Introduction To Google Docs
Introduction to Google DocsIf you do not have a Googleaccount please see the instructorabout setting up an accountbefore the class begins. If you donot want to set up an account youcan follow along with thehandout.1 What is Google Docs?2 Setting up a Google account3 Navigating Google Docs4 Creating new Google Docs projects5 Sharing, publishing, collaborating6 Revision history7 Forms1
1.1 What is Google Docs?While most people use Google as a search engine to find information on the internet, Google has created numerousother services or ‘applications’ to assist computer users, often providing them free of charge. By providing many of theseapplications via the internet and for free, Google encourages a new approach to computing. Most computer users still use theirpersonal computer to store software and the different files they create. Google’s applications are often software that you do nothave to load on your computer but access via the internet the same way you would your email account. Google pushescomputer users to move away from the PC-based model of computing for a web-based model, or what is often called ‘cloudcomputing’. Cloud computing is a model for computer users in which they go to the internet for just about any project or task.As wireless internet becomes more accessible, and more people use mobile devices, cloud computing will offer more and moreservices.One important feature of the cloud computing trend involves office software, which till now has been dominated by PCbased software, primarily Microsoft (MS) Office. Google Docs is Google's web-based office suite. Google Docs and MS Officeeach have their benefits and drawbacks. On the one hand, Google Docs offers free access, free online storage, and a numberof collaborative features. On the other hand, MS Office remains the most widely used office suite, has numerous features thatGoogle Docs does not, and offers much more support and training opportunities. Also, in response to Google Docs, MS hasrecently launched SkyDrive, a web-based, stripped-down version of MS Office. It is important to remember that Google Docs isalways being revised, and has some limitations. Google Docs will get better over time but it has a long way to go before itmatches MS Office. Yet, for many people, it provides the basic programs they need to complete their daily tasks, and thestorage, collaboration and accessibility features MS Office and other programs do not. This guide will help those unfamiliar withGoogle Docs to decide if it can be useful for them. It assumes you have limited computer experience and covers the mostbasic operations for using Google Docs. Finally, by learning how to use Google Docs, attendees will hopefully gain a betterunderstanding of the cloud computing trend.2
1.2 What is Google Docs?Google Docs: a web-based office suite: the office programs, andthe documents you create with them, are all kepton a Google server and accessed via the internet atdocs.google.com; available to anyone with internet access whetherthrough a PC, laptop or mobile device; free with a Google account; if you have a Gmailaccount you already have access to Google Docs; allows you to share documents for viewing andediting, and allows multiple users to collaboratesimultaneously on a project over the web; 1 GB of free storage space; you can purchase extrastorage space starting at .25/GB/year; Google Docs has limited features; it is constantlyunder revision and open to change; it has verylimited support and training opportunities.Microsoft (MS) Office: a PC-based office suite: the programs and thedocuments you create with them remain on acomputer or local drive; MS Office must be purchased, registered and loadedonto a computer; MS Office provides more sophisticated features and,as a fixed and widely used program, more resourcesare available for guiding and training the user.Office Web Apps/SkyDrive: a web-based office-suite: the office programs, and thedocuments you create with them, are all kept on a MSserver and accessed on the internet; it is provided byMS and basically provides a stripped down version ofMS Office (no footnotes, line spacing, etc.); again, thisis not the same MS Office suite as what you purchase!www.live.com; free, but requires a Windows Live account; if you havea Windows Live account you can already access it; allows users to share documents but not collaborate; 25 GB of free storage space.3
2.1 Setting up a Google accountBy creating a Google account you have free accessto Google Docs and many other Googleapplications. To create a Google account: go to www.google.com, and in the top righthand corner click on Sign in; on the sign in page, beneath GoogleAccount, click on Don’t Have a GoogleAccount? Create An Account Now; if youhave a Google or Gmail account, Google’semail service, you can simply log-in withyour existing account; otherwise, on the Create an Account pageenter your current email address (it doesnot have to be a Gmail account), create apassword and choose your settings, suchas enabling web browser history or settingGoogle as your default webpage; if you do not have an email account, or wantto create a Gmail account, just go to Gmailat the top of the Google page.4
