Google Docs

1.  Creating a Google Doc

To create a Google Doc, begin by selecting the drive in which you wish to save it (your personal "My Drive" or a shared drive). Next click the plus sign and select Google Docs

2.  First Steps

Once the Doc opens the first thing to do is name the untitled document in the upper left.  Also, to make your Google Docs ADA friendly, use the predefined styles typically displayed in the toolbar as "Normal text" but includes titles, subtitles and headings.

This is a much better way of creating the layout for documents, instead of using large or small fonts the predefined styles are easily applied and more accessible to all those who may view them. 

3. Toolbar - Files 

In the Files area you will not see a Save button. That is because documents are automatically updated with every change.  There are also additional ways of working with Google Docs copies or other application types like Microsoft Word.

• Make a copy: Create a duplicate of your document.

• Download as: Download your document in other formats, such as Microsoft® Word® or Adobe® PDF.

• Email as attachment: Send a copy of the document to people. You can change the format.

• Version history: See all the changes you and others have made to the document or revert to earlier versions.

• Publish to the web: Publish a copy of your document as a webpage, or embed your document in a website.

The other tools available (on the toolbar or in the drop downs for File, Edit, View, Insert, Format, Tools) are like those used in other word processing programs so there is not much of a learning curve in basic usage of Google Docs.

4. Working with Microsoft Word Files

If the document is a Microsoft Word document, there is the ability to "Save as Google docs". This is very helpful when sharing static Word documents with others who may need online editing rights.  

To Convert a Word doc to a Google Doc

1. Open Drive and double-click a Word document.

2. Click the button "Open with Google Docs".

3. Click File --> Save as Google Docs

Sharing Word documents

Word documents shared as a Word document from Google Drive retain the program information if downloaded. Working online using Google Docs on a Word document will used only the share traits between programs.

Click the "Share" button in the upper right. Enter the email addresses of those you want to share the document. Determine their level of access (edit, view or comment) click the Send button.

Remember: files created in a program other than Google Drive retain their program information. This allows users to download and work from the originating program but to edit and retain that program information, they need to be downloaded.  

Upload a new version of a non-Google file to Drive

Adding another version of a Word doc (or any other file type) creates a version record as long as the name remains the same. 

• Drag and drop the new version in the same location as the existing one.

5.  Check or revert to earlier file versions

In the past, you might have kept multiple drafts of your files in case you needed to refer or switch to earlier versions. Google Drive keeps all your drafts in one file. You can easily view or restore earlier versions. this also applies if you’re collaborating with several people on a single file, and want to keep track of changes and who made them. You can also revert to a previous version.

View or revert to earlier versions of Docs

Note: You need Owner or Can edit access to see the version history.

1. Open your Docs file.

2. Select File --> Version history --> See version history.

3. Note: You need Owner or Can edit access to the file.

4. Click a timestamp to see a previous version of the file. Below the timestamp, you’ll see:

   • Names of people who edited the document.

   • A color next to each person’s name. The edits they made appear in that color.

5. (Optional) Do any of the following:

   • Click Restore this version to make it the active version.

   • Click More Name this version to name a previous version. 

   • Click More Make a copy to create a copy of a previous version.

6. Sharing Google Docs with others

Sharing a Google doc can either be done from within Drive or from within the Doc itself. There are three different sharing levels: View, Comment or Edit.

In Drive, select the Doc to share and click on "Get a Sharable link"

OR 

From within the Doc, select the Share button at the top right.

Note: You can only share files that you own or have edit access to.

1. If sharing with specific people, in the People section, enter the email address of the person or group you want to share with.

2. Click the pencil icon to determine their level of access. 

The levels of access are:

• • Can edit—Collaborators can add and edit content as well as add comments.

  • Can comment (Select files only)—Collaborators can add comments, but can't edit content.

  • Can view—People can view the file, but not edit or add comments.

Additional Sharing Options

click on the Get a sharable link button in the window to open the additional link sharing options. The default is OFF and only shared with those people added in the steps above. The additional options are:

1. Anyone at Immaculata with the link can edit.

2. Anyone at Immaculata with the link can comment

3. Anyone at Immaculata with the link can view.

The More... link opens additional choices

1. Anyone on the web can find and access (IU account not needed).

2. Anyone with the link can access (IU account not needed).

After picking the appropriator level of access Click Done/Save.

7. Open your Google Calendar and events

• Open Calendar: On the right, click the Calendar icon.

• Your daily events appear and clicking on the date toggle shows a mini monthly calendar.

• Create an event: Click on the calendar to open a new event and add details.

• See event details: Click an event to open it and see details.

To do more with Calendar, see Get started with Calendar.

8. Open notes in Google Keep

• Open Google Keep: On the right, click Keep.

• Add a note or list: Click + Take a note or New list.

• Edit a note: Click a note and enter a message. Click Done.

To do more with Keep, see Get started with Keep.

9. Open your to-do lists in Google Tasks

• Open Google Tasks: On the right, click Tasks.

• The current list "My Tasks" appears at the top, with any tasks below it.

• Add a new task: Click + Add a task. To add a new task from an email, drag the email into a task list.

• Edit or delete a task: Point to a task and click Edit. From the Edit window, click Delete to delete a task.

• Add a new list of tasks: Click the down arrow next to My Tasks and select Create a new list.

• Change lists: Click the Down arrow and select a list.

To do more with Tasks, see Get started with Tasks.