Google Docs – A Tutorial

Google Docs is a free online program that allows users to create documents, spreadsheets and presentation online and share them with others for collaboration.

Creating a Google Docs Account

BE Careful ….In order to use Google Docs you will need to register for a Google account. If you already have one through Gmail then you can use the same login to access Google Docs. Otherwise you will need to create your personal account . ** Teachers in the Byron School District….. DO NOT REGISTER with your school email username! Example: [email protected]. Use your personal email account Example: [email protected]

If you register using your school email account there will be problems because Byron is a Certified Google Site.

Start your browser (IE) and go to http://www.google.com

1. In the upper right corner, click on Sign in.

2. In the upper right corner, click SIGN UP 3. Continue completing the required forms

4. You will be welcomed to your new account 5. Click I accept. Continue to my account

Creating and Working with a New Document

1. Now tht you have created a Google account and are able to access Google docs you can begin creating or adding documents to your account.

2. Click on the Documents Link in black navigation toolbar

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3. Google Docs will open a new window that will allow you to create a word processed document.

4. Click on Create 5. Chose Document

6. A window appears for you to start creating your document.

7. Name your document by clicking on the area were it says Untitled document 8. Type in the name of the document 9. Click OK

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10. No need to Click File Save…..Your document will automatically be saved in the CLOUD in your “Home” directory.

11. In order to upload an existing document you just need to click on the Upload button on the Menu Bar.

12. You will then need to click on the Browse button and find the document that you would like to upload.

13. You will then chose to converet your document (Word, rti, txt ) to the corresponding Google Docs Format.

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

15. Notice the icon next to the document name. It is the icon identifying a Google document.

Creating Folders to Organize Documents

On your computer you probably have some sort of organization to storing your documents. This usually involves folders and subfolders. In Google docs you have the same option for organizing your files.

1. To create a new folder simply click on the Create button and chose Collection.

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2. In the new window Enter a Name for the item: I used MATH for my example. 3. Click OK 4. You now have a Collection (Directory) identified by Math 5. Click on Home

6. You will now see the two Google documents and the Folder (Directory) called Math.

7. You can change properties of the Math folder. Place your cursor over the Math folder and click on the drop-down arrow. 8. I changed my Math Folder color to Red .

9. Documents can easily be moved from your Home Directory to other folders. Drag and Drop is the easiest. Simply click on the document to turn the row yellow.

10. Click and drag the document into the Collection (Folder of choice)

11. The second way….click the checkbox next to the document. Notice a new ribbon appears. Click on the Gray Folder (organize). **You can also right-click on the yellow bar and chose Organize

12. In the Organize window check the checkbox next to the Collection you would want the document to be moved to. 13. Click apply changes. 14. It’s done. That document is now in the collection or Director (Folder) chosen.

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Sharing and Collaborating on a Document

1. Click on Home in your left navigation menu to show all the itmes that you have in your Google Docs account. 2. Select which one you would like to share with another person by clicking the checkbox in front of the document.

3. On the Gray ribbon that appears click on the Share icon.

4. In the Sharing Settings window - you must change who has access. Click on Change.

5. Right now click the bullet next to anyone with the link.

6. Also control the Access level of the person you are sharing the document. I chose can edit. 7. Click Save

8. Copy the Link to Share URL. 9. Click Done

10. Email the lihk of embedd the link into your web site or word document.

11. Anyone that receives the link can begin viewing and editing the document even if they do not have a Google account. No sign-in required.

12. Example 1: Thinking outside the box 13. Example 2: Heart Rate 14. Example 3: French and Indian War

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Limits for Sharing

1. For documents and presentations: 200 combined viewers and collaborators. 10 people may edit and / or view at any given time. 2. Spreadsheets: there is currently no limit to the number of people with whom you can share a spreadsheet. However only 50 people can edit a spreadsheet at the same time.

Publishing a Document

Publishing a document means tht you will be making it available to anyone via the Internet. Google adds your document to the Google Index so that if someone does a search on the topic of your document it may be accessed. 1. To publish your document you need to click on the Share Icon 2. Click the Change hyperlink 3. Chose the bullet Public on the web 4. Edit your access (will you allow anyone to edit? 5. Click Save 6. You can then use the URL provided to share the document with others

Printing a Document 1. To print the document open it and choose File > Print. You will then have the option to open or save the file as a pdf document.

2. When the document is open on your computer, you can then print the document as you normally would any document.

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Dowloading a Document

1. To download the document open it and chose File > Download as 2. Select your file format a. ODT – Open Office b. PDF – Portable Document Format c. RTF – Rich Text File d. Word – Microsoft Doc/Docx e. HTML – Web Page

Collaborating – Word and Google

Google Cloud Connect is a plug-in for Microsoft® Office 2003, 2007, and 2010 that lets you share and simultaneously edit Microsoft Word, PowerPoint®, and Excel® documents with other people in your organization. You get the collaboration benefits of Google Docs, while continuing to use Microsoft Office.

1. Download and install the addin 2. Google Cloud Connect Plugin

What the owner of the document must do.

3. Create your document in WORD. 4. Upload the document to your Google Drive folder 5. Share the document

What the Collaborator of the shared document must do

6. From the Google Add-in click the down arrow 7. Chose Open from Google Docs

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8. Select the document you would like to share 9. Click Select

10. The Selected document will soon appear.

11. After information has been added or deleted, you must click on the Sync button.

12. Chose to Sync as a new version of the document rather than Version 1 of a completely new document.

13. The person with whom you are sharing the document will see the new update.

14. It is necessary to watch the Google Add-in for instructions (Ex. Sync required).

15. If you have SKY Drive installed, the document will also be stored on your hard drive.

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