Collaborating remotely
using Google Docs/drive

You will learn
 What is google doc/drive
 Features of google doc
 Categories of google doc
 Use of google doc for collaboration and learning

Google Docs/drive in plain English

What is Google docs/drive….
(docs.google.com)
 A free, Web-based word processor,
spreadsheet, presentation, form, and
data storage service offered by
Google.
 It allows users to create and edit
documents online while collaborating
in real-time with other users.

What is Google docs/drive….
(docs.google.com)
 You can create new documents or upload
existing documents, spreadsheets and
presentations.
 There's no software to download, and all
your work is stored safely online and can
be accessed from any computer

What is Google docs/drive….
(docs.google.com)
 Google Docs/drive enables you to:
 Create and share your work online
 Upload and download your Microsoft or
Open Office documents to your desktop
 Edit your documents at anytime, from
anywhere
 Share your documents with selected
people or the public
 Publish and share changes on a real time

• Google Docs is a free, Web-based word processing,
presentations and spreadsheets program.
• Unlike desktop software, Google Docs lets people create
web-based documents, presentations and spreadsheets
that anyone in the group can update from his/her own
computer, even at the same time.
• anyone in the group can edit the document online from
anywhere -- all you need is a Web browser.
• Your docs are all stored safely in Google's servers, you
don't have to worry about losing data from a hard drive
crash or nasty virus.
Why Google Docs/drive?

Types of application supported by
Google docs/drive
1. Google Documents
2. Google Spreadsheets
3. Google forms
4. Google Presentations
5. Google Drawings

Google Document
 Google Docs is an online word processor that
lets you create and format text documents and
collaborate with other people in real time.
 Features
 Upload a Word document and convert it to a Google
document
 Add flair and formatting to your documents by
adjusting margins, spacing, fonts, and colors — all
that fun stuff
 Invite other people to collaborate on a document with
you, giving them edit, comment or view access

Google Document - features
 Collaborate online in real time and chat with other
collaborators — right from inside the document
 View your document's revision history and roll
back to any previous version
 Download a Google document to your desktop as
a Word, OpenOffice, RTF, PDF, HTML or zip file
 Translate a document to a different language
 Email your documents to other people as
attachments

Google Spreadsheets
 Google Spreadsheets is an online spreadsheet
application that lets you create and format
spreadsheets and simultaneously work with other
people.
 Features:
 Import and convert Excel, .csv, .txt and .ods formatted
data to a Google spreadsheet
 Export Excel, .csv, .txt and .ods formatted data, as well as
PDF and HTML files
 Use formula editing to perform calculations on your data,
and use formatting make it look the way you'd like
 Chat in real time with others who are editing your
spreadsheet
 Create charts with your data
 Embed a spreadsheet — or individual sheets of your

Google presentation
 Google presentation is an online presentations app
that allows you to show off your work in a visual way.
Here's what you can do with Google Slides:
 Features
 Create and edit presentations
 Edit a presentation with friends or coworkers, and share it
with others effortlessly
 Import .pptx and .pps files and convert them to Google
presentations
 Download your presentations as a PDF, a PPT, or a .txt
file
 Insert images and videos into your presentation
 Publish and embed your presentations on your blog or
website

Google Applications
Google Docs
Home
Folders
Files

To create a doc:
1. From your
Docs list, select
“CREATE" from
the upper-left
corner.
2. Select which
kind of doc you'd
like to create:
document,
spreadsheet or
presentation or
form or
drawing.

Google Doc
 Google document
 The same menu as the Microsoft word document

Google Docs. Shared Documents
 Google Docs lets you share your files and folders
with exactly whom you want at whatever level of
access you choose.
 Collaborate in real time with colleagues, classmates,
or friends
 Stop sending email attachments and start sharing
 Control who sees and edits your files with visibility
options and access levels
 Easily share your work with lots of people

Google Docs. Shared Documents
 You can also do the following:
 Grab the link of a file or folder to share with someone
 See who has access
 Add collaborators (editors, commenters, or viewers) by
name or mailing list
 Remove collaborators or change someone’s access level
 Transfer ownership of your file to someone else

To share a doc:
1. From within the document you'd like to share, click the
"Share" tab, in the upper-right corner.

To share a doc:
Enter the email
addresses of
whomever you'd like
to add and select
the button next to
“Can edit:" or “Can
comment:" or "As
viewers", depending
on what kind of
access you'd like
them to have.
Click “Done." to
share the document

Advanced permissions:
In the "Share" tab you'll notice a couple of options below
the invite screen that bear further explanation.
• “Can edit"
• an option that allows those you invite to edit and invite others to the
doc.
• They have access to the most recent version of the document,
and can make changes and view past versions
• “Can comment"
• an option that allows those you invite to comment to the doc.
• “Can view"
• an option that allows those you invite to only view the document.
It prevents them form editing the document
• can see the most recent content of a document, however, they can't
make any changes.

Editing and adding content to your
docs is as easy as opening the doc
and starting work
• edits and additions are saved almost instantly.
No need to hit "save" multiple times
• you can add up to 200 combined collaborators
and viewers to a document or presentation, but
only 10 people can collaborate and view
simultaneously.

