled document title to rename your document. Click the folder icon to save the document into a folder. Information Technology Services, UIS 2 [Not for Circulation] Presentation 1. After selecting Presentation, select a template for your presentation. 2. After choosing a theme, your new presentation will appear. Like creating a document, the toolbar will appear at the top with options for you, and you can click the title of the presentation to change it and the folder icon to move it to a folder. 3. Under the Insert tab, you can insert images, text, videos, word art, shapes, tables, and more as you would in PowerPoint. Additionally, Google Docs makes it easy to collaborate with others on group presentations with the Comment feature. To import slides from another presentation, choose Import slides. Under the Slide tab, you are able to edit the theme, layout, add transitions, and more. Information Technology Services, UIS 3 [Not for Circulation] 4. Similarly to PowerPoint, you can add notes to your slides. Simply click in the text box beneath the slide to enter notes. 5. In the top right of the screen, you will have presentation options. Here, you can start your presentation, or choose to start it with your speaker notes. This will give you the ability to view your notes while presenting. Click Comments to see all comments made to the slide you are viewing. Spreadsheet 1. Similar to Microsoft Excel, the spreadsheet allows you to enter and work with your data. Simply enter your data in the cells, and use the toolbar and icons along the top to create charts, add functions, filter, and organize your data. Use the toolbar to work with your data Form 1. The form option is very valuable when you are looking to survey large amounts of people through email. The form is easy to create, can be customized to your needs, and is simple for recipients to fill out. 2. To add your questions, enter the question under Question Title, choose the question type, and enter a hint under Help Text (if necessary). When you are finished making Information Technology Services, UIS 4 [Not for Circulation] your selections for the question, click Done. Click the icons to edit the form or delete the form 3. Along the top, you can select Add item to add a new question, change the theme, Email the form, and View your responses in a summary or spreadsheet. Drawing 1. Choosing to create a Drawing is very similar to using Paint. Use the toolbars to create scribbles, lines, shapes, add text, images, links, and more. Folder 1. Select Folder allows users to create a new folder to organize their files in. After clicking Folder, you will be prompted to name your new folder. v 2. Your new folder will appear on the left side toolbar. To add a subfolder to your folder, click the folder icon at the top. Information Technology Services, UIS 5 [Not for Circulation] v v 3. Click the arrow next to your new folder to expand and show more options. You can click create and create documents for your new folder, organize the folder and choose other options. More Options 1. Under the More tab, users are able to explore new programs integrated with Google Docs. v 2. Table (beta), is a new program in testing that allows users to work with data in a number of ways. You can create maps, timelines, and charts and merge data, discuss it with others, and track changes for better organization and collaboration. Information Technology Services, UIS 6 [Not for Circulation] 3. SlideRocket is a program that allows users to create elaborate presentations. This program is an independent program (www.sliderocket.com) and is now conveniently integrated into Google Docs. Create interactive and exciting slide based presentations! From a Template 1. A new feature of Google Docs is the incorporation of templates. Similar to Microsoft Word, you can select a template and then add your own text and make it your own. You can browse templates on the left side of the screen, or search for a specific template on the top of the screen. Examples include press release templates, recipe cards, invoice templates, resumes and budget planners. 2. After choosing your template, click Use this template. 3. When you select a template, it will open in a new window and you will be able to edit the template. Information Technology Services, UIS 7 [Not for Circulation] Uploading Documents 1. To upload a document, click the Upload icon, next to Create. 2. After clicking upload, you can choose to upload files, see the storage you have available, and buy more storage if you need to. Select files to upload See how much storage you have available, and buy more storage if necessary 3. After uploading your file, it will appear in your list of documents. Note: If you have Google Drive, you can choose to sync all of your computer files to your Drive account, which would automatically add the files from your computer to your Drive account. Editing and Sharing Documents 1. To edit a document, simply click the link from your document list. 2. When the document is open, you are able to freely edit the document. To edit sharing settings, click the Share icon in the upper right corner. 3. Choose if you would like the document to be public or private, and then enter the emails to send invites to others to edit the document or view the document. When you have finished inviting other users, click Save and Share. Information Technology Services, UIS 8 [Not for Circulation] 4. The other users invited will be able to click the link to the document they receive in the email. They will then be able to access the document based upon the settings you gave them. 5. When the user is viewing the document at the same time, a. At the top right of the document, when another user is viewing the document it will be designated. Click the arrow to expand who the user(s) viewing the document are, and you will be able to begin chatting live. b. The live chat feature will appear on the right side of the document after expanding the viewers of the document. Simply add your text in the chat box to begin chatting live! c. When the other user is typing in the document, you will be able to see the edits they are making live, and their name will appear next to the cursor to identify who is making what edits when multiple people are collaborating. 6. Users are also able to view the revision history of documents. This is particularly useful when there are multiple people collaborating on the same document. To review revision history, under the File tab, choose See revision history. Information Technology Services, UIS 9 [Not for Circulation] 7. The revision history will appear on the right side of the screen. Click the specific revisions to see them in the document, or you can choose to restore the version. Quick Tips 1. Users can enter Full-Screen mode to avoid other distractions from other menus. a. Click F11 to enter this mode and eliminate onscreen menus and links from your view. This option is not available for Mac users. Information Technology Services, UIS 10 .