Offering word processing, spreadsheets, presentations, forms, and drawings, Google Docs provides an easy-to-use, integrated way for teachers and students to work together on projects, reports, and more, and to collect and share information in a secure online environment.
Some of the advantages of Google Docs include:
Anytime, anywhere access Web-based Google Docs safely stores documents online, making them accessible to authorized users from any computer or mobile device, whenever they're needed. No need to save files to a USB thumbdrive, you can always access your files from any internet browser.
Collaboration support Google Docs lets users easily invite others to work on the same document, at the same time, without the hassle of attaching and sending documents. Sharing privileges ensure access by only the right people or groups, and allow either editing or read-only access.
Autosave and revision history Continuous autosave ensures that current work stays safe, preserving ongoing drafts and edits. A complete revision history makes it easy to review.
Google Docs allows you to easily import and store any file format. In addition, with many of the file formats you have the option to convert the file into a Google Doc for editing and collaboration. After you're done collaborating and have a finished product, you can even export the documents out to be used with other word processing, spreadsheet or presentation programs.
Docs
Spreadsheets
Presentations
Drawings
Import & Convert
Microsoft Word (.doc, .docx) OpenDocument text (.odt) StarOffice text (.sxw) Rich text (.rtf) Plain text (.txt) HTML (.htm, .html)
You can also convert documents to a Google Docs format if you happened to upload it in an unconverted format. While in the document list, right-click on the file you want to convert and select Make a Google Docs copy. This doesn’t modify your original file and adds a new Google Docs copy to your docs list.
Online collaboration
In Google Docs, when you want to send a document for others to see or edit, you don’t need to email an attachment or upload a file for others to access. Instead, you can share one online version of your document and specify who has permission to make changes and who has permission only to view.
Many people can access a Google Doc at the same time, just like many people can look at the same webpage or the same photo shared online. With everyone seeing the same thing, at the same time, you can start collaborating in real-time. Sharing documents online makes it easier for groups to work together, wherever they are.
Google Docs lets you know who else is looking at the document and exactly where they are making changes.
You can also start a discussion with others in the document using the built-in chat feature. With Google Docs you have 2 types of settings for making your document available to others which we will review in the next steps:
Visibility settings: how people can access your document
Sharing settings: who can make changes or only view the document
Edit, view, and comment privileges You can share your docs with just the people you want, and you can specify exactly what level of access (edit, view, or comment) each person has for each document.
For example, a teacher might give students view-only access to a written assignment document so that students cannot edit the description, but edit-access to a fellow teacher who is teaching the same subject and giving the same assignment. An administrator might seek feedback on a policy, but not want other to edit so she would grant teachers comment-only access to a document.
When you create a new doc, you are automatically the owner and the document is generally only available only to you unless your Google Apps administrator has modified the default settings. You can choose to explicitly share it with individuals or groups in one of three types of roles with sharing privileges:
Owners
Can edit documents, spreadsheets, presentations, and drawings, and invite more editors and viewers.
Can delete documents, spreadsheets, presentations, and drawings, and thereby remove access for editors and viewers. Please note: To fully delete a document, spreadsheet, presentation, or drawing, and remove access to it, you need to delete it and then Empty Trash.
Collaborators with edit access (editors)
Can edit documents, spreadsheets, presentations, and drawings.
Can invite or delete other editors and viewers (if the owner has given them permission).
Can export a copy of the document, spreadsheet, presentation, or drawing to their local hard drive.
Can view the list of editors.
Can make a copy of a doc, and copy the list of doc's editors.
Others with view access (viewers)
Can see the most recent version of a document, spreadsheet, presentation, or drawing but can't make any changes.
Can export a copy of the document, spreadsheet, presentation, or drawing to their local hard drive.
Can not view the list of editors.
Can make a copy a doc, but can't copy the list of doc's editors.
Viewers with comment access
Same features as above, but can add comments to the document.
Share and access docs within your school
With Google Apps Education Edition, you will always be able to share a document with others at your school who have a Google Apps account.
When you share with an individual you can select what level of access (view or edit) each person has.
For example, you can share a syllabus document with another teacher and give them edit access to make changes. You can then also share the document with your students, giving them only view access where they are unable to make changes.
Here's how to add specific editors and viewers:
Open the doc you want to share.
Click Share in the upper-right corner of the doc.
