Google Drive. ITdesk.info. Handbook. Author: Melani Max. digital literacy movement. e - learning building modern society

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1 digital literacy movement e - learning building modern society ITdesk.info project of computer e-education with open access human rights to education and information e - inclusion open access Google Drive Handbook Author: Melani Max

2 Author: Melani Max Translation: Patrizia Parodi, Maja Kurtagic Peer review: Amita Bhuddi Main title: Subtitle: Google Drive, handbook Publisher: Open Society for Idea Exchange (ODRAZI), Zagreb Place and year of publishing: Zagreb, 2015 Copyright: Feel free to copy, print, and further distribute the whole or a part of this publication, including for the purpose of organized education, whether in public or private educational organizations, but strictly for noncommercial purposes (that is, free of charge to end users for the use of the publication) and with reference to the source (source: project for computer e-education with open access). Derivative works without prior approval of the copyright holder (NGO Open Society for the exchange of ideas) are not permitted. For permission to use derivative works please contact: info@itdesk.info. 2/81

3 CONTENT: 1. INTRODUCTION BEFORE ACCESSING GOOGLE DRIVE OPENING A GOOGLE USER ACCOUNT DOWNLOADING FROM INTERNET ACCESS TO GOOGLE DRIVE CREATING, SHARING AND PUBLISHING FILES CREATING A NEW FILE RENAME AND SAVE THE DOCUMENT MENU BAR TOOL BAR FILE SHARING ADDING COMMENTS CREATING, SHARING AND PUBLISHING PRESENTATIONS CREATING A NEW PRESENTATION RENAMING AND SAVING THE PRESENTATION MENU BAR TOOL BAR FILLING THE PRESENTATION SHARING THE PRESENTATION INSERTING COMMENTS /81

4 5 CREATING, PUBLISHING AND SHARING FORMS CREATING A NEW FORM RENAMING AND SAVING A FORM MENU BAR TOOLBAR FILLING OUT AND SHARING FORMS CREATE, PUBLISH AND SHARE SPREADSHEET CREATE A NEW SPREADSHEET SPREADSHEET RENAMING AND SAVING MENU BAR TOOL BAR SHARING SPREADSHEETS INSERT COMMENTS GENERAL TERMS AND CONDITIONS /81

5 1. INTRODUCTION Like in the past, television was essential in every home, today its place is taken by internet. After the era of data saving on floppy disks, CD, DVD, and USB devices, it is becoming popular to save data on virtual disks. Many cloud applications popped up offering for free virtual space to save data in past few years. Among them, the most popular ones are: Dropbox initially offers 2GB of free space. The free space can be increased until 18GB. Dropbox was launched in 2008 and it is one of the most popular server. SkyDrive offers 7GB of free virtual space. Google Drive offers 5GB of free virtual space. Apple icloud offers 5GB of free virtual space. This handbook describes the use of Google Drive. To access the virtual space on Google Drive, you should: open a Google Account (to access thorough internet) and/or download Google Drive from internet (if you want to access it through the hard disk). Google Documents are also a part of applications that are accessible through Google Drive. All the documents, presentations, forms or work sheets created using Google Documents are automatically saved on Google Drive. All the documents saved on Google Drive can be shared with other Google Drive users. It is possible to post comments and chats on documents created using Google Drive and shared. Documents can also be directly published on internet. 5/81

6 2. BEFORE ACCESSING GOOGLE DRIVE Before accessing Google Drive for the first time, you should open a free Google user account and/or download the Google Drive program. 2.1 OPENING A GOOGLE USER ACCOUNT To open a free Google user account you should type in the internet browser or The internet page will open where you can click the button, Sign up and follow the instructions to open an account. After signing up, a list of all Google services will appear on the Google menu bar (i.e. Google Mail, profil on Google+ etc.) After creating an account, type the url, in the internet browser, it is possible to open the existing account by inserting the Username and Password in the boxes showed for Sign in. Figure 1 Internet page to access a Google account 6/81

7 2.2 DOWNLOADING FROM INTERNET You can download the program in two different ways. 1. On the Internet page you should Sign in by writing your Username and Password of an existing Google account. A screen, as shown below will open where it is possible to start the downloading by clicking on the button, Download Drive for PC. The dialog box shown in Figure 2 will open. You can select a position on the disk for saving the file from Save file option. After finishing the download, you can find the downloaded program in the selected position and start it's installation on the computer by double clicking with the left button of the mouse on the downloaded program. Figure 2 Accessing an account through 2. On the Internet page click on the Download menu on the menu bar. A new screen will open where you can start downloading the program on the computter by clicking the button, Download Drive. A dialogue box will open to Download Google Drive for Windows. 7/81

8 Figure 3 Dialogue box Download Google Drive for Windows Clicking the button Accept and Install, Google Drive Installer will start. Figure 4 Window of Google Drive installing program After starting Google Drive installing program, a new dialogue box will open to confirm the download of the program on the hard disk. From here, you can choose the position on the disk to save the file by Save file option. Figure 5 - Window Opening googledrivesync.exe After finishing the download, you have the possibility to localize the downloaded program and start its installation on the computer, left double clicking on the program. After installation, it is possible to start using the program. 8/81

9 2.3 ACCESS TO GOOGLE DRIVE To access the service Google Drive, you should sign up on the internet page or typing Username and Password. An existing account will open by clicking the keyboard button, Enter or by clicking the button, Sign in. Figure 6 Google menu bar Under the Browser box, you'll find the Google menu bar, where you should select Drive. The new menu, Activity Google Drive will open, where all the contents of Google Drive are displayed. Figure 7 The main Google Drive menu On the left you'll find the main menu, Create. By clicking on it, a context menu will open, where it is possible to select the type of file you want to Create. The new file will open in a new tab on the Internet browser. By selecting one of the options under the main menu, details for the selected option will be shown on the right: My Drive a list of all files on Google Drive. Shared with me a list of all files shared with me. Starred a list of all files marked with a star. Recent a list of all files recently processed. More by selecting this option, another menu will open where it is possible to select the option, Activity used to view the updates of all elements modified by you and/or by other users, Offline if Google Drive was downloaded on the computer, it is possible to access and modify Google documents even when the computer is not connected to internet, All items used to view all elements present on Google Drive, Trash view the contents in trash and Owner, type, more by selecting this option, a new dialogue box will open where you can specify the element to be searched, on basis of: 9/81

10 o Type: All documents, Folders, Drawings, Images, PDF files, Presentations, Spreadsheets, Forms, Text documents, Videos or Tables. o Visibility: Public on the web, Anyone with the link, Private or Not shared. o Ownership: Owned by me or Created with Figure 8 Window Owner, type, more By clicking on the button Select all the files present on the drive can be selected. By clicking on the button New folder in My Drive a new folder can be created in the drive. A dialogue box, New folder will open where you can type a name for the new folder within the folder My Disc. Clicking on the button Select or left clicking on one of files on the list, a contextual menu will appear, where you can Share, Move to, Remove, Preview the selected files, or choose one of the options from the menu More. Figure 9 Contextual menu Select By clicking on the button Sort, a contextual menu will open where it is possible to sort the files by categories namely, Last edited by me, Last modified, Last opened by me, Title or Quota used. Here you can also check the space occupied by a file. Figure 10 - Sort 10/81

