Drive

Frequently Asked Questions

Creating Documents (07:32)

What is a collection?

A collection is similar to a folder, where you can add other Google Docs (Documents, Spreadsheets, Presentations etc.) Then you can share that collection with other users, and all the docs contained within that collection are automatically shared with them. This is useful when you have a number of documents to share with the same people.

What types of file can I save in Google Docs?

You can practically save any file type in Google Docs, including .exe, .zip, videos, Office-type documents, etc. Bear in mind, any file that is not in the Google Docs format will count towards your Docs storage quota.

Does Google Docs have a storage quota?

Each Google Apps user has 1GB of storage allocated to them in Google Docs. This is for all files that are NOT in the the Google Docs format. A user can have an unlimited amount of Google Docs-formatted files (eg. Documents, Spreadsheets, Presentations, Drawings). These do NOT count towards the storage quota.

Can I allow users to view / comment on my document but not allow them to edit it?

Yes, users can be set up as "Viewer" with the ability to comment, instead of "Editor" or "Collaborator". In this case they will be able to comment on the content but not make changes to it

Converting Documents (02:16)

Sharing and Permissions (04:08)

Can many people edit the same document at the same time?

Yes and you will see each user will be assigned a color, when they open the document, and you can see their changes in the revision history based upon that color. In addition, if they are editing the document, as you are viewing it, you will see their name next to their changes.

Can a document editor/collaborator delete my document?

No, only the document owner can delete a document.

What happens if I delete a document that is shared with others?

You will be asked if you want to delete the document for everyone or just for yourself. In the latter case, you'll be asked to assign a new document owner.

Can I share a document with someone who does not use Google Docs?

If your company permits sharing of documents outside of the organization then you can share documents with anyone. The person you share with will receive an email with a link to the document. When they click the link, they will be prompted to create a password for their "Google Docs" account, which will give them access to any Google Docs shared with them.

Can I import documents from Word, Excel and Powerpoint?

Yes, you can import documents from those applications. However, you will likely need to adjust how the document looks due to some features not being available in Google Docs. If you need to retain the formatting then you should use the Google Office Cloud Sync tool to edit your document in Microsoft Office but still share/store the document in Google Docs.

Spreadsheets

How can I create cells that are colored based upon values?

Use the "conditional formatting" option under "Format". You can create rules for what color of text and background cell color you want based upon the value in the cell itself.

How can I create cells that only allow users to enter specific values?

Use the "validation" feature under "Data" to provide users with a list of choices for the cell and then uncheck "allow invalid data".

How can I copy the "validation" or "formatting" rules from one cell to another?

Use the "Paint Format" tool in the toolbar. Simply click the cell you want to copy and then click the Paint roller icon. Then select the cells you want to apply the formatting to.

Can I be notified if any changes are made to the spreadsheet?

Yes, you can set up notifications that can notify you immediately if something is changed, or you can opt for a summary email once a day that contains all the changes made to the spreadsheet that day. You can even specify to be notified only if something changes on a certain sheet, a range of pre-determined cells, whether editors or collaborators were added or removed and if someone submits a new form. These notification settings are found under the Tools menu.

Docs

Can I create additional "styles" for my document?

At this time Google only permits the use of the pre-defined styles.

How can I create a table of contents?

A table of contents can be automatically built if you use the "Styles" to define your sections. Then, simply go to the top of the document and "Insert" a "Table of Contents" and the section will be built automatically.

How can I create "jump" points to various parts of the document?

You can create "bookmark" locations in the document and then use "Insert Link" and refer back to a previously created bookmark to take your user to the designated location.

Presentations

What type of video content can I add to a presentation?

Currently you can only insert YouTube videos in presentations. There is an option to search YouTube for your video or you can paste in a specific URL to a video.

Can I incrementally reveal bullets on a single page?

Yes. This is done by right clicking the border of the text area you want to reveal incrementally, and selecting Incremental reveal.

How do I add and view speaker notes?

To display or add these notes below each slide in the new version of Google presentations, go to the View menu, and select Show speaker notes. Any presentation collaborator with view access to the presentation will be able to view these notes. Any presentation collaborator with edit access to the presentation will be able to view and edit these notes.

Can I customize slide transitions?

Yes. You can make moving from one slide to the next a little more interesting with transitions. You can add or modify slide transitions in the Animations pane. To enable the Animations pane:

- Go to the Slide menu and select Change transition.

- Go to the View menu and select Animations.

- Go to the Insert menu and select Animations.

The Animations pane is split into two levels. At the top, you’ll see transition options. Use the drop-down menu to select a slide transition for the selected slide. Choose the option below the drop-down menu to apply this transition to all slides in the presentation. At the bottom, you can apply animations to text and objects.

Google Forms (05:46)