Google Docs - Managing and Sharing

Managing and Sharing Google Docs

North Canton City Schools

Table of contents

What is Google Docs

How to access Google Docs

Google Docs layout overview

How to create a new document

How to import and convert an existing document

How to create a document from a template

How to change the view and order of files

How to open, rename, or delete existing files

How to create collections for your documents

How to put your documents in collections

How to share documents

How to share a document with specific people

How to share a document as a link

How to share an entire collection

What is Google Docs

Google Docs is a suite of online productivity tools including Google Documents (like Microsoft Word), Google Spreadsheets (like Microsoft Excel), Google Presentations (like Microsoft PowerPoint), Google Forms, and Google Drawings.

The purpose of this help guide is not to explain the specifics for each of the programs in the Google Docs suite. We have created help guides for the individual programs. Instead this guide is designed to cover managing your files and collections in Google Docs including creating, deleting, renaming, moving, and sharing files and collections.

How to access Google Docs

Through North Canton City Schools you can access Google Docs in several ways:

Through our website - There are several links to Google Docs from our NCCS website. For example, in the “Staff” drop-down menu you can click the “Google Docs” link.
From your desktop - If you are using a computer at school, you will see a “Google Docs” icon on your desktop, which you can double-click to go to our Google Docs site.
Web address - You can just type in the direct address: http://docs.northcantonschools.org/

Google Docs layout overview

The Google Docs screen is similar to your “My Documents” folder in Microsoft Office. On the Google Docs screen you can see all of your files and collections. You can also create, delete, rename, move, and share files and collections.

Across the top you will find the search box where you can search for your documents.
Along the left side of the screen you will find several sections including:

The “Create new” button to make a new document, and the “Upload” button to upload a file you already have.
Below there is a filter section where you can specify the files you wish to see such as “Starred”, “All items”, or “Trash”.
Below there is a section with any collections (folders) you have created. Clicking on a collection will show only those documents that you have put in that collection.
Below there is a section of collections shared with you from other people. Instead of just sharing files, people can share entire collections with you.

Across the top of the main portion of the screen will be several sections including:

A documents filter where you can specify which types of files you want to display including “All documents”, “Text documents”, “Spreadsheets”, “Presentations”, “Drawings”, and “PDF files”.
An images and videos filter where you can choose to display only images or videos.
A more options filter where you can display files based on how they are shared and who owns them.
A sort by option where you can determine how the files displayed are sorted.
And a view list/details option to turn on or off details such as who owns the file and when it was last edited.

In the main portion of the screen you will see your list of documents for whatever filter or collection you have current chosen.
On the right side of the screen you will see several items for any file you choose including:

A thumbnail preview of the file
When it was last viewed and modified
What collections it belongs in
Who it is shared with

How to create a new document

From the Google Docs screen you can create a new document of any type as follows:

Click the “Create new” button in the top left corner
Then click the type of document you want to create including “Document”, “Presentation”, “Spreadsheet”, “Form”, or “Drawing”
Note: You can also use this menu to create a new ”Collection”, or to create a document “From template”
Your blank document will now open up in a new window or tab in the appropriate program for the file type you chose.

How to import and convert an existing document

Instead of starting from scratch, you can also take existing documents that you have made in other programs, such as Microsoft Word, Excel, or PowerPoint, and can import and convert them into Google Docs format. Once converted into Google Docs format, you can edit and share the document.