11 By clicking the button Switch to List all the files present in the drive are shown in a list Title and Last modified will appear, and by clicking on the button as an image of the first page of the file with its name. Switch to Grid files are shown 11/81

12 3. CREATING, SHARING AND PUBLISHING FILES 3.1 CREATING A NEW FILE By selecting the button Create from the bar on the left of the window, a menu will open with a list of files that can be opened. Clicking on the button Folders. Upload, you can upload Files or Figura 11 Menu Create From the menu Create you can select Document to create a new document in the drive. A new window will open with a new document with default name, Untitled document. It is possible to go back to Google Drive home page by clicking on the button Back to Google Drive, which will appear if you place the mouse cursor close to the document title. Figure 12 Card Untitled document 12/81

13 3.2 RENAME AND SAVE THE DOCUMENT By a left click on the title Untitled document, the dialogue box Rename document will open, where you can change the name of the document. The new typed name can be confirmed by clicking on the OK button. You can also do the same via menu option, File, and select the option, Rename. The same dialog will appear again to rename a document. Figure 1 - Dialogue box Rename document By clicking on the button Star close to the file name, it is possible to mark the importance of the file by inserting a star. If a document is starred, it is listed seperately on drive under the Starred folder, as mentioned previously in the handbook. When you save a file for the first time, clicking on the button Move to, the dialogue box Move to will open, where you can choose a folder to save the new file in by left clicking it. The command to move the file in the desired folder must be confirmed by clicking on the button Move. Figure 2 - Dialogue box Move 13/81

14 Figure 3 - Dialogue box New Folder After saving the file, you can confirm the position of the document on drive by using the button Move to again, where a contextual menu will appear again showing the new position of the file. Figure 4 Contextual menu Move to If you want to move a file in another position, click on the button Organize. The dialogue box Move to will open, where you can chose where to save your file. Clicking on the command Create new folder, a dialogue box New folder will open, where you can type a name for the new folder. The folder will appear in the main window of Google Drive among other created files and folders. The command to open the new folder must be confirmed by clicking on the button Create. 3.3 MENU BAR Under the file name, is placed the menu bar: File, Edit, View, Insert, Format, Tools, Table and Help. Figure 5 Menu Bar Close to the menu bar, the information on where the file is saved or when it was last modified, will appear. Using the File menu, it is possible to: select Share, which opens the window Sharing settings open a new document by New, or an existing-one by Open Rename an existing document or Make a copy See revision history 14/81

15 set the Language Download as Microsoft Word (.docx), OpenDocument (.odt), PDF Documento (.pdf), normal Text (.txt) etc. Publish the document on the web (Publish on the web), send to collaborators by, collaborators or send document as an attachment in an by, as attachment option. define the Page setup or print the document by using Print option. Using the Edit menu, it is possible to, Figure 6 - File Menu o Undo or Redo the last action. o Cut, Copy or Paste a text selection, temporarily save a text selection in the Web clipboard selecting the command, will appear an overview of all text selections in Web clipboard which can be pasted by Paste option in an existing or in a new document. o Select all or Find and replace a text selection. Figure 7 - Modify Menu 15/81

16 Using the View menu, it is possible to: view the Print layout of the document, select Show ruler, which can show or hide the horizontal ruler of the document, select Show equation toolbar, which opens the bar for inserting equations, select Show spelling suggestions, which helps in various suggestions for spellings, select Compact controls, which shows or hides the menu bar. The Compact controls can also be hidden by clicking on the button button Show the menus, Hide the menus or shown by clicking on the view a document in Full screen, by which it is possible to exit from this display by typing the Esc key. Figure 8 - View Menu Using the Insert menu, it is possible to insert an Image, a Link, an Equation, a Drawing, a Table, a Comment, a Footnote, Special characters, an Horizontal line, a Page number, a Page count, a Page break, an Header, a Footer, a Bookmark or a Table of contents. 16/81

17 Figure 9 - Insert Menu Using the Format menu, it is possible to: format the text in different ways, like changing the text to Bold, in Italic, Underline, Strikethrough, as a Superscript or or as a Subscript select one of the Paragraph styles Increase indent, Decrease indent or choose one of the default styles choose the type of Align - Align Left, Center, Align Right or Justify define the Line spacing, i.e. the space between lines in the document Clear formatting, clears all the formatting used in the document Figure 10 - Format Menu 17/81

18 Using the Tools menu, it is possible to: use the commands Research and Define, which can be used to open the quick search box for an item on the internet when inserting, for instance, an image through the Drag and Drop option, a Footnote will appear showing the web address from where the image has been downloaded. It is also possible to search the item in Everything, Images, Scholar, Quotes, Dictionary or in the Personal documents. Figure 11 Options of the Research window use the command Word count. This command is used to determine the number of word in the document use command Translate document, which can translate the document to a foreign language a box will open where you should choose the language in which you want the document to be translated use the option, Script manager or Script editor, which is generally used for managing and formatting functions define Preferences, for instance, a user-defined preference for an automatic replacement (i.e. (c) is replaced by ) Figure 12 - Tool menu 18/81

19 Using the Table menu, it is possible to insert a table from command, Insert table, and even format a table by option, Format table by suboptions, Insert row above, Insert row below, Insert column left, Insert column right, Delete row, Delete column, Delete table and define the Table properties. Figure 13 - Table menu Using the Help menu, it is possible to use a Docs help, to access the User Forums or the Google+ Community, Report an issue or Report abuse and see the list of Keyboard shortcuts. Figure 14 -Help menu 3.4 TOOL BAR The tool bar contains the common tools that can be used for text formatting, this bar is placed under the menu bar. Figure 15 Tool Bar Print by clicking this button, a dialogue box Print will open, where you can determine the printer to be used, the number of copies, set the margins, etc. Undo to undo the previous action Redo to repeat the previous action 19/81

20 Paint format to transmit the format from one text to another Styles clicking on the arrow close to the name, a contextual menu will open where different standard styles for the document can be selected Font clicking on the arrow close to the name, a contextual menu will open where different standard fonts can be selected Font size clicking on the arrow close to the name, a contextual menu will open where different standard font sizes are offered More clicking on the arrow close to the name, a contextual menu will open, with further options (like text alignment, spacing, indent, etc.) Bold to view the text in bold Italic to view the text in italic Underline to underline the text Text colour clicking on the arrow, a contextual menu will open showing the palette of standard colours, to change the Text or the Highlight colour. Insert link to insert a link to another document or website Insert comment to insert a comment for the selected text Align to align the text Numbers, Bullets - to insert Numbers or Bullets 3.5 FILE SHARING Clicking on the button to: Share, the Sharing settings window will open, where it is allowed copy a Link to share, visibile only to people allowed to access it through one of the offered services (like Gmail, Google+, Facebook, Twitter, etc) determine Who has access to the file clicking on the command Change, a window will open where it is possible to modify the visibilty of the file, Visibility option has options like, o Public on the web, 20/81