2.2 Setting up a Google account After you submit your application for aGoogle account you will receive an emailfrom Google to validate your application.Follow the instructions in the email tovalidate your account. When you createyour Google account you now have accessto other Google services, like GoogleCalendar and Google Reader. By establishing a Google account youautomatically agree to the terms of service,which is typical of any web service you signup for. Your projects on Google Docs are stored onGoogle Docs servers, and accessed on theinternet. According to the terms of service,if you are ever unable to pull up your saveddocuments from Google, or if Google losesthose documents, Google is notresponsible. Once you establish your account withGoogle you can immediately access GoogleDocs. After you sign in you will see theGoogle search page you are familiar with.On the upper left hand row of icons click onMORE. In the drop down menu click onDocuments. The next page is the GoogleDocs home page. Or, you can just go to theweb address docs.google.com. Log in to Google Docs the same way youwould log in to your email account, withuser name and password.5
3.1 Navigating Google DocsOnce you establish yourGoogle account and loginto Google Docs youshould see the GoogleDocs home page orDocuments list. You want totake note of severalfeatures:1) Create and Uploadstart new projects,upload existing filesfrom your PC, or finda template;2) Docs Listyour projects withformat, title, sharedstatus, folder;3) Filter & Sortsearch by doc type,and visibility orownership status;organize yourprojects list by date,title, priority;4) Details Paneview the details ofeach project, asnapshot, sharingstatus, creation date,etc.6
4.1 Creating new Google Docs projectsBy clicking on Create new, a menu willdrop down with options for creating newprojects. Document is a word processingprogram similar to MS Word. Presentation is a slideshowprogram similar to MS PowerPoint. Spreadsheet is a spreadsheetprogram similar to MS Excel. Form is a program for creatingweb-based surveys and invitations,and which allows you to trackresponses. Drawing is a program similar toPainting from Accessories in MSWindows. Collections allows you to createnew or arrange existing folders fororganizing your projects. From template brings up hundredsof templates using Google Docs;these include budgets, resumes,letters and more; most of thesetemplates are projects created byGoogle Docs users who submitthem for open use.To the right of Create New is the Uploadoption.7
4.2 Creating new Google Docs projects: uploading and downloadingUploadingYou can import existing projects from yourcomputer or external drive into Google Docs.To upload a document: click Upload, to the right of Create new; a window displaying the drives on thecomputer appears; choose the driveand then the file you want to upload; the projects you import into GoogleDocs can be in different formats; forexample, you can upload an old MSWord document or a PDF from yourcomputer into Google Docs (further onwe will discuss formats andconversion); on the Upload Settings window selectyour conversion settings; unless youcommand otherwise, Google Docs willautomatically convert the uploaded fileinto a Google Docs format; you do nothave to convert a file to store it in yourGoogle Docs account, simply uncheckthe box reading ‘Convert ’; to edit anuploaded project you must convert itinto a Google Docs format.8
4.3 Creating new Google Docs projects: uploading and downloadingDownloadingYou can also download a Google Docs project toyour computer or portable drive: from the Docs List, choose the projects youwant to download by clicking once on thedocument in the Docs list but not on the title;clicking on the title will open the document; after highlighting the document in the Docslist, right-click on the highlighted area to pullup a menu with various actions you can takeon that project; or, highlight the project andat the top of the Docs list click on Actions forthe same menu; choose Download from themenu; on the Convert & Download window choosethe format you would like to export theproject into; projects have to be convertedinto a new format to be exported to acomputer or drive; the example to the right isa Google Document (a word processingproject) so the drop down menu offers HTML,RTF, MS Word and other format options forexporting; if you would like to export all your GoogleDocs at once, in the Convert & Downloadwindow select the All Items tab and choosethe export format for each of the differentprojects; you can export up to 2 GB in asingle export, though keep in mind thatmultiple or larger projects take a longer timeto download.9
4.4 Creating new Google Docs projects: uploading and downloadingDownloadingYou can alsodownload from anopen project: click on File inthe top leftcorner; in the dropdown menufind Downloadas; select theformat inwhich youwant todownload it.10
4.5 Creating new Google Docs Projects: Conversion and File FormatsFiles, Formats and ConversionWhether you are exporting a Google Doc to your own computer, oruploading a document from your computer into Google Docs, you willneed to consider formatting: Google Docs is compatible with a number of file formats, includingmost MS Office formats; some features or settings in a particular document may be lost inconversion; each program in the office suite has different conversion settingsand formats it can be converted to and from; Google routinely makes changes to these settings to adapt tonewly available formats. Below are several links to listings of thedifferent file formats compatible with Google Docs.Converting uploaded files to Google Docs formatsConverting exported Google Docs to other formatsGoogle Docs Storage Google Docs provides you with 1GB of free storage space; you canstore documents you have converted into a Google Docs format,unconverted documents, and even files that Google Docs cannotopen, such as image and audio files. You can purchase extra storage space from Google for .25/GB/year.Google Docs Storage11
