Google Docs
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By using the star buttons next to a document, you can make a document a favorite, which can make it easier to find in the future. | By using the star buttons next to a document, you can make a document a favorite, which can make it easier to find in the future. | ||
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==Creating Documents and Uploading Files== | ==Creating Documents and Uploading Files== | ||
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It is important to note that although Google Docs can effectively replicate much of what desktop office applications generate, it cannot do everything. So, if you have, for instance, an advanced PowerPoint presentation with animations, transitions, embedded media, and so forth, you may have difficulty converting it to a Google Doc presentation with any level of fidelity to the original. As a rule, if you are creating a project from scratch, it is best to use the same tool throughout the duration of the project. So, if you anticipate needing to use Google Docs for collaboration, for instance, then it would probably be best to begin your project in Google Docs to begin with and save yourself the trouble of traversing multiple applications. | It is important to note that although Google Docs can effectively replicate much of what desktop office applications generate, it cannot do everything. So, if you have, for instance, an advanced PowerPoint presentation with animations, transitions, embedded media, and so forth, you may have difficulty converting it to a Google Doc presentation with any level of fidelity to the original. As a rule, if you are creating a project from scratch, it is best to use the same tool throughout the duration of the project. So, if you anticipate needing to use Google Docs for collaboration, for instance, then it would probably be best to begin your project in Google Docs to begin with and save yourself the trouble of traversing multiple applications. | ||
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==Sharing== | ==Sharing== | ||
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All Google Docs have a basic sharing setting with additional permissions stacked on top of it. The basic setting is the document's general permission setting, which may be set to '''Private''' (i.e. only you can see it), '''Public''' (i.e. anyone can see it), '''The University of Texas at Austin''' (i.e. anyone at the university can see it), and so forth. Additional permissions may then be added to this for specific users. So, if I only wanted to share a file with one other user, I would set the file to '''Private''' and then add a permission line for that specific person. If I wanted to make a file visible to university personnel and to a handful of people not affiliated with the university, I would set the file to '''The University of Texas at Austin''' and then add a new permission line for each person on the outside. In this way, all Google Docs have a default permission (i.e. the first setting) which can then be adjusted by additional permissions for specific users or groups. | All Google Docs have a basic sharing setting with additional permissions stacked on top of it. The basic setting is the document's general permission setting, which may be set to '''Private''' (i.e. only you can see it), '''Public''' (i.e. anyone can see it), '''The University of Texas at Austin''' (i.e. anyone at the university can see it), and so forth. Additional permissions may then be added to this for specific users. So, if I only wanted to share a file with one other user, I would set the file to '''Private''' and then add a permission line for that specific person. If I wanted to make a file visible to university personnel and to a handful of people not affiliated with the university, I would set the file to '''The University of Texas at Austin''' and then add a new permission line for each person on the outside. In this way, all Google Docs have a default permission (i.e. the first setting) which can then be adjusted by additional permissions for specific users or groups. | ||
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| + | To share google docs documents with others, the user needs to invite group of people through their email. We can summarize the way to invite people through their email. | ||
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| + | 1. Add individual email one by one, which everybody knows. | ||
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| + | 2. Add Google Groups email to include members of the Google Groups. To do this, the owner should have google group first. | ||
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| + | 3. Create a grouping of email of recipients. Then you will see the group's name with the email addresses of the members in the email group. But when you send email to them. Gmail does not include all the members all at once automatically. You need to click all the members who has the group name. For example, if I create a email group of IDEA Studio, including Karen, Royce and JJ, I will have their name as the group name, IDEA Studio, and then their email address. EX> "IDEA Studio" <person1@xxx.xxx.xx>, "IDEA Studio" <person2@xxx.xxx.xx>, "IDEA Studio"<person3@xxx.xxx.xx> | ||
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| + | If you share a doc with the chosen people once, all the three ways are the same. you need to include every people one by one. For creating google groups, you need to include individual people one by one. | ||
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| + | But if you need to send the doc or docs to the specific group of people, I recommend you to use google groups. Once you create the google group, you will have the email address of the group. When you share a document with the google group email, every member of the group receives the google doc automatically. | ||
==Collections== | ==Collections== | ||
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|Gather information from other people | |Gather information from other people | ||
|Poll, drop box | |Poll, drop box | ||
| − | | | + | |Online survey tools |
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|[[Google Docs Drawing|Drawing]] | |[[Google Docs Drawing|Drawing]] | ||
Latest revision as of 16:30, 18 April 2011
| Application Info | |
|---|---|
| Name: | Docs |
| Icon: | 
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| URL: | http://docs.google.com |
| Type: | Document creation, editing, and sharing |
| |
Google Docs allows you to create, edit, and share online, collaborative documents in a variety of types.
Contents |
[edit] General Information
Google Docs is designed to mimic traditional office applications but runs in a web interface. They utilize a variety of technologies (including javascript and AJAX) to make the online experience similar to a typical office application experience and utilize web-based technologies to support easy collaboration.
[edit] Technical Use
After logging in to your university Google account, use the top menu bar to navigate to Documents.
[edit] General
The main interface for using Google Docs serves as a launch point for creating, editing, and sharing documents of a variety of formats and is broken into four main areas. The left sidebar is a navigation tool for selecting folders for viewing. The middle, main content area lists files that you have created or otherwise have access to for viewing or editing purposes. The right sidebar displays information about a selected file. The top area can be used to search for files of a given name.
By using the star buttons next to a document, you can make a document a favorite, which can make it easier to find in the future.
[edit] Creating Documents and Uploading Files
When creating a new document, you can either create a new document from scratch, create a new document from a template, or upload a file to work on.