21 o Anyone with the link or o Private If you want other people to have access to the file and not make changes, click on the command Can view. If you want them to grant the access as well as make it possible for to modify the document, use options, Can edit or Can comment instead. By typing addresses in the Invite people box, you can determine who can access the document and the type of access for them. Persons invited for the access can be notified by using Notify people via option with suitable posts. Commands are confirmed by clicking on the button Save and Share, after the eventual modifications, click on the button Done. Figure 16 Sharing settings After the file was shared and saved, close to the file name in the main box, the note Shared will appear. 3.6 ADDING COMMENTS Placing the mouse cursor on a desired text selection in the document card or choosing a text selection and pushing the button Notifications and Comment. Comments, a menu will open with the commands Selecting the command Comment, a small box will open, where it is possible to type the desired comment. The comment is confirmed clicking on the button Comment. In the side part 21/81

22 of the window, the data on the comment are shown, and the text background of the comment is yellow. Clicking the button Comments, the list of all comments and their data will appear. It is possible to Reply to a comment or mark it as Resolve. If you want to reactivate a Resolve comment, you should click on the Re-open command. Figura 17 - Window for inserting comments It is also possible to activate the Comment command in the same document. This is done by placing the cursor close to the word or to the line you want to comment, or by selecting and right clicking it. A contextual menu will open where you need to select again the Comment command. In the contextual menu it is possible to implement the quick format of the text, i.e. Cut, Copy or Paste, insert a Comment or a Link, or Clear formatting. Figure 18 Contextual Menu Clicking on the button Comments and selecting the command Notifications, it is possible to set the type of notifications related to the opened file, which will be sent by , All all new comments will be received by , Replies to you notifications will be sent if someone answers your comment or None no notification will be sent. 22/81

23 4. CREATING, SHARING AND PUBLISHING PRESENTATIONS 4.1 CREATING A NEW PRESENTATION Selecting the button Create from the bar on the left of Google Drive main window, opens a menu with the list of documents which is possible to open. From the Create menu, select Presentation. Figure 1 Create menu In the new card Untitled presentation, a window enabling the selection of a theme, Choose a theme will open, this opens each time a new presentation is created. If the option Show for new presentations is selected, the choice of a new theme is confirmed by clicking OK button. 23/81

24 Figure 2 - Choose a theme To select some other theme, Choose a theme option is selected, remove the check next to the option Show for new presentations, by left clicking it. Figure 3 - Card Untitled presentation 24/81

25 It is possible to go back to the Google Drive home page by clicking the button, Open Google Drive. 4.2 RENAMING AND SAVING THE PRESENTATION Left clicking the title Untitled presentation, the window Rename document will open where it is possible to rename the presentation. The command is confirmed by clicking the OK button. Figure 4 - Rename document Clicking the Star button next to the title of the presentation, it is possible to highlight the importance of the presentation. In the Google Drive home page, next to the title of the presentation a star will be displayed. To remove the star, click once on. Clicking the Present button, the presentation will start. Clicking the arrow next to the button to start the presentation, a menu will open where it is possible to choose how to start the presentation: From the beginning Present from beginning With speaker notes Present with speaker notes In new window Present in new window Figure 5 - Present context menu 25/81

26 Selecting the command, Move to folder from the File menu, saves the document. The window Move to will open, where you can, select the desired folder to save the new presentation in with a left click, or Figure 6 - Move to Create new folder The window New folder will open where it is possible to insert a name for the new folder, and confirm it by clicking Create. The command to move the document in the selected folder is confirmed by clicking, Move option. Figure 7 - New folder 26/81

27 4.3 MENU BAR Under the title of the presentation, the menu bar can be found with options, File, Edit, View, Insert, Slide, Format, Arrange, Tools, Table and Help. Figure 8 Menu bar After saving the presentation, next to the menu bar, the current position of the saved presentation or the last modification and the number of people viewing the presentation at that time, will be displayed. Through the File menu, it is possible to do the following, by selecting Share option, the window Sharing settings will be opened with the same functionality as described in the Chapter 4.6, open a New or exiting presentation by Open option, Rename or Make a copy of the existing presentation Move to folder to move the presentation to another folder Import slides See revision history set the Language Download as Microsoft PowerPoint (.pptx), PDF document (.pdf), Scalable Vector Graphics (.txt), Image PNG (.png), Image JPEG (.jpg) or Normal Text (.txt) Publish the document On the web, collaborators, or as attachment set the print settings via, Print settings and preview option or Print the document. 27/81

28 Figure 9 - File menu Through the Edit menu, it is possible to: Undo or Redo the last action Cut, Copy, Paste, Delete or Duplicate a text selection and temporary save it in the Web clipboard. By selecting this command, an overview of all text selections in the Web clipboard will be displayed and they can be pasted using Paste option in the existing document, or in another document. Select all, Select none, or Find and replace a text selection. 28/81

29 Using the View menu, it is possible to: Figure 10 - Edit menu Present to the presentation. insert Animations to the presentation slides. When this option is selected, the Animations menu will open, where it is possible to set the type of transition from a slide to another. o o Clicking Slide No transition, the possibility to choose the type of transition between slides. Clicking No transition, a context menu will open with the offered transitions, No transition, Fade, Slide from right, Slide from left, Flip, Cube and Gallery. After choosing the desired transition, it is possible to choose the transition duration from one slide to another: Slow - 5 seconds, Medium 2.5 seconds or Fast instantaneous transition. By clicking Apply to all slides option, the desired settings will be applied to all slides. o Clicking the Play button, presentation starts in the background. Clicking the Stop button, the presentation will stop. o The Animations window can be closed by clicking the Close button. Master format the slide that acts as the base for all other slides. 29/81

30 Fit view it is possible to use the command after using the commands Zoom in, Zoom out or zoom 50%, 100% or 200% - selections, the slide will decrease/increase in order to adapt it to the current window dimension of the internet browser Snap to - Grid or Guide, HTML view the presentations view in the internet browser, Show spelling suggestions, Show speaker notes under the presentation slides the empty box, Click to add notes will be displayed, where it is possible to type the notes related to the presentation, which will not be displayed during the presentation by selecting Compact controls option, all controls will be hidden, except the menu bar. Compact controls can also be activated by clicking Hide the menus or deactivated by clicking Show the menus view the document in Full screen all controls are hidden. To view the controls, press the key, Esc. 30/81

31 Figure 11 - View menu Using the Insert menu, it is possible to insert a Text box, a Placeholder, an Image, Link, a Video, Word art, a Line a menu will open with different type of lines, a Shape a menu will open with different Shapes, Arrows, Callouts and Equations, a Table, an Animation, a Comment, a New slide, or to import a slide from another presentation through Import slides the window Import slides will open, where first you have to find the presentation on Google Drive among the Presentations, or Upload it and select it by clicking the Select button, and then choose the slides from the selected presentation by holding the Ctrl key pressed. The selection is confirmed by clicking Import slides. 31/81