5.1 Sharing, Collaborating & PublishingSharing is an important feature ofGoogle Docs. First, we will cover thedifferent ways to share yourdocument, and then go over editing,viewing and permissions: from the Docs list select theproject you want to share; fromthe right-click or Actions menuselect Share; on the drop downmenu select how you want toshare it; if you have the project open, inthe top right-hand corner findthe same Share option.12
5.2 Sharing, Collaborating, PublishingIn the Sharing settings window, add who you would like to sharethe project with and the kind of permissions you want to givethem: in the field at the bottom beneath Add people: type in theemail address of the person; those you have alreadyshared the project with will appear in the list above; on the right-hand side, beneath the Change icon, you willfind the permissions status of each person.There are three kinds of permission you can share with someone: Is owner: the person who creates and initially shares theproject is the owner; the owner determines who to sharethe project with and what sort of permissions others have;only the owner can permanently delete a shared project; atthe bottom right corner, under Change, the owner canreduce the editor’s permissions so that editors can onlymake changes to the project, they cannot offer or changepermissions for others; Can edit: editor status allows people to make changes tothe project, share the project with others, and designateedit or view status; they cannot delete the item; the ownercan prohibit the editor from sharing and changingpermissions; Can view: view status means a person can view thedocument but cannot make change or share the project.13
5.3 Sharing, Collaborating, PublishingThe recipient of your invitation to share a projectwill see an email like the one in the window to theright: recipients will then have to follow the link toGoogle Docs and set up an account in orderto view the document; if the recipient of the invitation has a Gmailaccount, the link will take them directly toGoogle Docs.There are several sharing options. On the sharemenu you can also select: Email editors/viewers: For those you havealready shared the project with you candirectly email them from here; their emailaddresses will automatically appear in theaddress box. Email as attachment: If you would like toshare a project with someone who does notwant to use Google Docs, select this optionand the project is automatically attached toan email in the format you want; simplytype in their email address and send. Publish to the web: Recreates your projectas a webpage with its own URL.14
5.4 Sharing, Collaborating, PublishingOn the Sharing Settings window select your Visibilityoptions by clicking on Change in the top right handcorner. There are three options:Private: all Google Docs projects start out under thissetting; only those you have grantedpermission and extended an invitation to canview projects under these settings; the inviteemust have or set up a Google account toaccess the project.15
5.5 Sharing, Collaborating, PublishingAnyone with the link: this option allows anyone with the URL toaccess the project, without logging into orcreating a Google Docs account; also, youcan allow anyone with the link to edit aproject; on the Sharing settings window selectAnyone with the link; if you want to allowanyone to edit the project check the boxbeneath Edit access; remember, with thisoption anyone who can get the URL canedit the project however they like;otherwise simply leave it unchecked andclick Save; on the next window near the top you willsee the URL highlighted; you can copy andpaste it, or Google provides links to Gmail,or Facebook and other sites where youmight want to post it.16
5.6 Sharing, Collaborating, PublishingPublic on the web: the Public on the web option is almostexactly the same as the Anyone with thelink option, except that it posts your projectas an open webpage; it can be found andviewed on the internet without logging intoGoogle Docs; the project may show up inan internet search, though not necessarily;if you make changes to the document thosechanges will not show up unless youchoose that option; on the Sharing settings window, underVisibility options select Public on the web;if you want to allow anyone who comes tothe page to be able to edit it, whether yougave them the link to the webpage or theyjust discovered it through an internetsearch, then check the box under Editaccess; if you want to prohibit editing,simply leave the box blank; similar to the Anyone with the link option, inthe next window you will find a URL at thetop of the page that you can copy and pasteor forward to Gmail, Facebook, etc.; theproject is now a webpage for anyone on theinternet to find; when you are finished clickClose.17
5.7 Sharing, Publishing, CollaboratingMaking a project public & privateYou can simultaneously publish a project and make itprivate: go to the Share menu and set your Sharingsettings to Private; then go back up to the Share menu and selectPublish to the Web; under Control publishing you can select whetheror not you want the Web version of the project tobe updated with each revision; the simultaneous Private and Publish to the Weboption allows you to keep revising a project thatyou have published, while controlling whatversion is published to the Web; also, the projectyou publish is an HTML embeddable file.18