From the main Google Docs screen, click the “Upload...” button next to the “Create new” button in the top left corner
Now click the “Select files to upload” link
Browse to locate the file you wish to upload and click “Open”
Depending on the file, the following formats can be uploaded and converted:

For word processing, you can upload and convert the following file types: .doc, .docx, .html, plain text (.txt), .rtf, .odt (Open Office)
For presentations, you can upload and convert Microsoft PowerPoint presentations of the following file types: .ppt, .pps
For spreadsheets, you can upload and convert the following file types: Microsoft Excel (.xls, .xlsx), Open Office (.ods), Comma Separated Values (.csv), plain text (.txt), Tab Separated Values (.tsv), and .tsb

To convert the document into Google Docs format, leave the checkbox checked for “Convert documents, presentations, and spreadsheets to the corresponding Google Docs formats”. If you uncheck this box, the file will be stored, but you will not be able to edit it.
If the original document is a PDF or a scanned image of a file, you can check the box for “Convert text from PDF or image files to Google Docs documents” and Google will attempt to convert the file into a Google Document using OCR (optical character recognition)
Click “Start upload” to import and convert the file

Note: Depending upon how advanced your original document is, the converted version may lose some of its formatting.

How to create a document from a template

Google Docs also offers a large collection of templates to use to begin your documents. This can help save time creating common documents such as calendars, brochures, and book reports.

From the main Google Docs screen, click the “Create new” button
Then click “From template...” from the drop-down menu
The “Template Gallery” will now open. You can choose templates from North Canton Schools, as well as Public templates from all over the world
You can narrow your template search by choosing document type and category, or by entering a search term
For any template you find you can click “Preview” to see a full size preview of the file
If you want to use the template, click “Use this template”
A copy of the document will then open up that you can edit and save for your own use

How to change the view and order of files

The default view in Google Docs is to show you all of your files. This is not very easy to navigate, so you can limit the files displayed by using filters and collections.

Along the left side of the screen you will find several sections including:

Below the “Create new” button is a filter section where you can specify the files you wish to see such as “Starred”, “All items”, or “Trash”.
Below there is a section with any collections (folders) you have created. Clicking on a collection will show only those documents that you have put in that collection.
Below there is a section of collections shared with you from other people. Instead of just sharing files, people can share entire collections with you.

Across the top of the main portion of the screen will be several sections including:

A documents filter where you can specify which types of files you want to display including “All documents”, “Text documents”, “Spreadsheets”, “Presentations”, “Drawings”, and “PDF files”.
An images and videos filter where you can choose to display only images or videos.
A more options filter where you can display files based on how they are shared and who owns them.
A sort by option where you can determine how the files displayed are sorted.
And a view list/details option to turn on or off details such as who owns the file and when it was last edited.

After you have chosen the filter or collection you want, the appropriate files will show up in the main section of the Google Docs screen.

How to open, rename, or delete existing files

To open any existing file, simply click on the file name and it will open in a new tab or window with the appropriate editor program.
To rename an existing file, hover your mouse over the file and then click the “Actions” menu to the left of the file name in the file list. Now click “Rename” in the drop-down menu.
To delete an existing file, hover your mouse over the file and then click the “Actions” menu to the left of the file name in the file list. Now click “Move to trash” in the drop-down menu. The file will be moved to the “Trash” section on the left.

How to create collections for your documents

As you create more and more documents, you will want to create collections (folders) to organize them. With Google Docs you can create collections and sub-collections for your files. To create a collection, do the following:

First select where you wish to create the collection
If it will be a top level collection, simply click on “My collections” on the left side of the Google Docs screen
If it will be a sub-collection of some other collection, first drill down through your collections until you have opened the one where the new collection will go
Now simply click the “Create new” button, and choose “Collection” from the drop-down menu
You will now go to a screen where you can type in the name of the new collection
Click “OK” when done and the collection will be created

How to put your documents in collections

Once you have created collections, you can now put your documents in the collections to keep them organized. Just like email labels, however, you can put a document in as many collections as you like, not just one. There are two main ways to put a document in a collection:

Method #1 - Drag and Drop

Click and hold down the mouse button on the document you wish to file
Now with the mouse button held down, drag the document to the “My collections” section on the left side of the Google Docs screen
Put the document on top of the collection you want to place it in, and then let go of the mouse button
The document will now be linked to that collection
Repeat the process for other collections if you wish to put the document in more than one collection

Method #2 - Actions button

Hover your mouse over the file and then click the “Actions” menu to the left of the file name in the file list.
Now click “Organize...” from the drop-down menu.
This will open a window where you can expand all of your collections and check the ones you want to associate with this file.
Click “Apply changes” when done.