32 Figure 12 - Insert menu Using the Slide menu, it is possible to: insert a New slide, Duplicate a slide or Delete a slide, Change background, Apply layout Title slide, Title and Body, Title and two columns, where the slide body is subdivided into two columns, Title only, Caption or Blank, Change theme for the presentation or Change transition for a particular slide, Edit master, which is used to format the slide master, Move slide up, Move slide down, Move slide to beginning or Move slide to end position yourself on Next slide, Previous slide, First slide or Last slide. 32/81

33 Through the Format menu, it is possible to: Figure 13 - Slide menu format the text in different ways: in Bold, Italic, Underline, Strikethrough, in Superscript or in Subscript, choose one of the Paragraph styles, either Increase indent or Decrease indent, select a type of alignment from the following options, Align - Align Left, Center, Align Right or Justify, and Top, Middle or Bottom of the text box, Set the Line spacing, i.e. the space between the lines, format a Bulleted list, a Numbered list or view the List options, Clear formatting Change shape set the Line weight, insert a Line dash or Line decorations, or set the Arrowhead side 33/81

34 add Alt text this selected text can access the screen reader. This function is generally used by the people with difficulties in viewing the presentation. A window will open, in which the Title and the Description is added, and the command is confirmed by clicking OK button. Figure 14 - Format menu Through the Arrange menu, it is possible to: Order an object or a group of selected objects objects can be placed according to the need using options, Bring to front, Bring forward, Send backward or Send to back it is possible to position new objects or a text above the objects in the background, Align horizontally Left, Center or Right, Align vertically Top, Middle or Bottom, Center on page - Horizontally, Vertically, 34/81

35 Distribute, Rotate Rotate right 90, Rotate left 90, Flip horizontally or Flip vertically, Group to group more objects in a single object, Ungroup to undo the grouping of grouped objects, Regroup if, in addition to objects, text boxes are also selected, this command will group only objects. Objects can be selected with the left button of the mouse, pressing Ctrl. If an object is selected by mistake, click it again to undo the choice. Figure 15 - Arrange menu Using the Tools menu, it is possible to: check the spellings by option, Spelling use the commands, Research and Define, which opens a quick search box of a topic on Internet. This can be used for inserting an image, for instance, using the Drag and Drop method, a Footnote will be displayed, with the Web address from which the image was downloaded. It is possible to research the issue in Everything, Images, Scholar, Quotes, Dictionary or in the Personal documents. 35/81

36 Figure 16 Options of the Research window set the Preferences, for instance automatic replacements (i.e. (c) is replaced by ) Figure 17 - Tool menu Using the Table menu, it is possible to Insert a table and format it using the options like, Insert row above, Insert row below, Insert column left, Insert column right, Delete row, Delete column, Distribute rows, Distribute cells, Merge cells or Unmerge cells. Figure 18 - Table menu 36/81

37 Through the Help menu, it is possible to use the option, Search all menus, benefit of Slides help, access the User Forum or Google+ Community, Report an issue or Report abuse and view the list of the Keyboard shortcuts. Figure 19 -Help menu 4.4 TOOL BAR Toolbar is positioned below the menu bar. Figure 20 Tool bar New slide to insert a new empty slide. Clicking the down arrow, New slide with layout is selected. When this selection is done, a window will open in which it is possible to choose the new slide layout. Undo to undo or Redo repeat the last action. Paint format to transfer the format from one text to another. Zoom to fit to zoom or reduce the slide in order to view it completely. Zoom to zoom the slide view. Select the mouse cursor is transformed in an arrow allowing the selection of the desired parts of the text. 37/81

38 Text box to insert a box to type a text. Image to insert an image. The window Insert image will open, where it is possible to: o o o o o Upload an image from the computer through Choose an image to upload, and the selection is confirmed by clicking Open, Take a snapshot this feature will work only if the webcam is available in the computer. Upload an image By URL. In the window Paste an image URL here you have to type the image URL. Find the picture in Your albums, i.e the pictures saved on Google drive, or Search with Google. When the desired image is found, you have to select it and press Select. Shape a context menu opens where it is possible to select Shapes, Arrows, Callouts or maths standard - Equation. Line a context menu opens where it is possible to choose a Line, an Arrow, a Curve, a Polyline, a Arc or a Scribble. Insert comment to insert comments related to the slides. Change background to modify the slides background. Change layout to modify the slides layout. More a context menu opens with additional options: Change theme and Change transition. Clicking once inside the slide will show the additional options for formatting the slide text. This bar enables the user to: Figure 21 Bar for formatting the slide text set the Fill color, the Line color, the Line weight, insert a Line dash, select a Font and the Font size, format the text view, in Bold, in Italic or Underline and the Text color, 38/81

39 Link or Comment, set the Align or the Line spacing, select a Numbered list or a Bulleted list, Decrease indent, Increase indent, or Clear formatting. 4.5 FILLING THE PRESENTATION After opening a new presentation, you have to format it by inserting a Text box in the positions provided for text. Clicking the Text box button, the mouse cursor is transformed in a symbol like x. Holding the left mouse button pressed in the position where you want to insert a Text box, a blue box will be shown, and dragging it with the mouse, you can determine the box size. When you reach the desired size, release the button. The blue box is transformed in a Text box where it is possible to type a text. When the possibility of inserting text in the Text box is available, the additional options for text formatting will be shown on the tool bar. Figure 22 Formatting the text box It is possible to increase the text box positioning using the mouse cursor over one of the tips of the text box, holding the left mouse pressed and dragging it in the desired direction. Figure 23 Increase the text box To move the text box, position the mouse cursor on the frame of the text box and drag it in the desired direction. Figure 24 Move the text box 39/81

40 To insert a new slide, click on the New slide button, or select the New slide command from the Slide menu. To choose a slide layout, click on the arrow next to the New slide button. 4.6 SHARING THE PRESENTATION Clicking the Share button or selecting the Share command from the File menu, the Sharing settings window will open, which allows user to: copy a Link to share, which can be viewed only by people which can access it through one of the offered services (like Gmail, Google+, Facebook, Twitter, etc.) set Who has access to the document clicking the Change command, a window will open where it is possible to set the document Visibility: o o o Public on the web, Anyone with the link or Private. If other people can access the document, click the Can view command, where it is possible to modify the way to access the document in Can edit or Can comment option. By typing addresses in the Invite people box, it is determined who can have access to the document and the type of access that needs to granted to people. The selected people can be notified using the option, Notify people via with appropriate messages. Commands are confirmed by clicking the modifications were introduced, or by clicking the modified. Share and save button if some Done button if the document wasn't 40/81

