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Quick Guide to Google Docs:
Part 1: About Google Docs and collaborative tools

But why should I use Google Docs?
Learning technologies are ever-advancing to create better ways to learn, teach and work.  Collaboration (or working together in a group) has been shown to increase productivity through sharing and discussing ideas within a group setting. Collaboration also increases communication amongst the group, which helps to prevent members working alone for long periods of time and has health benefits by decreasing stress levels.  So, next generation learning technologies are focusing on online collaborative tools, such as online office based suites including Google Docs.

Universities have started to recognise the importance of students working collaboratively and are now adopting these new technologies.   For example the School of Oriental and African Studies (SOAS) has just committed to using Google Apps for all their students and staff (http://www.soas.ac.uk/news/newsitem43917 ).

Google Docs actually comes from a group of applications called Google Apps, which include: Google Calendar, Google Sites, Gmail, Google Talk and Google Docs.   All these applications are useful communication tools, to discuss, share and present group information.   The Google Apps are all similar in terms of usability, to make the applications easier to use with one another, so why not get a step ahead and start with Google Docs!

Why should I use Google Docs, when MS Office works for me?
We would encourage you to work with both MS Office and Google Docs, depending on what type of work you are doing.

For example, say you have a group project and the members in your team have different roles, you could use Google Docs to share all the same documents, so you would all know what each other is working on.   You could even chat to them in real time through Google Docs to discuss, for example the formulae in the spreadsheets, the grammar in the word processing documents or adding a video to the presentation.   Not only this, but you can access the documents anywhere with any browser; all you need is a network connection.   Think of all the time you would save from avoiding face to face meetings and sending (and re-sending) files, when it's all online for you.

Google Docs invites you to use MS Office files, by enabling capabilities to upload Word (doc), Excel (xls) and PowerPoint (ppt) files, and export from Google Docs to these formats, as well as others including pdf. So you could create a document in MS Office to use their formatting functions, and then upload it into Google Docs for the collaboration features.   Although you can create new documents, spreadsheets and presentations in Google Docs too!

I would like to use Google Docs, but I just don't have the time to learn how to use it...
Once you have opened Google Docs, you will see that the interface is not much different from any other word processing interface.   In fact, many people find Google Docs is even simpler and easier to use than Microsoft Word for basic document creation, editing and printing. Have a play on Google Docs and see for yourself!  

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Using Google Docs

• How do I get started with Google Docs?
• I have a Google Docs account, what now?

• How do I create a Document, Spreadsheet, Presentation, Folder or Template?
• What are Forms and how can I create one?
• How do I delete a document?
• How do I save a document?
• How do I revert back to a previous version (Revision Tool) ?
• How do I upload an existing non-Google Doc document?
• How do I save a copy of my file on my computer (i.e download)?
• Basic editing functions
• How do I use the collaborative tools: Share/Publish/Post ?
• How many people can I share a document with?
• How can I  work offline?
  

How to manage your file sharing

• What can viewers and collaborators do?
• What can I view without a Google account?
• Ownership of a document
• Setting up email notifications when documents have been updated
• Emailing the group of sharers

N.B For more advanced Google Docs guidelines, please visit the Google Docs Help Centre: http://documents.google.com/support/?hl=en_GB

 

Using Google Docs

How do I get started with Google Docs?
Simply create a Google account (not an email account, just a Google account), which will enable you to have access to all the Google Applications*.  You can use any email account, for example you could use Z.blogs@pharmacy.ac.uk or z.bloggs@hotmail.com

The registration process is quick and easy, just click on the link below:
https://docs.google.com

*To access Gmail you will need to create a Google email account.

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I have a Google Docs account, what now?
Congratulations you've got this far in creating a new account, now you need to explore Google Docs to see what it can do for you.   Have a play on the Google Docs interface...



Word Processor, Spreadsheet, Presentation and Forms
Google Docs has 3 (and a half!) applications for you to use: Word Processor, Spreadsheets, Presentations and Forms (Forms is part of the Spreadsheet application).

