pre-conf - using google docs, kathryn evatt (sfep 27th conference, 10-12 september 2016)

Google DocsKathryn Evatt

Tips - Why Google Drive?• Open via Chrome ( easier access to everything you need) –

CHROME + GOOGLE DRIVE = easier life

• Integrates automatically with all the Apps, gmail, google docs • You need a ‘gmail’ email address to access google docs

Tips - Accessing your google docs

• You need a ‘gmail’ email address to access google docs

For todays session this has been created for you.

Think of it as needing a password to get access to all your files on your computer.

Tips - Accessing google docs

Accessing Docs Click on the Google Apps button to access all google apps

You can access Google docs in 2 ways:

Accessing Docs

Still in the Google Drive homescreen, click ‘more’To access more google apps. This is where ‘docs’ exists

Accessing Docs

Still in the Google Drive homescreen, click ‘more’To access more google apps. This is where ‘docs’ exists

Accessing your google docs Today, we will use drive.

You will see why this is a better option

Google Drive

Google Docs Tool bar

Editing features:EDIT TAB:

Find and replace

Research Tool

Click

Tools >Research

OR

Highlight word and right click to get this menu

Research Tool

Hover over article for Insert link / cite to appear

Type in search criteria in Research dialog box

Research Tool

Research Tool – inserting link /citation

Hover over text to bring up the weblink

Citation appears

Installing Add-onsStep 1:On the Menu Toolbar Add-ons>Get add-ons….

Step 2:The Apps page will appear Select ‘Thesaurus’ Most are ‘free’

Step 3:Now you are in the App, click the + button

Install Add-ons

Step 4:Click on each option and select OKAfter selecting all 4, click Allow

Install Add-ons

Step 5:This will now appear in the Add-ons tab

Formatting – Document Styles

Tips – to save time• Clear formatting Highlight offending text Format > Clear Formatting

Comments featureStep 1: Highlight the text you wish to comment on and right click to get the dialog box and select Comment

Step 2: This box will appear where you can make comments

Comments feature After you ‘post’ it , it shows on the screen who has posted something and the selected text is yellow

Step 3: If you click on the ‘Comments’ box you reply or resolve the comment

Revision History

Step 1: File>See revision history

Step 2: A panel appears on the right hand side of the screen, you may click ‘Show more detailed revisions’

Revision History

Step 4: If you click on ‘Restore this revision it will revert back to this version.

And, you can still go back to your most recent changes by clicking on the relevant date.

Sharing

Private to only me – means no one else can see this document

Step 1: Click the Share button in the top right hand corner

Sharing

Step 2: Enter email addresses of people you want to share the document with

Tips – Can put Anybody’s email address, but:

• Only gmail account holders can edit and view

• Non-gmail account emails can only view

Sharing - permission

Step 3:Choose which option you wish them to have

Tips

Sharing - permission

ViewNot able to comment/editJust view contents

CommentCan view the file and comment on it – but cannot change the text

EditAble to make changes to document ( recorded in revision history)

Sharing options

Add a note

Enter the email address

Send!Click for sharing settingsAdvanced

Settingsharing permissions People that

can access the document can be changed

Sharing settings

Recommended

https://support.google.com/drive/answer/2494893?hl=en&p=visibility_options&authuser=0&rd=1

Sharing – The Recipient

Click on Shared with me to see any files that have been shared with you

The sender’s email

Sharing – The Sender / Owner

Sharing Icon

Additional Icons appear when you click on the shared document – other ways to access sharing features!

Link sharingLink Icon

Sharing settings

Turn Link sharing on/off

Other icons