google confidential and proprietary 1 advanced docs google apps

Google Confidential and Proprietary 1

Advanced DocsGoogle Apps


Learning Objectives

By the time you’ve finished this module, you should be able to:

• Understand advanced tools in Docs

• Send Documents via email

• Collaborate with others on your Docs

• Publish your Docs


How this training module is organized


Agenda

Advanced Docs overview

Sharing Docs

Collaborating on documents

Teaming up on spreadsheets

Conducting online presentations

Publishing your Docs

Quiz



Access your docs from anywhere

Chat with others in real time

Changes instantly appear to other collaborators


Agenda


Sharing Docs





Quiz


Sharing Docs

“I understand that one of Docs’ features is the ability to share Docs with other users. How can I take advantage of this powerful tool?”


Sharing Docs

33

22

11

44

1Share lets you invite people to collaborate or view your Docs

2Invite people gives others permission to share your documents

3Advanced permissions let you set sharing rules

4Document status shows who your document is shared with


Sharing Docs

Get info:What shared documents look like

• Shared documents, spreadsheets, and presentations automatically appear in the Docs list

• The Folders / Sharing column shows the collaborators and viewers

• The first name that appears is the owner of the document


Sharing Docs

Advanced Docs Demonstration


Sharing Docs

Try this:Share a document with a co-worker

• Create a new document and enter your name in the first line

• Open the Share tab, and use the Invite people section to send an invitation to a co-worker to become a collaborator

• Return to the Share tab and remove your co-worker from the collaborators list in Document status

• Adjust the Advanced permissions to allow anyone at your domain to see your new document


Agenda


Sharing Docs





Quiz



“Now that I’ve shared a document with someone, how can I see the changes that they have made? Also, is there a way to email a document as an attachment?”



33

2211

1Active users appear in an orange bar along the bottom

2Refresh shows the changes others have made

3Share allows you add additional collaborators



Get info:

• Use the Revisions tab to compare versions

• Each contributing user’s changes will appear in a different color.



44

4Email gives you options to send your document



66

554Email gives you options to send your document

5Send document lets you compose a message to others

6CC me sends the message to your Mail inbox

44



Try this:Collaborate with your co-worker

• Create a new document and use the Share tab to invite a co-worker

• Have your co-worker write a sentence and then click the Refresh link to see it in your document

• Use the Email link and choose the Send document tab to send a copy of the document to your co-worker as a PDF attachment


Agenda


Sharing Docs





Quiz



“I understand that spreadsheets update automatically when multiple user are working on them. Is there a way to communicate changes directly from Docs?”



11

22

33

1Sharing notifier tells you when others are active

2Discuss lets you chat with active collaborators

3Updates appear instantly on shared spreadsheets



Try this:Develop a sheet with a co-worker

• From Docs, create a new spreadsheet and use the Share tab to add your co-worker as a collaborator

• Have your co-worker open the file (notice the Sharing notifier) and then choose the Discuss tab to begin a chat conversation

• Have your co-worker enter text in one row while you do the same and watch for the Updates


Agenda


Sharing Docs





Quiz



“I work a lot with presentations. How can I use the sharing feature to conduct online meetings?”



2211

33

1Presentation address indicates the location for others to join in

2Take control of presentation lets you lead the discussion

3Chat lets viewers and presenters discuss ideas



Get info:What viewers see

• By default, viewers can go at their own pace while the presenter’s slides appear above the chat window

• Viewers can also choose Follow the presenter to have the main slide view show the presenter

• To continue at their own pace, viewers can select the Stop following (flip slides privately)



Docs Demonstration



Try this:Conduct a web conference

• Open your Sample presentation and use the Share tab to invite a co-worker to view your presentation

• Choose Start presentation to begin your show and have your co-worker join you

• Choose Take control of presentation and enter some text in Chat

• When you are finished, end your show by closing the window


Agenda


Sharing Docs





Quiz



“How do I make my work available to everyone online?”



33

22

11

1Publish gives you options to publish your Docs

2Publish document makes your document available to everyone

3Post to blog saves your document as a blog post



Docs Demonstration



Try this:Publish three documents

• Open your Sample document

• Go to the Publish tab and choose Publish document

• Open your Sample spreadsheet


• Open you Sample presentation



Agenda


Sharing Docs





Quiz


Quiz

To see how much you’ve learned today, discuss the following:

• How can you tell when other users are working on your document?

• How can you tell when other users are working on your spreadsheet?

• Which Docs tool from this module have you found most useful?