Google-Docs-Basic-Training by ashrafp


									Jefferson Township Public Schools
Office of Instructional Technology                         Doug Walker, Supervisor K-12

                                       Google Apps for Education
                                      Introduction To Google Docs

Google Apps for Education is a free set of online tools that allow students and faculty to work
together and efficiently. It currently consists of the following applications:

       Google Docs – Google versions of Word, PowerPoint, Excel, Forms, Drawings
       Google Calendar
       Google Sites – Customizable, easy to create websites
       Google Video – Our own portal to upload and distribute videos
       Gmail – We are currently not using this feature
       Groups – A collaborative communication space.
       Wave - Collaborate and discuss in one shared space on the web that's instantly updated as you
        type (English interface only).
       Start Page or Igoogle

Within the next few months Google Apps will also include single sign-on for many other Google services.
This document will focus on Google Docs.

Google Docs is a web-based version of Word, PowerPoint, Excel, Forms and Drawing. Some advantages
and features of Google Docs are:

    1. All files are accessible from any computer with an internet connection.
    2. You can store any file type in your Google Docs account.
    3. MS Word, PowerPoint, and Excel documents can be stored as their original file type or
        converted to Google Docs Format. Converting to GDocs format will allow for online editing. Both
        types can be shared.
    4. Google Docs allow for collaborative writing. Multiple users can be invited to collaborate on a
        document, spreadsheet or presentation. The editing happens in real-time. There is a chat
        feature available as well.
    5. Google Docs store revision histories that allow a user to revert to a previous version or view
        individual contributions to a document.
    6. Collaborators on a document may insert comments or add text. This is very useful for peer
        editing and group projects.
    7. Google Docs can be published as a webpage (view only) and shared with the world or only those
        that you provide the link to. Each time you (the owner) makes a change in the document the
        change is available to all individuals you shared it with.
    8. Google Docs can be shared with an unlimited number of users. Each user can be granted view
        only or collaborate rights.
    9. Google Docs can be exported into: Word doc format, PDF, Excel, PowerPoint, HTML, and Text.
    10. Google Docs can be embedded into a website, blog, or Moodle course. An embedded
        presentation will play directly in the site. It does not require downloads or a particular software.
        When you change the original document the change is reflected on the embedded presentation.
Google Docs – Getting Started

Username:      Your current network username (EX: dwalker)
Password:      falcon (you will be asked to change it)

One you login you will see the following screen:

                                                                To create a new document click on
   1. Click on DOCS
   2. You will be directed to your Google Docs filing cabinet   “CREATE NEW”

                                                                You can select one of the choices in
                                                                the drop down. We recommend
                                                                organizing your documents into

   3. To upload a document click on Upload.
                                                           Uploading a Document

                                                               1. You can upload up to 1GB of
                                                                  files. Google Docs do not
                                                                  count toward this total.

                                                               2. Select the files to upload

                                                               3. Decide if you would like to
                                                                  convert the files to Google
                                                                  Docs. If you convert the files
                                                                  you will be able to edit them
                                                                  online and invite
                                                                  collaborators. Keep in mind
                                                                  that you may lose some
                                                                  advanced formatting options
                                                                  that might not be available in
                                                                  Google Docs. If you do not
                                                                  convert the file you can still
                                                                  share it but users will need to
                                                                  download the file.

                                                               4. Select the folder to upload to
                                                                  and start the upload.

Notes about Creating Files

   1. Google Docs have many of the features of the traditional MS office products but not all of them.
      If you plan on converting a document to Google Docs format please be sure you are not using
      any of the advanced features of MS office in the file. Some features may not convert correctly. It
      is always best to create the document in Google Docs and then export it to MS office if you need
      to add advanced formating for printing.
   2. Your Google Docs File Cabinet can get very crowded. It is best practice to organize your files in
4. Creating and Sharing a Google Document

1. Click on Create New and Select Document

2. Give the Document a Name clicking in the box with the text “untitled document” a box will open
   that allows you to give the document a name. You will also notice next to the document name
   the current sharing status of the document. (private to me)

3. The document has a standard icon tool bar.
4. FILE MENU – Here you can rename the doc, make a copy, download it in various formats,
   change the page setup and print.
5. Insert Menu – Insert links, drawings, comments, footnotes , images etc..
6. Be sure and look at each menu item to see the features that are available. Google is constantly
   adding new features so check often.

7. The documents save automatically every few seconds. Because of this there are various revision
   histories available. You also do not have to worry about losing your work.

8. To Share a Document Click THE ARROW NEXT TO Share in the Top Right Corner of the
9. To publish the Document as a Webpage select Publish to the Web from that drop down

                                                  Check off the boxes that you wish to apply to the
                                                  document. If you require sign in then only registered users
                                                  from our Google Apps domain will be able to view the
                                                  document. If you do not check that box then anyone with
                                                  the link will be able to view the document.

                                                  Publish to the web provides VIEW ONLY rights to all who
                                                  you share the link with. This is a great way to publish a
a. Click on Start Publishing                      document on your blog. Students can view and print the

                                                 You will be provided with a link to
                                                 share and an embed code to embed
                                                 the document on a website.

                                                 Click Close when done.

10. How to invite collaborators to a document to view and or edit

1. Click on the word Share on the top right of the screen.

                                                                 The next screen will show your
                                                                 current share settings. You can add
                                                                 people on the bottom by supplying
                                                                 their usernames or email addresses.
                                                                 You will be able to select if they can
                                                                 edit or view. As you start to type
                                                                 names the system will look up the
                                                                 name in our address book. If it shows
                                                                 the name you are looking for click on

                                                                 If you click on Change you can change
                                                                 the permissions for the document.
                                                                 There are various options to select
    11. To get back to your file cabinet to view your files click on the GOOGLE DOCS logo on the top
        left of the screen.

From this screen you can select files by clicking the box next to them. From the menu buttons at the
top you can rename the files, share it, delete it or move it to a folder. There are also other options
under More Actions.

All of your files are organized via the menu on the left. You will also see the folders that you created
listed there.

         Check the box next to the folder and click SHARE at the top!

Have students name their work as follows:

• period, last name, first name: assignment

It looks like this: 2,Brown,Betty: Old Man & the Sea

When each student’s assignment appears in your inbox, check the box of that assignment
and add it to the designated folder. If you want to keep your inbox neat and tidy, you can
then click on "Hide."under more actions.

Next, open the folder and click on "Name" and all the assignments will appear according
to class period in alphabetical order. To figure out who is missing an assignment, the
teacher needs to compare it with the class list.

Students should also change their display names by clicking on the settings link at the top
right. We recommend they change their names as follows:
• last name, first name.
This is done by clicking on Settings on the very top

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