At the bottom of the Sharing settings window, under 'Add people,' type the email addresses of the people you want to share with. You can add a single person, multiple people, or even choose from a list of your contacts.
To the right of the list of names, choose 'Can edit', ‘Can comment’ or 'Can view' from the drop-down.
Two quick options to consider (to share with default settings, feel free to skip this note):Click Share.
By default, people who can edit your doc will also be able to share it with additional people. You can remove that ability by clicking Change next to 'Editors will be allowed to add people...' before you click Share.
By default, everyone you share a doc with will get an invitation email. If you'd rather not notify them, un-check the 'Send email notifications' box. They'll have access the next time they sign in.
When you share the document with an individual directly, they will notice the document appear in their Google Docs doclist with the document name bolded.
If you selected to have an email notification sent, the individual will receive an email message with a link to the shared document:
In addition to sharing an online, live version of a document, spreadsheet, presentation, or drawing with other Apps users, you can also send an email attachment to anyone in the world directly from Google Docs with a formatted attachment of your document.
This can be handy for those that may not have access to a reliable internet connection or those that do not have school Apps accounts.
To send your document as an attachment, follow these steps:
Click the File drop-down menu, and select Email as attachment...
Select a file type from the drop-down menu:
Documents: Microsoft Word, Open Office, PDF, HTML, Rich Text, or Plain Text.
Spreadsheets: Microsoft Excel, Open Office, or PDF (Please note: embedded objects such as charts, gadgets, and images may be lost when sending spreadsheets as attachments)
Presentations: PDF, Power Point, or Plain Text Enter an email address.
If you'd like, you can also add a subject and a message. You can even send a copy to yourself by checking the box.
Click Send.
People to whom you're emailing this doc will receive it as a downloadable attachment in the file format you selected.
Although the file sent as an email attachment is editable offline by each recipient, these edits won't be reflected in the original Google document or spreadsheet.
Email contents of document The word processing document type in Google Docs also allows an additional option to paste a document directly into an email instead of sending an attachment.
This can be useful to compose newsletters or other updates that you prefer to send in an email format rather than sharing or publishing a document.
To send an email with the contents of the document, follow these steps:
Click the File drop-down menu, and select Email as attachment...
Select the “Paste the item itself into the email” option
Enter an email address, or multiple addresses. If you'd like, you can also add a subject and a message.
Click Send.
People to whom you're emailing will receive the document contents in the email.
Publish Docs to the Web
Publishing allows you to make your Google Docs available as a webpage that anyone in your domain or the world can view (depending on your domain settings) without specifically inviting them to collaborate. Once you publish your document, spreadsheet, presentation, or drawing to a webpage, you get a URL that can then be shared, bookmarked, and sent as you would any other webpage address. It’s also necessary to publish documents if you wish to embed them on blogs or other websites.
Please note: Your Apps domain administrator controls whether you can publish your Google Docs to the public web or only to your domain. If someone who does not have an Apps account is unable to view your published document, you will need to contact your domain administrator directly to modify the Google Docs publishing settings.
Even after you publish your documents, spreadsheets, presentations, or drawings, they won't appear in the Google search index; however, other search engines may potentially index published docs.
If you send the URL of the published version of your document, spreadsheet, presentation, or drawing to others, they won't be able to make any edits.
This is what they'll see:
Documents: a version with no toolbar available
Spreadsheets: no toolbar available. Viewers will be able to see charts, cell formatting, and the values of cells; they won't be able to view or edit formulas.
Presentations: view-only version or in presentation mode (full-screen slides)
Drawings: a PNG image version of the drawing
Please note:
It's not possible to publish PDFs.
After you publish a drawing, any changes you make will be updated automatically. However, this won't happen instantaneously. Allow a few minutes for changes to be reflected at the published URL.
Publish a doc
If you're the owner of a spreadsheet, document, presentation, or drawing, you can publish it to the Web at any time. If you selected the 'Editors will be allowed to add people and change the permissions' option, those who have edit access can also publish the document.
To publish any of your docs, just follow these steps:
Open the doc you'd like to publish.
Click the File drop-down menu on the top right of the page and select Publish to the Web....
You can choose whether you would like the published doc to be automatically updated if you make any changes. This can help keep your published, webpage documents as up to date as possible. However, if you wish to control when a new version of a document becomes this published webpage, you may want to deselect the option: Automatically republish when changes are made.
You can also ensure secure access to your document by requiring those at your school Apps domain to sign in before viewing the document.
