Intro – Google Docs

1. Intro – Google Docs Joel Elad iTeam – x7400 joelelad@sandiego.edu Instructional Support and Training Academic Technology Services

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. Uploading existing docs to Google Docs account • Click on Upload icon and select Files or Folder • Select files from your computer • Check upload settings • Click Start upload. University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. Collaboration of Documents in Google Docs University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

16. 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

17. 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

18. 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

19. 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

20. Publishing files to the Internet and/or your blog University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

21. Publishing files to the Internet and/or your blog University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

22. Publishing files to the Internet and/or your blog University of San Diego, Academic Tech Services iTeam iteam@sandiego.edu, ext. 7400

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