41 Figure 25 Share settings When the document is shared and saved, next to its name in the main folder will be displayed the comment Shared. 4.7 INSERTING COMMENTS Positioning the mouse cursor above a desired text selection on the slide, or selecting a part of the text and pressing Comment. Comments, a menu will be displayed with Notifications and 41/81

42 Selecting Comment, a small window will open where it is possible to type the desired comment. The comment is confirmed by clicking comments to the document is displayed. Comment option. On the side of the window the If the option Comments is pressed from the menu, the list of all comments will be displayed. It is possible to Reply to a comment, or mark it as Resolve. If you want to reactivate a Resolve comment, click Re-open. Figure 26 - Window for inserting comments When the comment is confirmed, the comment window is modified, this allows the user to Edit, Delete or Resolve the comment, and/or to Reply to this comment. Figure 27 Comment window It is possible to activate Comment also in the same document, by positioning next to the word or line to be commented, or by selecting and right clicking it. A context menu will open where Comment need to be selected again. In the context menu it is possible to format the text quickly by the options like, Cut, Copy or Paste, Research, insert a Comment, a Link or Animate. 42/81

43 Figure 28 Context menu inside the text box By clicking Comments and selecting Notifications, it is possible to set the type of notifications that shall be sent by when the changes are done to the document: All notifications of all new comments will be received by , Replies to you notification will be sent if somebody reply to your comment, or None no notification will be sent. 43/81

44 5 CREATING, PUBLISHING AND SHARING FORMS 5.1 CREATING A NEW FORM If you select the Create button from the toolbar on the left side of the Google Drive homepage, a menu containing the list of available documents opens. In the Create menu you need to select the Form option. A new card will open with a new Untitled form. Figure 19 - Menu Create It is possible to go back to the Google Drive home page clicking the button, Open Google Drive. 5.2 RENAMING AND SAVING A FORM After you select Form, a window named, Choose title and theme opens in a new tab, named, Untitled form. You need to type in the Title and choose the Theme. You confirm the choice by pressing the OK button. 44/81

45 Picture 31 - Choose title and theme window If you want to stop the Choose title and theme window from appearing every time you create a new form, you need to left-click and remove the tick (check mark) next to Show for new forms. Clicking on the Untitled form field can later change name of the form, and theme can be changed by pressing the Theme button. 45/81

46 Picture 32 - Untitled form tab By clicking the Star icon next to the name of the document, you can emphasize the importance of a specific form by adding a star. In the Google Drive home page, next to the title of the presentation, a star will be displayed. To remove the star, click once again on. Selecting the command, Move to folder from the File menu, saves the document. The window Move to will open, where you can: select the desired folder to save the new document in with a left click, or 46/81

47 Picture 33 - Move to window Create new folder - The window New folder will open where it is possible to insert a name to the new folder and confirm it by clicking Create button. Picture 34 Window New folder If you want to move the form to somewhere else, you need to press the Organize button. The Move to window appears; here you can determine where you want your form to be saved in Drive. By pressing the Create new folder command, a New folder window appears, where you type in the name of the new folder. The folder will be visible in Google Drive homepage. You can confirm the opening of a new folder by pressing the Create button. The command to move the document into the chosen folder should be confirmed by clicking on the Move button. 47/81

48 5.3 MENU BAR Bellow the name of the form, there is a menu bar containing these menus, File, Edit, View, Insert, Responses, Tools and Help. Picture 43 Menu bar Below the menu bar, you can see the information where the form is currently being saved, or when the form was last edited. By using the File menu, you can: Add collaborators a window called Sharing settings opens, in which you can copy Link to share (only accessible by collaborators) and, by doing so, enable your collaborators to access the form, Share link via a service, or determine Who has access to your files, Send form opens a Send form window by using it, you can: copy the Link to share, Share link via a service or Send form via . Open a New or an existing document - Open Rename or Make a copy of an existing form Download as form with Comma Separated Values by using the Embed option the Embed form window appears by using it, you can copy the code needed to Paste HTML to embed in website and choose the Custom size. Send the document to your collaborators - collaborators or Print the document. 48/81

49 By using the Edit menu, you can: Picture 44 - File menu Undo or Redo the previous action Picture 45 Edit menu By using the View menu, you can: see the published form, Live form option in a new tab in your Internet browser Choose theme for you form, by choosing Compact controls, you can remove or show the menu bar. Compact controls can also be removed by pressing the Hide the menus button, or they can be shown by pressing the Show the menus button. show the document in Full screen view. You can exit the full screen view by using the Esc key 49/81

50 By using the Insert menu, you can: Picture 46 View menu insert Basic responses view like, Text, Paragraph text, Multiple choices, Checkboxes or Choose from a list, insert Advanced responses view like, Scale, Grid, Date or Time or adjust the appearance of the form. Layout by inserting, Section header, Page break or Image. Picture 47 Insert menu 50/81

51 By using the Responses menu, you can: Close the form by disabling the Accepting responses option see Summary of responses, a new tab containing the responses (represented both graphically and in percentage points) opens in your Internet browser View responses a new tab showing the responses in a spread sheet form opens in your web browser Change response destination Unlink form when choosing this option, you cut the link between the form and the current spread sheet (the old responses will still be saved there, but new ones are not added to the spread sheet) Get pre-filled URL if you want your respondents to receive a form with certain fields prefilled. By choosing this option a form appears (you need to fill it out before sending it further) in a new tab of the web browser. When done, you should press the Send button and copy the URL link. Delete all responses to delete all the responses from the spread sheet Next to the Responses menu, in brackets, you can see the number of responses the form has. By using the Tools menu, you can open: Picture 48 Responses menu Script manager Script editor 51/81

52 Picture 49 Tools menu By using scripts, you can enhance Forms with your own functions and new tasks. By using the Help menu, you can get help with the forms - Forms help, access the User Forum or Google+ Community, Report an issue, check for updates - What's new, or see the list of Keyboard shortcuts. Picture 50 Help menu 5.4 TOOLBAR Below the menu bar, there is a toolbar where you can find the basic text editing tools. Picture 51 - Toolbar Print - by clicking on this icon, the Print window appears, in which you can set the margins, set the number of copies you want printed, choose the printer that will be used etc. Undo to undo the previous action Redo to repeat the previous action Theme shows the current theme. By clicking on this icon, the Choose theme window opens, where you can choose a theme that you like. 52/81

53 Choose response destination by clicking on this icon, you determine where the responses to the form will be stored. If the destination has already been set, this button will not be available. View responses - by clicking on this icon, a new tab containing the responses organised in form of a spreadsheet appears in the Internet menu. The first column shows the time when the form was uploaded, and the second column contains the response. This option will be enabled only if response destination has been chosen. View live form by clicking on this icon, the final version of the form (the way respondents will see it) appears in a new tab of the Internet menu. 53/81