[edit] Create a New Document from Scratch
To create a new document from scratch, simply click on the Create new button in the left sidebar and select the document type you would like to create.
[edit] Create a New Document from a Template
To create a new document from a template (e.g. budget, invoice, letter, etc.), simply click on the Create new button in the left sidebar and select the From template... option. This will open a link with available templates from the university. Currently, there are no templates supplied by the university. However, you may browse public templates provided by Google by clicking on the Public Templates tab.
[edit] Upload a File
If you already have a file (e.g. Word document, Excel spreadsheet, PowerPoint presentation, etc.), you may upload the file to Google Docs, and you will then be able to collaboratively edit and share it like any other Google Doc. To do this, simply click on the Upload... button in the left sidebar and follow the instructions provided, being sure to select the proper audience for the file (under Private).
It is important to note that although Google Docs can effectively replicate much of what desktop office applications generate, it cannot do everything. So, if you have, for instance, an advanced PowerPoint presentation with animations, transitions, embedded media, and so forth, you may have difficulty converting it to a Google Doc presentation with any level of fidelity to the original. As a rule, if you are creating a project from scratch, it is best to use the same tool throughout the duration of the project. So, if you anticipate needing to use Google Docs for collaboration, for instance, then it would probably be best to begin your project in Google Docs to begin with and save yourself the trouble of traversing multiple applications.
[edit] Sharing
Perhaps the greatest strength of a Google Doc lies in your ability to share it with others. By sharing a document, you can decide who can view and edit your document, allowing for a variety of uses. In general, while working on a Google Doc of any format, you can share it by clicking on the Share button at the top right. You can then enter email addresses (or names from your contact list) of people or groups with whom you would like to share your document.
All Google Docs have a basic sharing setting with additional permissions stacked on top of it. The basic setting is the document's general permission setting, which may be set to Private (i.e. only you can see it), Public (i.e. anyone can see it), The University of Texas at Austin (i.e. anyone at the university can see it), and so forth. Additional permissions may then be added to this for specific users. So, if I only wanted to share a file with one other user, I would set the file to Private and then add a permission line for that specific person. If I wanted to make a file visible to university personnel and to a handful of people not affiliated with the university, I would set the file to The University of Texas at Austin and then add a new permission line for each person on the outside. In this way, all Google Docs have a default permission (i.e. the first setting) which can then be adjusted by additional permissions for specific users or groups.
To share google docs documents with others, the user needs to invite group of people through their email. We can summarize the way to invite people through their email.
1. Add individual email one by one, which everybody knows.
2. Add Google Groups email to include members of the Google Groups. To do this, the owner should have google group first.
3. Create a grouping of email of recipients. Then you will see the group's name with the email addresses of the members in the email group. But when you send email to them. Gmail does not include all the members all at once automatically. You need to click all the members who has the group name. For example, if I create a email group of IDEA Studio, including Karen, Royce and JJ, I will have their name as the group name, IDEA Studio, and then their email address. EX> "IDEA Studio" <person1@xxx.xxx.xx>, "IDEA Studio" <person2@xxx.xxx.xx>, "IDEA Studio"<person3@xxx.xxx.xx>
If you share a doc with the chosen people once, all the three ways are the same. you need to include every people one by one. For creating google groups, you need to include individual people one by one.
But if you need to send the doc or docs to the specific group of people, I recommend you to use google groups. Once you create the google group, you will have the email address of the group. When you share a document with the google group email, every member of the group receives the google doc automatically.
[edit] Collections
Collections work much like folders in an operating system or playlists in a media player; they are ways of organizing files for later retrieval. Additionally, however, they also allow you to group files together and to share them with specific people and groups. So, even though you may have a file that is set to Private, you can place it into multiple collections and share it in those collections with different people and groups.
To create a new collection, click on the Create new button in the left sidebar and select Collection. Collections are shown in the left sidebar.
To add files to a collection, find the file and drag it to the collection.
Sharing (and other) settings may be adjusted for a collection by clicking on the drop-down arrow next to the collection name.
[edit] Document Types
| Format | Description | Examples | Similar Applications |
|---|---|---|---|
| Document | Create rich-text documents | Research paper, essay, notes | MS Word, WordPerfect, OpenOffice Writer |
| Spreadsheet | Organize and calculate numeric and text-based information across data cells | Budget, data set, to-do list | MS Excel, OpenOffice Calc |
| Presentation | Visually organize information to support timed presentations | Class presentation, conference slides | MS PowerPoint, OpenOffice Present |
| Form | Gather information from other people | Poll, drop box | Online survey tools |
| Drawing | Use lines, shapes, colors, and text to visually represent information | Flow chart, concept map, graph | OpenOffice Draw |
[edit] Pedagogical Use
Pedagogical use of Google Docs varies based upon the document type (see individual document types for more information).
Largely, however, the pedagogical strength of Google Docs lies in their collaborative features which allow for both synchronous and asynchronous collaborative work.
[edit] Security Concerns
Since Google Docs make sharing so easy (i.e. with anyone who has an email address), care should be taken when sharing documents and collections. Google security is, at heart, somewhat problematic, since many permissions are set by links which may be forwarded in emails. As a result, you should be careful who you send and forward emails to in order to prevent unwanted access.
Google Docs may not be sufficiently secure to use for research and data collection. Check with IRB before using Google Docs for this purpose.
[edit] ADA Compliance Concerns
Currently, some Google Doc types are not compatible with essential accessibility software, like screen readers. Incompatibility stems largely from the applications' use of web technologies which dynamically load and reload information to the page, which a screen reader may ignore. If using Google Docs for any mandatory classroom activities, you should be sure to consider the needs of your students and your compliance with the Americans with Disabilities Act.
