Google Documents
You can share the files and folders that you store in Google Drive with anyone in your work or school account, yourname@stcc.edu, but your organization may limit how you can share files with other people. Always double check you are in your STCC Google email account when you begin sharing.
When you share from Google Drive, you can control whether people can edit, comment on, or only view the file. When you share content from Google Drive, the Google Drive program policies apply.
How to Use Google Documents
See instructions for getting started with Google Docs.
Sharing Google Documents
Once you have created your initial document, you many want to share it with students or collaborators.
Click on the blue Share button in the upper right hand corner of your doc.
You will be able to select who to share with, and their level of access (viewer, commenter, editor).
You can decide to share with individual emails or give broader access to anyone with the link, or anyone at STCC.
Note: STCC applies only to faculty and staff at STCC. See Tip below for sharing with students.
Tip: sharing Google documents with students
You will need to add your students STCC emails to share.
Navigate to ARIES
Download your students' emails [preferably into a separate document]
Copy and paste students' emails to share
Be sure to let students know to be in their STCC gmail account
When setting the permissions, on the shared Google Doc, double check the settings: can edit, can comment, or can view.
Using Preview and Template/Preview
Preview
Preview allows students or collaborators to see a clean version of your document without the distraction of Google Doc menus and buttons. Your document will look more like a webpage than a document. This is a great way to share a syllabus created in Google Docs.
To use the Preview option:
Make sure sharing is set to "Anyone with the link" as Viewer (you may also add individual email addresses and set them to Viewer).
In the URL web address for the Google Doc, delete the word "edit" and any text that comes after the word "edit".
Type in the word "preview" and tap Enter or Return.
You will now see a Preview version of the Doc. You can use the new URL ending in "preview" in Blackboard or other communication.
Template/Preview
Template/Preview allows students or collaborators to make a copy of your document for their own use. This is a great way to create worksheets for students to complete. To use the Template/Preview option:
Make sure sharing is set to "Anyone with the link" as Viewer (you may also add individual email addresses and set them to Viewer).
In the URL web address for the Google Doc, delete the word "edit" and any text that comes after the word "edit".
Type in the word "template/preview" and tap Enter or Return.
You will now see a Template/Preview version of the Doc with a blue "Use Template" button in the upper right. Students or collaborators would click that button to make a copy of your original document. The copy will reside in the their own Google Drive. You can use the new URL ending in "template/preview" in Blackboard or other communication.
How to use Email Draft feature in Google Docs
Create your Email Draft
To get started, create a Google Doc
Go to the Insert menu
Select Building blocks
Select Email draft from the menu
A table will be inserted where at the spot of your cursor.
Add recipients to the To, Cc, or Bcc lines by typing email addresses, or use the @ menu to search through your contacts in
Type in a subject line
Add your text and content to the body of the email
Format, as you would, any other Google Doc (see note about tables below)
To preview the draft in Gmail
Select the blue Gmail icon at the left of the draft in Docs,
A popup window from your GMail account appears with your email draft
You can then review, edit, delete or send it.
Instructional Advice
Share your Google DocYou can share your document to collaborate on your draft with others. Great feature when working on team communication or getting advice from
Whenever we insert a table, the formatting in GMail gets messed up. There’s something about it already being a table.
Your formatting of the document will override the general GMail formatting. For example, if you use Arial 12pt, that will transfer to GMail. When editing the text in GMail, the formatting doesn't match. Consider deleting the draft, making the edits in Doc and resend to GMail.