Collaborative Tools
The collaborative tools in Google Docs enable you to share your documents with numerous people, lets you publish your page onto the web (with a unique URL) and lets you post your pages to your blog.   To find out how to use the Collaborative tools in Google Docs just go to How to use the collaborative tools: Share/Publish/Post below.

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How to create a Document, Spreadsheet, Presentation, Folder or Template.
1. From the Docs List View (as shown above), go to the blue toolbar and click on 'New'.
2. This will open a drop-down menu, where you can select either a new document, spreadsheet or presentation.
3. You also have the option to create a folder and a template from the 'New' drop down menu.  Templates are a good starting point for creating new docs from the pre-set designs for, say, time sheets, resumes, invoices, photo albums or even party invitations!

"A template gives you a quick start towards creating a document, spreadsheet, or presentation. Each template has boilerplate content and pre-set design styles that are meant to be reused.  You can then edit the document, replacing boilerplate text and images with your own," explains Google.

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What are Forms and how can I create one?
Forms are particularly useful for creating your own questionnaires, surveys or basic exam-based/test questions.   You can create your own questions and decide how your recipients will answer; whether it be multiple choice, a single line of text, a paragraph and so forth.
There are two ways to create a form:

1. Create a Form from the List View:
1. From the Docs List View (as shown above), go to the blue toolbar and click on 'New'.
2. From the drop-down menu, select Form.

2.Create a form from the spreadsheet:
1. Create a new Spreadsheet.
2. Once inside the Spreadsheet, select the 'Form' tab from the toolbar at the top of the screen.
3. Click on 'Create a form'.
4. Now you're inside the form application, you can start to create your own form.   Just follow the on-screen instructions to add your questions (see below for an example of the interface).
5. Once you have added a question, you will see the editing opportunities available, such as deciding how the recipient will answer each question (either through multiple choice, a paragraph etc).
6. You can also decide the order of the questions, by clicking on the ▲ ▼ arrows.
7. Once you are happy with the questions, scroll down to the end of the form and press 'Save', 
8. Now go to the top of the page and select the tab 'Preview and Send'.   In this window you can either send the form to your recipients, by entering their email addresses or you can preview the form by selecting the link on the right hand side of the page.   You can also embed the form into a website or blog (if you have one), by clicking on 'embed' (see below for an example of the interface).
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How do I delete a document?
You can delete a file in two ways; either from the List View or through the individual applications.   Once files have been deleted they will go in the 'Bin'.   So, only when you have deleted files from the Bin will they be permanently removed.

To delete a file from the List View:
1. From the List View select the file you wish to delete (by ticking the check box).
2. Go to the blue toolbar and select 'delete'.

To delete a file from an application (in Document and Presentation only):
1. Go to 'File' and select 'delete'.

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How do I save a document?
Google Docs saves every few seconds onto a secure online storage facility.  Google say 'please be rest assured that we back up data almost as often as you can change it.'   So there is little need to repeatedly save your documents, however there are save buttons to the top right hand corner of the screen inside the three applications, if you would like to save manually.

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How to revert back to a previous version (Revision Tool)
The beauty of Google Docs is being able to revert back to any previous version of a document.  So if a member changed a section in a document that you didn't like, you can always revert back.   The revision tool is also useful to see who has opened a particular document and to oversee what changes have/haven't been made.
Just go to the 'Revisions' tab in each of the applications.
Spreadsheet and Presentation
The 'Revisions' tab should be on the top of the blue toolbar.
Document
The 'Revision history' tab can be found in the 'Tool' menu.


An example of the Revision History page in Documents below:
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How do I upload an existing, non-Google Doc document?
There are two ways to upload an existing document, spreadsheet or presentation; either from the List View or by email.

To upload from the List View:
1. From the List View page, click the 'upload' button
2. Click 'Browse'. Select the document, spreadsheet or presentation that you'd like to open.
3. Click 'Open.' Click 'Upload File'. The uploaded file will now appear in your Docs list. You can upload the following file types:

Size requirements when uploading

To upload by email:
Emailing your existing documents into Google Docs is a quick way to import numerous documents simultaneously.
To email a document into Google Docs, follow these steps:
1. Click the 'Upload' button from the sidebar in your List View page. In the screen that appears, you'll notice a long email address; this email address is your own unique Google Docs email address.   Select and copy this address.
2. Go to your personal email account (whether it be from your Outlook or Hotmail account, for example) and paste the email address in the To field.
4. Add the content to the email that you would like to upload to Google Docs; either by adding attachments or copying and pasting text in the body of the email.   Then press send.
5. Your emailed document will now appear in your Docs list : )
N.B it's only possible to email a maximum of 10 attachments at a time.

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How do I save a copy of my document on my computer (i.e. download)?
To download a document, spreadsheet or presentation to your computer, please follow these instructions:

For Documents:
When inside your document, click 'File' from the toolbar, then select one of the 'Download file as' options. The supported file types for documents are: html, rtf, doc, Open Office, pdf and txt.

For Spreadsheets:
When inside your spreadsheet, click 'File' from the toolbar, then select one of the 'Export' Options. The supported file types for spreadsheets are: csv, html, ods, pdf, xls and txt.

For Presentations:
When inside your presentation, click 'File' from the toolbar, then select 'Save as pdf', 'Save as ppt' or 'Save as text', depending on your preference.

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Basic editing functions
All the editing functions available can be found from the blue toolbar at the top of the screen, such as text size, text colour, bold, underline, alignment, spell check etc.

For Documents:
The toolbar will always be at the top of the screen (as shown above), providing you with all the basic editing functions.   The advanced tools such as inserting comments, subscript and strikeout can be found in the drop down menus.

For Spreadsheets:
The editing tools in the spreadsheet application are located in the 'Edit' tab (as shown above); so just make sure this is selected to enable you to access the tools.

For Presentations:
Like the spreadsheet, the editing functions are located in the 'Edit' tab (as shown above); so just make sure this is selected to enable you to access the tools.

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How to use the collaborative tools: Share/Publish/Post
You can share and publish a document in two ways; through the List View page or from inside the applications.  
From the List View page, simply select the file (by ticking the check box), then go to the toolbar to select the relevant actions - Share or Publish.   (Publish is under the 'More Actions' drop-down menu).  

To share and publish documents from inside the individual applications, please see below:

For Documents:
1. To share or publish your document click on the 'Share' Tab (top right hand side of the screen)
2. Select 'Share' from the drop-down menu and select either 'Share with others' or 'publish as web page...'
3. Simply follow the on-screen instructions to either share or publish.  

For Spreadsheets:
1. To share your spreadsheet select the 'Share' Tab (top right hand side of the screen) and follow the on-screen instructions
2. To publish your spreadsheet select the 'Publish' Tab (top right hand side of the screen) and follow the on-screen instructions

For Presentations:
1. To share your presentation select the 'Share' Tab (top right hand side of the screen) and follow the on-screen instructions
2. To publish your presentation select the 'Publish' Tab (top right hand side of the screen) and follow the on-screen instructions

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How many people can I share a document with?
Documents and Presentations:
To share = 200 collaborators/viewers max
To edit simultaneously = 10 collaborators max

Spreadsheets:
To share = 200 collaborators/viewers max
To edit simultaneously = 50 collaborators max

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How can I work off-line?
Google Docs allows you to work on your documents without an Internet connection.   Below is a table of what you can do off-line at the moment:

	Documents	Spreadsheets	Presentations	Google Apps**
View off-line	X	X	X
Edit while off-line	X
Create new

Even though you can't edit your spreadsheets and presentations off-line at the moment, the Googlers are working hard to to make this available soon.  Creating new documents off-line isn't available at the moment either, but a tip would be to create a blank document before you go off-line.

To work off-line, you need to install Google Gears, please follow the simple steps below to set this up:
1. When inside Google Docs, click on the 'Off-line' Link in the upper right hand corner.
2. A new window should appear, click on 'Get Google Gears Now'.

3. You will be asked if you trust the Google Docs website to use Google Gears (as shown below), tick the check box, to confirm this.

4.   Now to access Google Gears when you are off-line, you can either open a browser and enter the following address http://docs.google.com, or click on the Google Gears icon (as shown below), which should be on your desktop after the installation.

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Google Docs -- Web word processing, presentations and spreadsheets.