54 5.5 FILLING OUT AND SHARING FORMS After you ve typed in the title and you ve chosen your theme, you need to give the details you want in the form, that is you need to type in: Form Description a short description of the form Question Title Help Text short explanation for the questions in the form Question Type by choosing Multiple choice, a quick menu appears here you can choose how you want questions to be answered: o Text to type in shorter text o Paragraph text to type in longer text, o Multiple choice to choose from one of the given answers with the possibility of redirecting to another page. When you click on Go to page based on the answer option, Continue to next page option appears next to the possible answers. By pressing Continue to next page, a quick menu appears here you can determine what the next step (after the answer has been chosen) should be, Continue to next page, Go to page 1 or Submit form. Picture 35 - Continue to next page quick menu o Checkboxes to choose one of the given answers by checking or unchecking the checkboxes, o Choose from a list to choose one from the list of possible answers, with the possibility of redirecting to another page, o Scale choose a value from a scale. It can define the meaning of the left (0 or 1) and right (from 5 to 10) scale boundaries. E.g. 0 = Never, 5 = Always. o Grid, o Date to type in the date or o Time to type in the time. 54/81

55 Picture 36 - Multiple choice quick menu If you choose Required question along with the question, the form will not be submitted until all the required questions (marked with ) are answered. By pressing the Done button you can see the finished form. By pressing it again the form returns to the form-editing mode. By pressing the Edit button, you can edit specific questions. By pressing the Duplicate button, you duplicate the specific questions. By pressing the Erase button, you delete a question from the form. By pressing the Add item button, a quick menu opens - here you can add new items to the form. This way, you can add more questions to the form. 55/81

56 Picture 37 - Add item quick menu - displays different form types: Multiple choice, Checkboxes, Choose from list, Scale, Grid, Date, Time etc. After you ve done editing the form, you need to re-check the contents in the form from option, Confirmation Page, which appears after the respondent answers the questions. Using Confirmation Page you can: Picture 39 - Confirmation Page type in Custom confirmation message e.g. 'your response has been registered!' or a message like, 'Thanks for participating!', etc. Show link to submit another response Publish and show a link to the results of this form to all respondents Allow responders to edit responses after submitting When you press the Send form button, the Send form window opens. Here, you determine the way in which the form can be accessed via Link to share: o Share link via - Google+, Facebook or Twitter service o Send link via you need to type in the addresses to which you want your link sent. If you choose this method of distribution, you can Include form in 56/81

57 not recommended (display wise); Send me a copy send a copy of the e- mail to the sender; or add Customize message and subject. Picture 40 - Customize message and subject Picture 41 Send form window By clicking on the Done button, Choose response destination opens. Here, you can decide on how the responses should be stored. This particular way of saving the responses enables you to analyse them without affecting the original responses. Responses can be saved in different ways like: o New spreadsheet you can set the option to Always create new spreadsheet for every new form. You can rename the response spreadsheet by clicking left on the current name and changing it. 57/81

58 o New sheet in an existing spreadsheet. You need to press the Choose button in order to open the Choose a spreadsheet where we'll copy responses to your form window, where you need to find an existing spreadsheet. This option can be useful if e.g. there is a table calculation where you store responses to different forms. By pressing the Create button, you confirm the choice and create either a new spreadsheet or a new sheet within an existing spreadsheet. Picture 42 Choose response destination window 58/81

59 6 CREATE, PUBLISH AND SHARE SPREADSHEET 6.1 CREATE A NEW SPREADSHEET From the Create menu, select Spreadsheet. A new card will open, with the new spreadsheet named, Untitled spreadsheet. Figure 1 Create Menu It is possible to go back to Google Drive's main window by clicking the button Open Google Drive, which will appear when placing the mouse cursor close to the name of the document. 59/81

60 Figure 2 - Untitled spreadsheet 6.2 SPREADSHEET RENAMING AND SAVING Left clicking on the name Untitled spreadsheet, the dialogue box Rename spreadsheet will open, through which it is possible to rename the spreadsheet. The command should be confirmed clicking on the OK button. Figure 3 - Rename spreadsheet 60/81

61 By clicking on the Star button close to the name of the document, it is possible to underline the importance of the document by inserting a star. In the main window of Google drive, close to the title of the document, the star will also be displayed. To remove the star, single click on the button. Selecting the command Move to folder from the File menu saves the spreadsheet. The window Move to will open, where you can: select the desired folder to save the new document with a left click, or Figure 4 Window Move to Create new folder the New folder window will open, where it is possible to name the folder, confirming the command by clicking the Create button. Figure 5 - New folder The command to move the document into the chosen folder should be confirmed by clicking the Move button. 61/81

62 6.3 MENU BAR The menu bar is placed under the name of the document: File, Edit, View, Insert, Format, Data, Tools and Help. Figure 6 Menu Bar After saving the spreadsheet, next to the menu bar the information will appear concerning its actual position, or when it was last modified and the number of people who have the spreadsheet open on their computers at that time. Through the File menu, it is possible to: Select Share option, it opens Sharing settings dialogue box. Open a New document or an already existing document by Open option, Rename the spreadsheet, to Make a copy, or Move to folder, to move the spreadsheet in another folder. Import a file, after which a dialogue box named Import file will open. o o The file can be uploaded by clicking the Choose file button a document is chosen from the computer in one of the Supported formats (.sxl,.xlsx,.ods,.csv,.txt,.tsv or.tab). In the uploading can also be selected the Import action it is chosen if you want to Create new spreadsheet, Insert new sheet(s), Replace spreadsheet with another existing spreadsheet, Replace current sheet, Append rows to current sheet or Replace data starting at selected cell o o It is possible to Preview the uploaded document in the right side of the dialogue box. After choosing the document, you must define the Separator character Automatic, Tab, Comma or 62/81

63 Custom in the apposite space type the desired keyboard character o The selected actions should be confirmed by clicking on the Import button. See revision history See Spreadsheet settings the dialogue box Spreadsheet settings will open, where you can choose: o o Locale to make changes in formatting defaults, such as currency. The Language can be modified in the settings of the main window of Google Drive. Time zone - to change time-related functions. o The selected settings are confirmed by clicking the button Save settings. Download as Microsoft Excel (.xlsx), OpenDocument format (.ods), PDF document (.pdf), Comma separated values (.csv, current sheet), Tab-delimited values (.tsv, current sheet), Web page (.html, current sheet) etc. Publish the document on the web, collaborators or as attachment Print the document. Figure 7 - File Menu Using the Edit menu, it is possible to: Undo or Redo the last action Cut, Copy or Paste a selected text and temporary save it in the Web clipboard. With this command, an overview of all selections of texts which are in the Web clipboard will be shown, and can be pasted (Paste) in the existing document, or in another document. 63/81

64 Paste special Paste values only, Paste format only, Paste all except borders, Paste formula only, Paste date validation only or Paste conditional formatting only Find and replace a selected text Delete values Delete row where the selected cell is located Delete column where the selected cell is located Clear notes Figure 8 - Edit Menu Through the View menu, it is possible to: choose between the Normal view and the List view Freeze rows or Freeze columns, which is quite useful in case of long or wide tables when it is needed to freeze a row or a column. show Gridlines each cell has visible borders show Protected ranges show the Formula bar to insert commands from the keyboard; or show All formulas, and not only the results show Hidden sheets sheets can be hidden through the context menu, which can be opened clicking on the arrow close to the sheet name 64/81

