Google Docs

In this section you will learn how to organize and manage files and folders in Google Docs. The section does not cover editing aspects and users interested in acquiring editing abilities with Google Docs may refer to the Google Docs Help Centre (http://docs.google.com/support).

 To access Google Docs click “Documents” at the top of the browser. You will be redirected to the Google Docs homepage. If you need to directly access Google Docs to add or amend data, without accessing the eLERT, go to: http://docs.google.com and enter username and password.

1. Folder

 1.1 Creating a folder

To create a folder click on “Create new” on the left sidebar of the Docs list homepage and select “Folder” from the drop-down menu. 

The folder created appears in the “My folders” section on the left sidebar.


1.2 Sharing a folder

Select the folder, click on "Share this folder" on the top toolbar and "Invite people".

 

Enter the e-mail address(es) and click “Add without sending an email” (or “Send” to send an e-mail with a link to the folder).

When sharing a folder, the new permissions are pushed to all sub-folders and documents within the folder.

 

 

2. File

 2.1 Creating a file

Click the “Create new” button on the left sidebar and select the type of document.

2.2 Uploading a file

Click “Upload” on the left sidebar.

Click “Select files” to upload files from your workstation. To select multiple files press Shift or Ctrl and click the files to upload, choose the destination folder and click on the “Start upload” button.


2.3 Moving a file

To move a file in a specific folder, select the checkbox next to the file name, click “Move to” on the top toolbar and select the location from the drop-down menu.

2.4 Exporting a file

Select the file and click the “More actions” button, select “Export”, choose the format and click “Download”.

 

2.5 Sharing a file

Select the file (it is possible to select multiple files), click “Share” on the top toolbar and select “Invite people”.

Enter the e-mail address(es) and click “Add without sending an email” (or “Send” to send an e-mail with a link to the folder).


2.6 Managing privileges

To manage users’ privileges over a shared document, select the file, click “Share” and select the tab “See who has access”. Choose the user and change his privileges. The user may be owner, editor or viewer.

To make a file accessible by all users in the eLERT, click the “Change” link and select “Public on the web”.


3. Revision history

 

To see and keep track of a document content, or revert to an older version, open the document, click “File” and select “See revision history”.

 Click the drop-down menu with the date and username, and select an option. If you select the wrong one, click “Older” or “Newer” until you find the version needed. Then, click “Revert to this one”. The document is reset to the version selected.


 4. Notifications of changes

 

To receive notifications via email and find out when a spreadsheet has been modified, click “Share” at the top right of the spreadsheet and select “Set notifications rules”. In the window that appears, select when and how often you want to receive notifications: