Intro – Google Docs

Joel EladiTeam – x7400joelelad@sandiego.eduInstructional Support and TrainingAcademic Technology Services

Agenda

• How to set up a Google Docs account.• Create Google Docs, Spreadsheets, or

Presentations• How to upload existing files to Google

Docs• How to edit and work with Docs files• Organizing files into different folders• Set up collaboration on files for multiple

people• Track changes/revisions in Google Docs

files.• Publishing Docs files to the Internet

(public view)

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

What is Google Docs?

• Online file sharing and productivity tool “portal”• No downloaded software needed – do everything

through your web browser.• Works on any operating system as long as you

have Internet access and a web browser.• No need to e-mail files back and forth – one copy

lives in your Google Docs account.• Collect data easily by using Google Doc Forms.• Have multiple people open and work on the same

file – see changes as people make them live.

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Setting up Google account to access Docs

• You need an account with Google to have access to Docs

• If you have a Gmail account, you’re ready

• Free to get; no monthly/yearly/setup cost required

• Can use this account with Google+, YouTube, Gmail and more…University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext.

7400

Different programs (Docs, Spreadsheet, Presentation)

Google Docs Program• Documents • Spreadsheets• Presentation (slides)• Form (collect data)• Drawing

Microsoft Program• Word• Excel• PowerPoint• Access/Excel• Paint

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Creating a new file

• Click the CREATE button and choose the type of file you’d like to create

• Google Docs will create a new file with the name Untitled File…

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Key differences between Google Docs & others (like MS Office)

• Google Docs: Better collaboration features -You see each person’s color-coded changes live-You can chat with each collaborator live in the doc-Up to 50 simultaneous editors allowed

• Office has more editing features & built-in styles

• Google Docs: Files stored online

• Review revision history of documents

• Quickly create online forms that put responses in a spreadsheet automatically

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Uploading existing docs to Google Docs account

1. Click on Upload icon and select Files or Folder

2. Select files from your computer

3. Check upload settings4. Click Start upload.

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Editing commands for Docs, Spreadsheets, and Presentations

• Font commands (Bold, Italic, Underline)• Paragraph commands (Alignment, spacing)• Docs: Bullets/numbering, Spell correct, ruler

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Editing commands for Docs, Spreadsheets, and Presentations

• Spreadsheet: Autocomplete, Autofill, Formula bar• Some Font commands (Bold, Font Size, Alignment)• Functions and formula capabilities

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Insert/Formatting commands for Docs, Spreadsheets, and Presentations

• Insert picture, table, link• Insert header/footer, footnotes• Spreadsheets:

Drag/drop columns

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Creating/Naming folders

• Folders now called Collections

• Click on My Collections• Click on • Enter name in Rename

window• Folder shows up under My

Connections

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Moving files/documents into folders

• Click, hold and drag the file into the folder you want to store the document

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Copying/renaming files within folders

• Click the checkbox next to the file name• Click the More drop-down arrow & select

Rename…• Use the other buttons to share, move, delete, or

preview

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Collaboration of Documents in Google Docs

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Sharing files among different people

You can set permission levels so some people (or everyone) has access to the document(s).

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Sharing files among different people

You can also set their permission level in terms of only viewing the file, commenting on it, or being able to edit it.

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Inviting collaborators to work on the same file

• You can add people from your Google contacts, or by listing out their e-mail addresses

• You can have Google Docs notify them by e-mail of access to that file, and you can customize the message

• You can set levelsof access to thefile as well.

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Reviewing changes made to one file

First the collaborator enters new text

Revision historyshows eachperson’s contributions

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Publishing files to the Internet and/or your blog

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Publishing files to the Internet and/or your blog

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Publishing files to the Internet and/or your blog

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

Questions?

University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400