Click the Start publishing button. A link to the published doc appears in the publishing dialog.
Send this link to anyone you'd like to access your doc.
Your doc will be accessible from this URL until you either delete your doc or choose to stop publishing.
Types of publishing
Documents, presentations, and drawings are all published as an HTML file, just like a webpage.
Spreadsheets, however, can be published as multiple types including:
HTML
CSV (comma separated values)
TXT (Plain text)
PDF
XLS (Microsoft Excel)
ODS (Open Document Spreadsheet)
When publishing a spreadsheet, Under 'Get a link to the published data, ' you can select a format from the drop-down menu to get a unique public URL for the sheets or range of data you've selected to publish.
Stop publishing
You can stop publishing documents at any time, just follow these steps:
Open the doc you'd like to publish.
Click the File drop-down menu on the top right of the page and select Publish to the Web....
Click the Stop publishing button.
Now anyone clicking the link to the published doc will no longer be able to access it.
Embed docs into a blog or website
In addition to publishing Google Docs as a webpage, you can also access a snippet of code to embed a published doc onto your blog or website.
If you are using Google Sites, you can always insert documents, spreadsheets, presentations, and forms directly from the insert menu.
If you are using another website software or blog, you can find the embed code for a doc by following these steps:
Open the doc you'd like to publish.
Click the File drop-down menu on the top right of the page and select Publish to the Web....
If you have not already published your document, click the Start publishing button.
Beneath the “Document link” box is the embed code. Copy and paste this code onto the appropriate part of your blog or site.
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Overview of Google Docs/Drive
Table of Contents
Some of the advantages of Google Docs include:
Anytime, anywhere access
Web-based Google Docs safely stores documents online, making them accessible to authorized users from any computer or mobile device, whenever they're needed. No need to save files to a USB thumbdrive, you can always access your files from any internet browser.
Collaboration support Google Docs lets users easily invite others to work on the same document, at the same time, without the hassle of attaching and sending documents. Sharing privileges ensure access by only the right people or groups, and allow either editing or read-only access.
Autosave and revision history Continuous autosave ensures that current work stays safe, preserving ongoing drafts and edits. A complete revision history makes it easy to review.
Access Google Docs
Click the link aboveCompatibility
Google Docs allows you to easily import and store any file format. In addition, with many of the file formats you have the option to convert the file into a Google Doc for editing and collaboration. After you're done collaborating and have a finished product, you can even export the documents out to be used with other word processing, spreadsheet or presentation programs.
OpenDocument text (.odt)
StarOffice text (.sxw)
Rich text (.rtf)
Plain text (.txt)
HTML (.htm, .html)
OpenDocument spreadsheet (.ods)
Comma-separated values (.csv, .txt)
OpenDocument text (.odt)
Rich text (.rtf)
Plain text (.txt)
HTML (.htm, .html)
PDF
OpenDocument spreadsheet (.ods)
Comma-separated values (.csv, .txt)
PDF, HTML
PDF (.pdf)
Text (.txt)
How to Convert Video
You can also convert documents to a Google Docs format if you happened to upload it in an unconverted format. While in the document list, right-click on the file you want to convert and select Make a Google Docs copy. This doesn’t modify your original file and adds a new Google Docs copy to your docs list.
Online collaboration
In Google Docs, when you want to send a document for others to see or edit, you don’t need to email an attachment or upload a file for others to access. Instead, you can share one online version of your document and specify who has permission to make changes and who has permission only to view.
Many people can access a Google Doc at the same time, just like many people can look at the same webpage or the same photo shared online. With everyone seeing the same thing, at the same time, you can start collaborating in real-time. Sharing documents online makes it easier for groups to work together, wherever they are.
Google Docs lets you know who else is looking at the document and exactly where they are making changes.
You can also start a discussion with others in the document using the built-in chat feature.
With Google Docs you have 2 types of settings for making your document available to others which we will review in the next steps:
- Visibility settings: how people can access your document
- Sharing settings: who can make changes or only view the document
Edit, view, and comment privilegesYou can share your docs with just the people you want, and you can specify exactly what level of access (edit, view, or comment) each person has for each document.
For example, a teacher might give students view-only access to a written assignment document so that students cannot edit the description, but edit-access to a fellow teacher who is teaching the same subject and giving the same assignment. An administrator might seek feedback on a policy, but not want other to edit so she would grant teachers comment-only access to a document.
