City University of Hong Kong
DFM2103 – Information Technology
for Communication (ITC)
Mary Lai
MBA, BSc(Hon)
Email: fm.itc.mary@gmail.com
Jack Lam
MSc(E-Commerce), BEng(Hon),
Chartered Certified E-Commerce Consultant,
OCP-DBA, OCP-ID, OCP-AD, CSA-DBA, SCJP
Email: fm.itc.jack@gmail.com
© Copyright 2012
Google Docs
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Prepared by Mary Lai & Jack Lam
Google Docs is a free, web-based office suite
that includes online data storage and real-time
collaboration. You can create, edit and share
documents, spreadsheets, presentations, forms
and drawings all while online.
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Lecture 7: Google Docs I
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All About Google Docs
Create a Google Account
Create and Share a Doc
Managing Your Google Docs
Uploading to Google Docs
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Introduction
• Google Docs is a free, web-based application for creating
documents, spreadsheets, and more. It's a great tool for
sharing and collaborating on documents.
• In this lesson, you'll learn about Google Docs and how it
works. You'll also learn about the advantages and
disadvantages of using Google Docs.
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What is Google Docs?(1)
• Google Docs is a free, web-based application that lets you
create, share, and manage documents, or docs. If you’ve
ever used a productivity suite like Microsoft Office, some
things about Google Docs might seem familiar. For instance,
the types of docs you can work with resemble files that can
be created with various Microsoft Office programs.
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What is Google Docs?(2)
• These are the types of docs you can create and share with
Google Docs:
– Documents: For composing letters, flyers, essays, and other text-based
files (similar to Microsoft Word documents).
– Spreadsheets: For storing and organizing information (similar to
Microsoft Excel worksheets).
– Presentations: For creating and presenting slides (similar to Microsoft
PowerPoint slideshows).
– Forms: For collecting and organizing data.
– Drawings: For creating simple vector graphics or diagrams.
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What is Google Docs?(3)
Documents
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What is Google Docs?(4)
Spreadsheets
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What is Google Docs?(5)
Presentations
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What is Google Docs?(6)
Forms
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What is Google Docs?(7)
Drawings
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How does Google Docs work?
• The biggest difference between Google Docs and a
traditional productivity suite is that the application and all of
your files are stored online, rather than on your computer.
Some people refer to this type of storage as the Cloud.
• The files you create with Google Docs are stored on Google’s
servers and linked to your Google Account. Since these
docs are stored in the Cloud, you can access them from any
computer with an internet connection. You can even give
other people permission to view or edit them as well.
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How does Google Docs
work?(2)
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Why use Google Docs?
• There are several reasons many people find Google Docs
useful. You can access it anywhere, and it's easy to share
and collaborate on docs. Google Docs lets you decide
exactly who you want to see your docs by offering three
sharing settings. You can choose to:
• Keep a doc private
• Share it with a few people
• Make it public on the web
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Why use Google Docs?(2)
• You can also customize these settings to allow others to edit
your doc. This can be extremely useful if you're working on a
doc with a group of people. Instead of sending multiple
versions of a document back and forth as you each make
edits, you will all be able to make comments and edit the
same file.
• Another benefit to using Google Docs is that it is connected to
other Google tools. If you already have a Google Account,
you'll use the same account for your Docs. This makes it
easy to share and collaborate with the people you already
email.
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Why use Google Docs?(3)
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Drawbacks to Google Docs
• As useful as Google Docs can be, there are reasons that you
might not want to rely on it for all of your document creation
and management. For example:
• You must be connected to the internet to use Google
Docs. If you can't access the internet, you won't be able to
view current versions of your docs.
• Google Docs has fewer features than Microsoft Office.
When it comes time to create a doc that you intend to print,
you may find that Google Docs' tools aren't powerful enough
to make your doc look professional.
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Drawbacks to Google Docs(2)
• Google Docs is still being developed. While many of
Google Docs' features are useful and reliable, others don't
work as well. However, you can expect many of these
problems to get better over time.