How to hide documents from the home screen

Once you have put a document into a collection, you may no longer need that document to show up on the home screen. When you need to access the document, you might prefer to simply open the appropriate collection and find it there. This mimics the function of traditional folders, but still gives you the benefits of collections.

First follow the normal directions for linking a document to a collection (or collections).
Next hover your mouse over the file and then click the “Actions” menu to the left of the file name in the file list.
Now click “Don’t show in home” from the drop-down menu.
You file will now disappear from the home screen, but will still be visible if you open up the collection(s) where you have linked it.

How to share documents

One of the best features of Google Docs is the ability to share documents with others. You can let them just view the document, or you can give them the ability to edit it as well. There are several ways to share a document, but we will look at the two most common: sharing as a link, and sharing with specific people.

How to share a document with specific people

Most often you will want to share a document with specific people or groups of people. Below is how to share a document with people or groups that you specifically choose.

Hover your mouse over the file and then click the “Actions” menu to the left of the file name in the file list.
Now click “Share” in the drop-down menu and click “Sharing settings...”
This will open the “Sharing settings” window
At the bottom of the window there will be a box labeled “Add people:”
Click in that box and type in the people or groups (staff, student, and parent listservs) that you want to share the document with. The address book will find matches based on what you type.
Next click the “Can edit” button to pick whether the users can edit or only view the document
Optionally click in the “personal message” box to include directions or additional information for the recipients
Finally, click the “Share” button
All of the recipients will now get an email message indicating that the document has been shared with them
The document will also automatically show up in their Google Docs list of documents
In the future you can always return to the “Sharing settings” window to change or remove people
Next to each users name will be a drop-down menu to switch between “Can edit” and “Can view”
Also there will be an “X” that you can click to remove that person’s access entirely

How to share a document as a link

Instead of sharing a document with specific people, you can instead share the document with anyone who has the link to the document. For example, this is useful if you want to share the link with anyone who comes to your website.

Hover your mouse over the file and then click the “Actions” menu to the left of the file name in the file list.
Now click “Share” in the drop-down menu and click “Sharing settings...”
This will open the “Sharing settings” window
At the top you will see “Private - Only the people listed below can access”
Click the “Change” link next to that line
A new window will open up where you can change the privacy settings
If you select “Anyone with the link” then you will get a web link for the document to share with others (through email or posting online). Anyone who has that link can click it and view your document.
If you select “People at North Canton City Schools with the link” then only people with the link who also have an NCCS account can view the document
If you also want to let people edit the document (not just view) then you can select the box for “Allow anyone to edit”
Click “Save” when done
You will now return to the “Sharing settings” window but now you will have a link for the document that you can share with others through email or posting online
To copy the link, click on the link to select it, then right-click and choose “Copy”
If you need to make any changes to sharing, you can repeat the process above and choose different settings at any time

How to share an entire collection

Instead of just sharing individual documents, you can also choose to share an entire collection with others. If you do this, then everything inside the collection will be automatically shared with those people. If later you add a new file to the collection, it will automatically be shared to those people as well.

Sharing a collection is useful if you plan to share multiple files routinely. This could include a project you are working on, or a handouts folder, or an assignment turn-in folder.

To share a collection, first click on the collection name on the left side of your Docs screen.
Now click the down-arrow to the right of the collection name.
From the drop-down menu choose “Share...” and then “Sharing settings”
This will open the “Sharing settings” window
From here on out, follow the same instructions for how to share a document from the section above
When you have finished sharing the collection, it will show up for the users under “Collections shared with me” on the left side of their Google Docs screen

This document is licensed under a Creative Commons Attribution Non-Commercial 3.0 United States license. For more information about this license see http://creativecommons.org/licenses/by-nc/3.0/

(In short, you can copy, distribute, and adapt this work as long as you give proper attribution and do not charge for it.)