When you create a new doc, you are automatically the owner and the document is generally only available only to you unless your Google Apps administrator has modified the default settings. You can choose to explicitly share it with individuals or groups in one of three types of roles with sharing privileges:
Owners
Collaborators with edit access (editors)
Others with view access (viewers)
Viewers with comment access
Share and access docs within your school
With Google Apps Education Edition, you will always be able to share a document with others at your school who have a Google Apps account.
When you share with an individual you can select what level of access (view or edit) each person has.
For example, you can share a syllabus document with another teacher and give them edit access to make changes. You can then also share the document with your students, giving them only view access where they are unable to make changes.
Here's how to add specific editors and viewers:
When you share the document with an individual directly, they will notice the document appear in their Google Docs doclist with the document name bolded.
If you selected to have an email notification sent, the individual will receive an email message with a link to the shared document:
Share and access docs with a contact group.
Email docs as an attachment
In addition to sharing an online, live version of a document, spreadsheet, presentation, or drawing with other Apps users, you can also send an email attachment to anyone in the world directly from Google Docs with a formatted attachment of your document.
This can be handy for those that may not have access to a reliable internet connection or those that do not have school Apps accounts.
To send your document as an attachment, follow these steps:
People to whom you're emailing this doc will receive it as a downloadable attachment in the file format you selected.
Although the file sent as an email attachment is editable offline by each recipient, these edits won't be reflected in the original Google document or spreadsheet.
Email contents of document
The word processing document type in Google Docs also allows an additional option to paste a document directly into an email instead of sending an attachment.
This can be useful to compose newsletters or other updates that you prefer to send in an email format rather than sharing or publishing a document.
To send an email with the contents of the document, follow these steps:
- Click the File drop-down menu, and select Email as attachment...
- Select the “Paste the item itself into the email” option
- Enter an email address, or multiple addresses. If you'd like, you can also add a subject and a message.
- Click Send.
People to whom you're emailing will receive the document contents in the email.Publish Docs to the Web
Publishing allows you to make your Google Docs available as a webpage that anyone in your domain or the world can view (depending on your domain settings) without specifically inviting them to collaborate. Once you publish your document, spreadsheet, presentation, or drawing to a webpage, you get a URL that can then be shared, bookmarked, and sent as you would any other webpage address. It’s also necessary to publish documents if you wish to embed them on blogs or other websites.
Please note: Your Apps domain administrator controls whether you can publish your Google Docs to the public web or only to your domain. If someone who does not have an Apps account is unable to view your published document, you will need to contact your domain administrator directly to modify the Google Docs publishing settings.
Even after you publish your documents, spreadsheets, presentations, or drawings, they won't appear in the Google search index; however, other search engines may potentially index published docs.
If you send the URL of the published version of your document, spreadsheet, presentation, or drawing to others, they won't be able to make any edits.
This is what they'll see:
Please note:
Publish a doc
If you're the owner of a spreadsheet, document, presentation, or drawing, you can publish it to the Web at any time. If you selected the 'Editors will be allowed to add people and change the permissions' option, those who have edit access can also publish the document.To publish any of your docs, just follow these steps:
Your doc will be accessible from this URL until you either delete your doc or choose to stop publishing.
Types of publishing
Documents, presentations, and drawings are all published as an HTML file, just like a webpage.Spreadsheets, however, can be published as multiple types including:
When publishing a spreadsheet, Under 'Get a link to the published data, ' you can select a format from the drop-down menu to get a unique public URL for the sheets or range of data you've selected to publish.
Stop publishing
You can stop publishing documents at any time, just follow these steps:- Open the doc you'd like to publish.
- Click the File drop-down menu on the top right of the page and select Publish to the Web....
- Click the Stop publishing button.
Now anyone clicking the link to the published doc will no longer be able to access it.Embed docs into a blog or website
In addition to publishing Google Docs as a webpage, you can also access a snippet of code to embed a published doc onto your blog or website.
If you are using Google Sites, you can always insert documents, spreadsheets, presentations, and forms directly from the insert menu.
If you are using another website software or blog, you can find the embed code for a doc by following these steps:
- Open the doc you'd like to publish.
- Click the File drop-down menu on the top right of the page and select Publish to the Web....
- If you have not already published your document, click the Start publishing button.
- Beneath the “Document link” box is the embed code. Copy and paste this code onto the appropriate part of your blog or site.
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