65 select Compact controls, this hides everything except the menu bar. The Compact controls can also be implemented by clicking the button clicking the button Show the menus Hide the menus or deactivated by view the document in Full screen all the controls will be hidden. To view the controls, push the key Esc. Figure 9 - View Menu Using the Insert menu, it is possible to insert: Row above, Row below, Column left, Column right of the selected cell, or to insert a New sheet, Comment, Note, Function, Chart, Image, Form, Drawing or Script. One of the main purposes of the spreadsheet is the creation of calculations using predetermined functions. A Function list is available in the Help card. 65/81

66 Using the Format menu, it is possible to: Figure 10 - Insert Menu use the Number command, by selecting this command, it is possible to set the type of view of the cell content choosing between the Normal view and the view with Custom decimals, select a type of view for the Currency, the Percent, the Date and the Time, or choose the view in Plain text select the Font command, by which you can choose the type of font of the cell content or the Font size for the document. format the text in different ways, in Bold, in Italic, Underline, Strikethrough Merge cells first, you select the cells that you want to merge, and then, through the command Merge cells the way in which to merge them set the Conditional formatting the command is implemented after selecting the cells to which apply the conditional formatting. Figure 11 - Conditional formatting 66/81

67 The Conditional formatting dialogue box will open, where it is possible to: o o set a condition what you want to find: Text contains, Text does not contain, Text is exactly, Cell is empty, Date is, Date is before, Date is after, Greater than, Less than, Is equal to, Is not equal to, Is between or Is not between set the formatting of the condition if the text specified in the condition is found, it is possible to modify the text colour or background of the cell content. This option is used if, for instance, you want colour cells with the same colour or modify the font of the cells with the selected term. Clear formatting Figure 12 Format 67/81

68 By using the Data menu, it is possible to: Sort sheet by column, A-Z the contents of the selected column will be sorted from A to Z Sort sheet by column, Z-A the contents of the selected column will be sorted from Z to A Sort range by column, A-Z Sort range by column, Z-A Sort range After selecting a column (or a row), select the command Sort range. Data is selected by pressing the left button of the mouse on the first datum and holding it down until dragging the cursor to the last datum. To select the whole table, select the cell in the left upper corner. The dialogue box Sort range from will open, where it is possible to choose how to sort the data in the selected column (or row) in a descending series (Z-A) or ascending (A-Z). Clicking on+ Add another sort column option, it is possible to choose how to sort the data in another column. The selection is confirmed by clicking the Sort button. use option, Named and protected ranges it is possible to name a cell or a group of cells, to enable their reading or saving more easily. The side window Named and protected ranges will open, where, after clicking on+ Add a range, a name is typed in the cell NamedRange1. After pushing the button Get data range, select the desired range of cells from the table. The selection is confirmed by clicking on the OK button. It is possible to protect the data using the command Protect the window Sharing settings Range Protection will open, where it is possible to determine Who has access to the protected data. Figure 13 The command Named and protected ranges Filter first, select a portion of the title row, if available, insert the filter, or only to a portion of the row above the data, which you want to filter. Then, activate the command Filter. A portion of the row is selected pushing the left button of the mouse on the first datum in the row and holding it down until dragging the last datum. In each column of the selected row, a down arrow will appear. Clicking on it, a dialogue box will open, where the list of all data in the column is shown. A row with a datum can be shown or hidden by clicking the small square close to its name. The command is confirmed by clicking the OK button. It is possible to turn the filter off selecting the command Turn off filter from the Data menu. 68/81

69 Figure 14 The dialogue box Filter create a Pivot table report to extract data from another table in order to analyze its data. After selecting the table to be analyzed, select the command to create a Pivot table report. An empty table will be opened and the Report Editor, where it is possible to choose the object of the analysis in the empty table. The side square will appear every time a cell of the Pivot table is selected. Table 1 Empty Pivot table By selecting o o o o o o Edit range, it is possible to modify the data range of the original table, to be analyzed Rows, it is possible to choose which data from the original table shall be shown in the main rows of the first column of the pivot table Columns, it is possible to choose which data from the original table shall be shown in the main columns of the first row of the pivot table Values, it is possible to define which values shall be typed in the central body of the pivot table Filter, it is possible to filter the analyzed data Show totals, it is possible to view the sum of the values for rows and/or columns and the total value of all rows and/or columns. 69/81

70 Figure 15 - Report editor In this way the table shown in figure 75, is transformed in the pivot table shown in figure 76. If a cell is selected from the pivot table, the report editor will also open, permitting it to be formatted in a simple way like in the contents of the pivot table. After creating the pivot table, it is possible to go back to the original table using the button. Table 2 Original table Acquirenti Tipo di merce Quantità Fornitore Data Valore Ferimport ferro 30Mirko Kn Končar cavi 150Alan Kn Ferimport cavi 120Igor Kn INA nafta 1000Alan Kn INA alcool 50Dražen Kn Končar cavi 220Velimir Kn TOZ legno 360Dražen Kn TOZ ferro 10Dražen Kn Pliva alcool 100Alan ,9 Kn Ferimport alcool 110Mirko ,7 Kn Pliva nafta 500Igor Kn Končar nafta 105Igor Kn Končar legno 40Igor ,9 Kn TOZ legno 35Velimir ,8 Kn INA nafta 800Dražen Kn Končar cavi 400Velimir ,8 Kn Ferimport legno 125Igor ,6 Kn Pliva alcool 70Alan Kn 70/81

71 Table 3 - Pivot table after formatting Ferimport INA Končar Pliva TOZ Grand Total alcool 7,7 Kn 4 Kn 13,9 Kn 25,6 Kn legno 3,6 Kn 1,9 Kn 11,8 Kn 17,3 Kn cavi 400 Kn 1301,8 Kn 1701,8 Kn nafta 1000 Kn 90 Kn 299 Kn 1389 Kn ferro 150 Kn 50 Kn 200 Kn Grand Total 561,3 Kn 1004 Kn 1393,7 Kn 312,9 Kn 61,8 Kn 3333,7 Kn Validation permits the user to determine how to input data: delimit the data input, show a message for incorrect input, or show a dialogue box where it is possible to select an answer. Selecting this command, the dialogue box Data validation will open, where it is possible to set the conditions for validating the inputted data. Figure 16 - Data validation 71/81

72 Through the selection, o Cell range, it is possible to choose to cells to apply the criteria o Criteria clicking on, a dialogue box will open, where it is possible to choose the following selections: List from a range an existing column is selected with the items approved to be inputted in the cell, List of items a list of items is typed, separated by commas, which are approved to be typed in the cell Number a range of approved numbers is written (i.e. between 10 and 100), Text which Contains, Does not contain, is Equals to a determined word or words, Is valid or Is valid URL Date sets the characteristics of the inputted date: is valid date, is equal to the chosen date, before, on or before, after, on or after the chosen day, or is between or not between the chosen dates. o o On invalid data, sets how to treat the invalid data it is possible to Show warning, to Permit data input or Reject data input. Appearance, sets the view of the selected criteria by the command Display in-cell button to show list, which is valid only for criteria with lists. On the right side of the cell, a down arrow will appear that, when pushed, will open the dialogue box with the data approved for inputting. Figure 17 - Dialogue box with the list of approved values Figure 18 - Data menu 72/81