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What to Expect From This
Course
• You'll learn your way around the Google Docs interface and
become more familiar with using it to create, share, and
organize docs.
• This course won't cover the tools you'll use to modify and
format specific types of docs. If you're new to word
processing and using a productivity suite, you may need to
learn more to get the most out of Google Docs.
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What to Expect From This
Course(2)
• It may be helpful to visit our Microsoft Office 2010 tutorials to
learn more about the basics of using a productivity suite.
• You can also look for more information about Google Docs on
the official Google Docs Help site.
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Create a Google Account
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Introduction
• In order to use Google Docs, you must have a Google
Account. Google Accounts are free, and signing up for one is
fairly simple. Once you create your account, you'll be able to
use not only Google Docs, but other Google services like
Gmail, Calendar, and more.
• In this lesson, you'll learn how to create a new Google
Account. You'll also learn how to access Google Docs.
Prepared by Mary Lai & Jack Lam
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Creating a Google Account
• To get started with Google Docs, you'll need a Google
Account. To create a Google Account, you'll need to have an
existing email address that you will use to sign in to your
account. You'll also need to provide some basic information
like your location and birthday.
• However, if you have a Gmail (Google Mail) address, you
already have a Google Account, so you won't need to
create a new account. Just log in with your Gmail account,
and follow the instructions on page 3 to navigate to Google
Docs.
• To learn more about Google Accounts, including privacy
options and account settings, visit our Google Accounts
Tutorial.
Prepared by Mary Lai & Jack Lam
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Creating a Google Account(2)
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To Create a Google Account:
1. Go to www.google.com.
2 . In the top-right corner of the page, click Sign in.
The Sign in button
• The Sign in button
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Creating a Google Account(3)
• 3. Click Create an account now.
• The Create an account now link
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Creating a Google Account(4)
• 4 You will now need to fill out a form with your information.
First, type your email address.
• 5 Next, type the password you want for your Google
Account. Just like with any online service, it's important to
choose a strong password - in other words, one that is
difficult for someone to guess. When you enter your desired
password, Google will tell you if it's not strong enough and
give you a chance to come up with a new one. For more
information, check out Passwords - The First Step to Safety
in our Internet Safety Tutorial.
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Creating a Google Account(5)
• 5
Typing an email address and password
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Creating a Google Account(6)
• 6 Then, type your location and birthday. If you prefer not to
give out your birthday, you can type a fake birthday. You will
also need to type the word verification that you see below
the birthday.
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Creating a Google Account(7)
• 6 Then, type your location and birthday. If you prefer not to
give out your birthday, you can type a fake birthday. You will
also need to type the word verification that you see below
the birthday.
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Creating a Google Account(8)
• 6 Then, type your location and birthday. If you prefer not to
give out your birthday, you can type a fake birthday. You will
also need to type the word verification that you see below
the birthday.
• Typing a location, birthday, and word verification
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Creating a Google Account(9)
• 7 Finally, review the Terms of Service and click I accept
when done.
• Creating an account
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Creating a Google
Account(10)
• 8 Follow the instructions on the screen to verify that the
email address you provided is valid. This may vary depending
on your email provider. For most email addresses, you will
receive an email with a link that you'll need to click.
However, if you have a Yahoo! email address, you'll be able
to click a button to verify your information, and you can ignore
the verification email that Google sends you.
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Creating a Google
Account(11)
8 Verifying an email address
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Creating a Google
Account(12)
9 When you're done, you'll automatically be signed in to your
Google Account. Your email address will appear in the topright corner of the page. You can click it to sign out or view
your settings.
Clicking the email address for more options
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Accessing Google Docs
1 Open your web browser and navigate to www.google.com. If
you're not already signed in, click Sign In in the top corner,
and enter your log-in information on the page that appears.
Signing in with a
Google Account
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Accessing Google Docs(2)
• 2 Look to see if there is a link to Documents at the top of
the page. If not, locate and click the More drop-down button.
The More drop-down button
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Accessing Google Docs(3)
• 3 Select Documents.