5.8 Sharing, Publishing, CollaboratingCollaborating is a special feature of Google Docs.When you share a document and give otherspermission to edit, you can simultaneously editthe project with up to 50 other people (only 10editors at a time for Presentations): log into your Google account and open upa project that you have already shared withcollaborators; have your collaborators login and open the project at the same time; on the right-hand side of the page you willsee a chat window that lists the editorscurrently working on a project; next toeach editor is a colored box; when theeditor makes a change to the documentyou will see their changes in real time andthe same colored box above their changes; at the bottom is a chat box to communicatewith your fellow collaborators.19
6.1 Revision historyGoogle Docs tracks the revisions of each projectboth for private and collaborative projects. After opening the project click on File andselect See revision history in the drop downmenu. On the right-hand side of the page you willsee Document history, a chronological listof the revisions that includes the date, timeand those involved in the revision, witheditors designated by colored boxes. Eachbox in the list is called a Time stamp. If you click once on a revision the editsmade during that revision will behighlighted. Notice in the bottom rightsnapshot that the first revision ishighlighted and in the body of the projectthe edits are highlighted in green todesignate the collaborator who made them.The text she deleted is highlighted in greenand crossed out and any other additionsshe made are highlighted in green. If you want to revert back to an earlierversion of your project simply click on thatTime stamp and click Restore this revision;by restoring an older version you do notlose the current version. It simply becomesanother past revision you can restore.20
7.1 FormsGoogle Docs Forms allows you to create your own surveys,questionnaires and invitations, and track the responses: from the Create New drop down menu, select Forms; you will then see a template with which you canconstruct your form; fill in the fields as designated; the top field, Untitledform, provides a space for your title; below is a field for subtitles, instructions, or messages; in the yellow section, in the field next to Question Title,you will type your question; add any additional text inthe second field; under Question Type choose the format of yourquestion, whether a textbox for individual responses,multiple choice, checkboxes, etc.; when you have typed in the question click Done; to create another question double click on the in thearea of Sample Question 2 and you will see the sameformat; when you have entered your questions, select Emailthis form to send it to your contacts or select Moreactions to get a url that you can copy & paste or embed,so that anyone with the link can access the form; once you send out your form, a spreadsheet for trackingresponses is automatically generated in your GoogleDocs account; your questions are listed in columns, theresponses are dated and entered into the appropriatecell; from this you can generate an attractive graph andsummary of responses.21
On the one hand, Google Docs offers free access, free online storage, and a number of collaborative features. On the other hand, MS Office remains the most widely used office suite, has numerous features that Google Docs does not, and offers much more support and training opportunities.
Google Drive (Google Docs, Google Sheets, Google Slides) Employees are automatically issued a Kyrene Google account. Navigate to drive.google.com. Use Kyrene email address and network password to login. Launch in Chrome browser for best experience. Google Drive is a cloud storage sys
File upload, Folder upload, Google Docs, Google Sheets, or Google Slides. You can also create Google Forms, Google Drawings, Google My Maps, etc. Share with exactly who you want — without email attachments. Search or sort your list of files, folders, and Google Docs. Preview files and Google Docs.
Google Meet Classic Hangouts Google Chat Google Calendar Google Drive and Shared Drive Google Docs Google Sheets Google Slides Google Forms Google Sites Google Keep Apps Script D
Creating and opening Google Docs documents: Google Docs: When you click on the Docs icon in the above popup menu, your browser will open a new tab for the Google Docs web app. o You can create a new document in
2 Após o login acesse o Google Drive ou o Google Docs e selecione a ferramenta Google Forms (Formulários). Clique na caixa de Ferramentas do Google, localizada no canto direito superior da tela e selecione o Google Drive. Na tela do Google Drive clique em New , opção More e selecione Google Forms. OBS: É possível acessar o google
Grammar as a Foreign Language Oriol Vinyals Google vinyals@google.com Lukasz Kaiser Google lukaszkaiser@google.com Terry Koo Google terrykoo@google.com Slav Petrov Google slav@google.com Ilya Sutskever Google ilyasu@google.com Geoffrey Hinton Google geoffhinton@google.com Abstract Synta
Google Brain avaswani@google.com Noam Shazeer Google Brain noam@google.com Niki Parmar Google Research nikip@google.com Jakob Uszkoreit Google Research usz@google.com Llion Jones Google Research llion@google.com Aidan N. Gomezy University of Toronto aidan@cs.toronto.edu Łukasz Kaiser Google Brain lukaszkaiser@google.com Illia Polosukhinz illia .
A: Yes, RingCentral Fax for Google Docs works on browsers supported by Google Docs. Q: I would like to disable this feature for now. A: When you are in a Google Doc, Go to Add-ons and Manage add-ons. This will bring up a screen with all of the Add-on apps that you have installed. You can remove RingCentral Fax for Google Docs there.