Real-time collaboration
 Google Doc lets multiple people in different
locations collaborate simultaneously on the same
file from any computer with Internet access.
 When someone is viewing or editing something at
the same time as you, you’ll see a colored tile with
their name in the top right of your screen.
Real-time, character-by-
character collaboration is
possible in
•Google Docs
•Google Spreadsheets
•Google presentation
•Google Drawings

Adding comments for real-time
collaboration
 On your Google
document
 Open the document that
you have shared
 Click on comment
button
 Add comments to the
document that you have
shared

To edit your docs:
1. Once it's open, start adding and changing content. All
of your changes will be saved and available to your
collaborators and viewers almost as quickly as you can
make them.

 Just like in Microsoft Word you can copy,
paste, bold, underline, italicize, and many
other editing options. Although your editing
options are not as comprehensive as a
paid for program such as MS Word, you
should find most of what you will need to
create and edit your documents.
Working with your Documents

 The Edit menu has many different options available.
Most of the icons that are used should look familiar
to you. For example the scissors icon represents the
Cut feature and the clipboard icon represents the
Paste feature.
Edit Menu

 The Insert menu also provides you with some
options of inserting many types of objects such as
images, links, comments, and tables.
Insert Menu

 Incorrect words are automatically underlined in red;
simply right-click an underlined word to see
suggested spellings, and select the correct spelling
from the list.
 You can turn off the spell checker by deselecting
Show spelling suggestions from the View drop-
down menu.
Spell Check

Working with version control:
If you don't like the changes you or a collaborator have made on
a document, or if you simply want to see the progress of a doc
over time, you can do this via the "Revisions" tab, at the top of
each doc.
All of your revisions will be listed in order, and you can browse
through them at leisure.
If you'd like to return to an earlier version, simply click the
"Revert to this one" button, at the top of the selected revision
and, voila!
Using Google Docs In The Classroom. Google Docs. Oct 24, 2009. <http://docs.google.com/View?docid=dcdn7mjg_72nh25vq>

Google Docs Revision History…
Revision
History
 If you would like to see who
made what additions or
changes to the document you
need to click on File and then
See revision history.
 The Revision history box will
open on the right side of the
screen.
 You can click on Show more
detailed revisions at the bottom.
 Click on user names to see the
revisions.

Creating Folders
Create a folder for each class, group of
students, project, etc.
Since you can add one doc to multiple
folders, you can cross-categorize as
much and as often as you'd like.
To create a folder:
1. From your Docs list, click the
“Create" button in the upper-left.
2. From this list, select “Collection"
3. In the screen that appears, enter the
name you'd like for the folder.
This folder will now appear in your list of
folders, in the sidebar of your Docs list.

Naming Docs
To name or rename a doc:
1. From the "File" menu (in the edit screen) of the doc you'd like
to rename, click, "Rename."
2. Enter your chosen name in to the field provided. Once you
click "OK," this new name will be applied to your doc, and will
show up for all collaborators and viewers.

 Type in the new document name and click OK.
Rename File

 In order to upload an existing
document you just need to
click Upload button on the
Menu bar.
 Then you will need to click on
Files and find the document
that you would like to upload.
◦ Examples of the types of files
that you can upload
(Documents up to 1024 MB):
HTML, plain text .txt,
Microsoft Word .doc, Rich
Text .rtf, Microsoft
PowerPoint .ppt and pps,
Microsoft Excel .xls and
Comma Separated Value .csv.
Uploading a Document

Upload Files
Select the file, and then click OPEN

Deleting a Doc:
1. Check the box to the left of the doc you'd like to delete.
2. Click "Delete: from the toolbar.
At this point, the document is deleted from the Docs list,
but remains in your trash, and accessible to collaborators
until you empty the trash. To empty the trash, continue with
these instructions:
3. Select "Trash" from the "All items" section of your sidebar.
4. From the screen that appears, select the docs you'd like to
delete and click "Empty Trash" from the toolbar. Only the items
you selected will be deleted
• Once you've deleted a doc, there's no way to retrieve it. It
will no longer be accessible by either you or your
collaborators.

Document Organization
Adding
a
doc
to
a
folder

 You can click and drag any of your files to
be added to your individual collections.
 If you don’t want a file also showing on the
Home screen and in your collection just
right click and select Don’t Show in Home.
Collections

 Please Note: Do not use the Print option
in your browser's File menu. This will print
the entire web page and not just your
document.
 Open the document
 File
 Print
Printing a Document

Create documents, spreadsheets and
Presentations Online
 On the existing document,
 Click on share button

Create documents, spreadsheets and
Presentations Online
 On the sharing
setting
 Click on change
button at the
Private – only
the people listed
below can
access

Create documents, spreadsheets and
Presentations Online
 On the sharing setting
 There are three options
 Public on the web – means
that anyone on the internet can
access the document
 Anyone with a link – means
that anyone with a link can
access the document
 Private – means that only
people explicitly granted
permission can access the
document

To access the link to the doc
Google doc also provides links
to be shared on the internet
Once you have selected public
on the web option
Then, you can copy this link
and share with your
colleagues
Or paste it in your blog

The GoogleDoc Form document
 This is a unique feature that enables one to gather
data from multiple people through sending them an
email form.
 On filling the form, data is collected on a
spreadsheet.

How to use Google Forms
 Click Create new > Form
 Add questions and options as you would like
 Add email addresses of the recepients
 Send form and receive feedback in a spreadsheet

GoogleDocs Practicum
 Using your Gmail account login in to Googledocs
(http://docs.google.com)
 Create a new collection
 Upload an existing file to google docs
 Create a new Documents by using google docs
 Share your Google document with your fellow
students
 Add comments to your fellow student’s comments
 Add the links of your google document to your
Blog in Moodle