• Navigating to Google Docs
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Accessing Google Docs(4)
4 You will be taken to the Google Docs home page.
The Google Docs main page
You can also access Google Docs by navigating directly to
www.docs.google.com.
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Create and Share a Doc
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Introduction
• Google Docs has a variety of options that make it easy to
create the docs you want. You can choose between doc
types to create a doc suitable to your needs, and you can
even use a pre-made template if you don't want to do all the
work of creating a doc on your own.
• Once your doc is created you can use Google Docs' many
sharing options to decide if and how you want to share it.
• In this lesson, you'll learn how to create a new doc, both on
your own and from a template. You'll also learn how to
share and collaborate on docs.
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Creating New Docs
• There are five types of docs that you can create with Google
Docs:
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Documents (like documents in Microsoft Word)
Spreadsheets (like worksheets in Microsoft Excel
Presentations (like presentations in Microsoft PowerPoint)
Forms Drawings
• Although the types of docs are very different from one
another, the process for creating and sharing docs is the
same for all types.
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To Create a New Doc:
1. Navigate to the Google Docs home page, then locate and
click the Create button.
2. Select the type of doc you would like to create. The new
doc will be opened.
Creating a new doc
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To Create a New Doc:(2)
3 At the top of the page, locate and click the title field. A
dialog box will appear.
4 Type in a name for your document, then click OK.
Renaming the new doc
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To Create a New Doc:(3)
5In the top right corner, locate and click the Save Now button.
Saving the new doc
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To Create a New Doc:(4)
6 Your doc will be saved. You can access it again from the
Google Docs home page.
The new doc, listed on the Docs home page
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To Create a New Doc:(5)
• When you try to save your doc, you may notice that it's
already saved. This is because Google Docs uses autosave, which automatically saves your docs as you edit them.
However, if you make a small change and then close the
doc, there may not be time for auto-save to take effect. For
that reason, it's always a good idea to make sure your docs
are saved before you close them.
Saved status
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Creating Docs with Templates
• A template is a pre-designed doc that you can use to create
docs quickly without having to think about formatting. With
a template, many of the big design decisions like margin
size, font style and size, and spacing are predetermined.
• Most templates are designed to help users create
specific kinds of docs. For instance, you might use a
template to create a resume, newsletter, or some other type
of doc that you wish to look a certain way.
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Creating Docs with Templates
• A template is a pre-designed doc that you can use to create
docs quickly without having to think about formatting. With
a template, many of the big design decisions like margin
size, font style and size, and spacing are predetermined.
• Most templates are designed to help users create
specific kinds of docs. For instance, you might use a
template to create a resume, newsletter, or some other type
of doc that you wish to look a certain way.
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Creating Docs with
Templates(1)
A template for an awards certificate
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Creating Docs with
Templates(2)
• While there is a wide selection of templates you can use in
Google Docs, few of them are well made, and they aren't
very well organized within the template selector. For this
reason, we recommend that you start by using templates
made by Google, which tend to be of higher quality than
user-submitted templates.
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To Create a New Doc from an
Official Google Template:
1. Navigate to Templates Submitted by Google.
Templates
submitted by
Google
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To Create a New Doc from an
Official Google Template(2)
2
Using one or more of the following methods, find a template
you wish to use:
– Enter a search term in the Search Templates bar.
The Search Templates bar
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To Create a New Doc from an
Official Google Template(3)
– Sort the templates.
Sort options
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To Create a New Doc from an
Official Google Template(4)
–
Narrow the templates down by type or category.
•
•
Narrowing options
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To Create a New Doc from an
Official Google Template(4)
3When you've found a template you wish to use, click Use
this template. You can also click Preview to view it first.
Selecting a template to use
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To Create a New Doc from an
Official Google Template(5)
4A new doc will be created using the selected template.
A new doc created
with the selected
template
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To Create a New Doc from an
Official Google Template(6)
5 Customize the doc with your own information.
The doc,
customized to
include the user's
information
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To Create a New Doc from an
Official Google Template(7)
• To browse all templates, click the Create drop-down button
on the Google Docs home page, then select From
template....
