Google Docs

Tip Sheet and Resource Guide

Basics
 Google Docs provides access to a free suite of office software
essentials including Documents, Spreadsheets, Presentations,
Drawings, and Forms (surveys)
 Google Docs allows you to access, save, and edit your work from any computer connected to
the Internet
 Share your work with others by inviting selected users
 Upload and save files
 Edit and collaborate with colleagues worldwide

Setting Up and Accessing a Google Docs Account

To get started, visit http://www.google.com. To access Google Docs or sign up for a Google Account
use the More option at the top of the page. From this menu select the Documents option. Begin by
logging in or creating a new account. Also accessible through http://docs.google.com.

Click on Documents
to access the Google
Docs suite

On the next page you can log in or use the Get Started button at the bottom right of the screen to
create a new account.

Getting Started

Once you have set up an account you can begin to explore Document, Spreadsheet, Presentation,
Drawing, and Form creation through Google Documents.

Use Search Docs to search

Use the Search or Browse
through your files
templates options to find
options for new files

1 11/10/2010 (DW)
 You can create a new project by clicking on the New option then selecting the type of project you
want to begin. Or you can select the Upload button and upload an existing Word, Excel, PowerPoint
or PDF document to begin editing in Google Docs. At this time Google Docs does not support the
PowerPoint 2007 file extension pptx. Save files as ppt before upload.

Use Search Docs to search

through your files

Select Upload to upload an

existing file into Google Docs

From New you can create a

new file or folder. You can also
select templates to use for a
new file.

Documents

Google Docs is the free word processing option from Google. The word processor includes
options much like those available in Microsoft Word©. Through Google Docs you have access to
formatting tools including font, alignment, size and more. Google Docs also provides spell check
and dictionary functionality as well as a word count option.

To get started you can begin typing or upload an existing document.

Timestamp displays last save

General Menu Bar Formatting Options

2 11/10/2010 (DW)
Spreadsheets

As with documents you can create a new spreadsheet or upload an existing Excel file. Google
Spreadsheets provides many of the same options available in Excel including autofill, sorting,
additional sheets, formulas, rules, formatting cells and hiding rows/columns as well as chart and
graph options.

Presentations

You can create PowerPoint style presentations or upload an existing PowerPoint to begin
working in Google Docs. Like with all other Google Docs options, templates are available for you
to begin working with.

To access templates click on New then From Template (see Getting Started above).

Click Start presentation

to view in full screen
presentation mode

Drawing

With Google drawings, you can create and collaborate on flow charts, design diagrams, and
other types of drawings. You can also chat with other editors from within Google drawings,
publish drawings as images, or download drawings to your computer. To get started, just go to
your Docs list, click Create new and select Drawings.
Add or view notes for
You can also use the embedding feature to include your drawing in other documents and
the slide. In the Speaker
presentations. The embedded drawing is a copy of the original and may still benotes
edited within the
area.
document. Once the drawing has been embedded, you can’t share that version as a separate
doc. However, you can use the web clipboard again to copy and paste the embedded version into
a new drawing that you can share.

3 11/10/2010 (DW)
 Forms

Forms provides an quick and easy way to create online surveys and analyze results. Create
online surveys and collect data using Google Docs. You can type in your own questions or use a
template. Create short answer, multiple choice, check box or scaled questions. Google Docs can
provide a link to the online form which can be sent via email or posted online. Statistics are
collected in a Spreadsheet and can be transformed into graphs and charts for easy
interpretation.

Quick Email option for

sending out survey
Click on Add Item to add
a new question

Response view provides charts

and graphs of data collected from
your survey
Hover over question to
edit or delete

Collaboration

Since Google Docs is available online and from Google, you have the ability to use Google Docs
to collaborate with other individuals using Google Docs. There are several options for sharing
and collaborating with other Google Docs users.

Share

From any Google document, spreadsheet, presentation or form you will see Share options at
the top of the page.

Please note that some

sharing options differ
depending on the type of
file

4 11/10/2010 (DW)
 You can invite individuals to view or edit your document in Google Docs. Using the Invite people
option you can enter emails and set access privileges. You can also include a message. The
invite will be sent via email. The individual will see your message along with a link that will allow
them to access the document you share with them.

Enter email addresses to

invite users to collaborate
with you
To view or change access
privileges use the People
with access option

Set basic options. Edit will

allow invitees to make
changes will. View will restrict
the invitee.

Once you have shared a document you will be able to see who you are sharing it with from the main
Google Docs page. You can also edit access privileges from the main Google Docs page.

See who shared the

document and the number of
collaborators and viewers

Viewing

Once you have shared a file you will be able to see who is viewing or editing a file as you work. From
a document you will see a notification at the top right of the file if another user is viewing or editing
a document while you are also viewing or editing.

5 11/10/2010 (DW)
Chat

When another user is viewing the same file as you are, you have the ability to chat with the user.
Clicking on the viewing box you will see a chat window appear. You can chat with users as you make
changes.

Revision History

You can track changes and check revision history on shared files. From any document select File
then See revision history. This provides an option for reviewing the Revision history. You can see
when the file was edited and by whom.

You can compare changes for additional information about how the document was edited. Select
Revisions then press Compare Checked. Revisions are visible in different colors.

6 11/10/2010 (DW)
 Organization

With Google Docs you can create Folders to organize your materials. To create a folder select New
then Folder (see Getting Started). You can label folders to meet your needs. Every time you add a
document to a folder it will remain in your main list of documents but also receive a tag indicating
which folder it was placed in (see below).

You can also set access prividlges and share folders. If you frequenlty collaborate on a project you
can create a shared folder and allows other to access it and the documents you save there just as
you would with a single document.

These documents are also in the Class

Presentations folder, as indicated by
the label

Privacy

Google Docs provides a space for you to save and store your documents privately or to share them
with selected users. Your documents will not be shared unless you have designed share options such
as those mentioned in the Collaboration section of the handout. All other documents remain
private and viewable only to you through your account log in.

Other Options

Printing – To Print a file select the printer icon from the menu bar at the top of the file. You can also go to
File then Print, Print Preview or Print Settings to change printing options.

Saving – Google Docs provides frequent auto save for files. However there is also a save button.
Check the bottom right or at the top of an open file to view the timestamp of when the document
was last saved. You can also see who saved the file last. If you attempt to navigate away from an
open file you will see a pop up alerting you to save before leaving.

Download file as – You can save a file as other file types using the File – Download file as option. You can
download a file in PDF, HTML, Open Office, Rich Text, Text or Word format.

7 11/10/2010 (DW)
 Select a file type. You can then save the
document to your computer or usb.

Additional Resources and Helpful Reads

For access to additional resources about Google Docs please visit the following link;
http://delicious.com/tag/uthsclib+gdocs

The librarians have included links to several articles about Google Docs as well as brief tutorials to
get you started. Remember to check back regularly as we continue to add links to this page.

Need Help? Ask a Librarian

(210) 567.2450
[email protected]

Google Docs Rocks!

8 11/10/2010 (DW)