73 Through the Tools menu it is possible to: Create a form a new tab will open where the rules for sending forms are set (please, consult the chapter on forms). After determining the form content, clicking on the button Send form. The window Send form will open, where it is possible to set who will receive the form and how. After creating the form, in the Tools menu, the commands Edit form and Send form will be shown. View the Script gallery Edit the Script manager View the Script editor Implement the Spelling Activate the Solver to solve the simple problems. Selecting this command, the Solve window will open, where the desired parameters can be set. Enable autocomplete if a word has been already used in a column in the past, it is not needed to retype it in full every time because after typing the first letters the program will propose the full word and autocomplete it. Figure 19 Example of Enable autocomplete Set the Notification rules by clicking this command, the window Set notification rules will open, where the type of notification is defined: o o Notify me when Any changes are made, Anything on this sheet is changed, Any of these cells are changed, Collaborates are added or removed, or A user submits a form Notify me with , Daily digest or -right away Protect the sheet by clicking this command, the window Protect sheet will open, where it is possible to set Who is allowed to edit this sheet? Anyone invited as a collaborator (no protection), Only me or Me, and the collaborators below. 73/81

74 Figure 20 - Tool menu If, through the Tools menu a form was created, the additional menu Form will be shown. Through the Form menu, it is possible to: Edit form, Send form, Go to live form, Embed form in a webpage, Show summary of responses or Unlink form. The use of modules is explained in chapter 6. Figure 21 - Form menu The Help menu enables the user to search Sheets help, access User Forum or Google+ Community, Report an issue, view the Function list or the list Keyboard shortcuts. 74/81

75 Figure 22 - Help menu 6.4 TOOL BAR Under the menu bar, it is possible to find the bar of common tools used for text formatting. Figure 23 Tool bar Print by clicking on this button, the Print window will open, which permits to select the printer to be used, to define the number of copies, to set the borders, etc. Undo to undo the last action Redo to repeat the last action Paint format to copy the format from a text to another. Format as currency Format as percentage More formats Font by clicking the arrow close to the command, the context menu will open with the list of the available fonts. Font size by clicking the arrow close to the number, the context menu will open with the list of available font sizes. Bold to view the text in bold Italic to view the text in italic Strikethrough to strikethrough the text 75/81

76 Text colour clicking on the arrow, the context menu will open, with the colour palette to be applied to the Text or to the Background. Fill color to choose the fill color Borders to set the type of borders Merge cells to merge more cells in a single cell Horizontal align clicking on the arrow a dialogue box will open, where it is possible to select the type of horizontal alignment Vertical align clicking on the arrow a dialogue box will open, where it is possible to select the type of vertical alignment. Wrap text to wrap the text in such a way that it adapts the sorting of word to the width of the cell More a context menu will open with additional options, Insert comment to insert comments Insert chart by clicking this command, the Chart editor box will open: in the Start option, set Data range by clicking on the button Get data range it is possible to select the data to be shown in the chart; Switch rows/columns or Use row as header in the Charts option, different types of chart displays are offered like, Line, Area, Column, Bar, Scatter, Pie, Map, Trend or More. By clicking one of the charts in the central part of the window, all charts of the selected type will be displayed. To select one of the charts, just click on its sketch. On the right side of the window, the preview of the chart will be displayed. To confirm the selected chart, press the Insert button; in the Customize option format the chart modifying the Chart title, Legend, Font, Background, Axis etc. 76/81

77 (a) (b) (c) (d) (e) Figure 24 Example of Line chart (a), Area (b), Column (c), Bar (d), Pie (e) Turn off filter to turn the filter off or on Functions by clicking this command, a context menu will open with the list of calculation functions that are used more frequently. Clicking on the option More functions, a new option will open with the description of all available functions. Each spreadsheet consists a number of Sheets, whose list is placed on the bottom of the page. Clicking on the arrow close to the name of a sheet, a context menu will open, enabling: Delete, Duplicate, Copy to, Rename, Hide sheet or Hidesheet, Show comments on the sheet, Move right or Move left. Close to the sheet name, if any, the number of comments on this sheet will be displayed. 77/81

78 Figure 25 Bar with the list of sheets Figure 26 - Context menu of the sheet 6.5 SHARING SPREADSHEETS Clicking on the button Share or selecting the command Share from the File menu, the window Sharing settings will be displayed, enabling: the copy of a Link to share, visible only to people enabled to access through one of the offered services (like Gmail, Google+, Facebook, Twitter, etc.) determine Who has access to the spreadsheet. By clicking on the command Change, a window will open, where it is possible to set the document Visibility options: o o o Public on the web, Anyone with the link or Private. If other people can access the spreadsheet, they can be provided access to only view by selecting the Can view option. They can be provided with the access to edit or comment the spreadsheet by choosing Can edit or Can comment options respectively. Typing addresses in the box Invite people, to determine who can access the document and the way to access. The selected people can be notified via (Notify people via ) with appropriate messages. Commands are confirmed by clicking the button Save and Share if modifications were introduced, or by clicking the button Done if not. 78/81

79 Figure 27 Share settings When the spreadsheet is shared and saved, close to its name in the main folder, the comment Shared will be displayed. 6.6 INSERT COMMENTS By positioning the mouse cursor above the desired text selection in the spreadsheet, or selecting a part of the text and pressing the button Notifications and Comment. Comments, a menu will open with the commands Selecting the command Comment, a small window will open, where it is possible to write the desired comment. The comment is confirmed by clicking the button Comment. On the side of the window the comments are positioned, and the text background of the comments is yellow by default. By pressing the button Comments, the list of all comments will be displayed, with their data. It is possible to Reply to a comment, or mark it as Resolve. If you want to reactivate a Resolve comment, click on the Re-open command. 79/81

80 Figure 28 - Window for inserting comments It is possible to activate the Comment command in the same spreadsheet as well, positioning the mouse cursor next to the word you want to comment, or selecting and right clicking it. A context menu will open where it is possible to select the Comment command. In the context menu, you can run fast formatting options like: Cut, Copy, Paste or Paste special it is possible to Paste values only, Paste format only, Paste all except borders, Paste formula only, Paste data validation only, Paste conditional formatting only Name and protect range, Insert comment, Insert note or Clear notes, set the Conditional formatting or implement Data validation. Figure 29 Context menu Clicking on the button Comments and selecting the command Notifications, it is possible to set the type of notifications for the document which will be sent by All notifications of all new comments will be received by , Replies to you the notification will be sent if someone answer your comment, or None no notification will be sent. 80/81

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