• Accessing all templates
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Sharing Docs
•When you share a doc, you can let others view or even
collaborate on it. Google Docs offers sharing settings that let
you control exactly who is able to view and edit your doc. This
can be useful, as you might have some docs you want others to
read but not modify, and some you want to collaborate on.
•Let's look at the example of Olenna, an art teacher who uses
Google Docs to organize letters, lesson plans, and more.
Olenna's list of docs includes:
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Sharing Docs(2)
– Docs she keeps private, like her spreadsheet with classroom
expenses
– Docs she lets others edit, like the lesson planning docs she creates
with her co-teacher
– Docs she shares publicly and doesn't let others edit, like the
newsletters and announcements she shares with her students and their
parents
– Docs that others share with her, including ones she can edit, like her
co-teacher's supply inventory, and ones she can't, like a schedule sent
to her by the principal
• As you can tell, no single sharing setting would be right for
all of Olenna's docs. The settings you choose for each of
your shared docs will probably depend on why you're
sharing it in the first place.
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Choosing Sharing Settings
for a Doc
• You can choose to either share your doc with a limited
group of people or a large one. When you share a doc with a
limited group of people, your collaborators must sign in to
their Google Account to view or edit the doc. However, when
you share with a larger group, or make the doc public, your
collaborators will not have to sign in to access the doc.
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To Share a Doc with a Limited
Group of People:
1. Open the doc you wish to share. Locate and click the Share
drop-down button, then select Share...
Sharing an open doc
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To Share a Doc with a Limited
Group of People(2)
2 The Sharing Settings dialog box will be opened. In the
Add people: box, type the email addresses of the people
you'd like to share with.
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To Share a Doc with a Limited
Group of People(3)
• 3 Click the drop-down
arrow next to each
person's name to decide
whether they can edit or
just view the doc.
Adding people to share the
doc with
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To Share a Doc with a Limited
Group of People(4)
• 4 If you'd like, you can add a message that will be
emailed to the people you share the doc with. You might
use this message to explain the doc, or let them know why
you're sharing it with them.
Adding a message about the shared doc
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To Share a Doc with a Limited
Group of People(5)
5
By default, editors are allowed to invite new people to access
the doc. If you want, you can prevent this by clicking [Change]
and selecting Only the owner can change the permissions.
Then, click Save
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To Share a Doc with a Limited
Group of People(6)
• Changing the sharing settings to prevent other editors from
re-sharing the doc
Click Share & save. Your doc will be shared.
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To Share with a Larger Group
of People:
1. Open the doc you wish to share. Locate and click the Share
drop-down button, then select Share....
Sharing an open doc
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To Share with a Larger Group
of People: (2)
2 The Sharing Settings dialog box will be opened. Click
Change.
The Sharing Settings
dialog box
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To Share with a Larger Group
of People: (3)
3 Select either Public on the web, to let anyone view your doc,
or Anyone with the link to let only people who you've given
the exact link view your doc.
4 If you wish to allow viewers to edit your doc, check the Allow
anyone to edit box.
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To Share with a Larger Group
of People: (4)
5 Click Save.
Choosing sharing settings for the doc
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To Share with a Larger Group
of People: (5)
6 You will be given a link to
your doc. To share the doc
with others, simply send
them the link.
Use the link to share your doc
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To Share with a Larger Group
of People: (6)
• Another way of sharing a doc with a large audience is to
publish it to the web, which converts it into a very simple web
page. To publish a doc, click the Share drop-down button and
select Publish to the Web...
Publishing a doc
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To Share with a Larger Group
of People: (7)
• Another way of sharing a doc with a large audience is to
publish it to the web, which converts it into a very simple web
page. To publish a doc, click the Share drop-down button and
select Publish to the Web...
Publishing a doc
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More Collaboration Tools
• Google Docs offer several tools that enhance collaboration by
making it easier to communicate with your co-editors and to see
which changes have been made and by whom.
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~Q&A~
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~ THE END ~
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