Collaborative Authoring Tool

Transcription

1 Collaborative Authoring Tool 1.0 Registering with Google This tool allows multiple users to edit a document at the same time and from different locations allowing version control to be managed. The tool is free to use, but will require registration with Google. The registration process is quick and simple. You can access the Google docs and spreadsheet tool at the following web address Or go to the adding a resource page in a shared space or community and click on the Collaborative Authoring Tool link (See Screenshot 1 below). Click on Collaborative Authoring Tool to be taken to the Google Docs & Spreadsheet webpage. Screenshot 1 - You will be taken to Screenshot 2 on the next page and asked to register to use the facility.

2 1.0 Registration contd. Click on link to register Screenshot 2 - Registration page Screenshot 3 shows the form that needs to be filled in to register with Google. This will give you access to Google docs & spreadsheets and all other services that are on offer from Google. Registration Page Screenshot 3 Registration Form 2

3 1.0 Registration contd. Once you have submitted your registration you will be taken to Screenshot 4. At this point open your account and you should have received an from Google (Screenshot 5). Open up your and click on the link to activate your Google account. Once you have done this you can go back to the page below and click on the Click here to continue. Screenshot 4 verification screen Click on link to verify account. Screenshot 5 - Activation 3

4 2.0 Home Page Layout After finishing registration you will be taken to the homepage (Screenshot 6) for Google docs & spreadsheets. Screenshot 6 shows you the page layout when you first register. Screenshot 7 shows page layout with documents and spreadsheets loaded on to your account. New Document New Spreadsheet Upload Front page of Google docs & spreadsheet Screenshot 6 New account with no active documents At the top of the page you have the choice of creating either a document or a spreadsheet online or you can upload any document that requires editing. Screenshot 7 Account with active documents 4

5 3.0 Documents types 3.1 New Document If you click the first tab on the homepage New Document you will be taken to the screen below. This page allows you to create a new document from scratch. All the major functionality that can be found on Microsoft word can be accessed from the edit tab to help create a document for editing. Screenshot 8 New Document The insert tab allows editors to insert an image, link, comment, table, bookmark, separator and special character. The revision tabs allows users to browse revisions, compare two revisions or view revision history. You can revert back to any revision at any time. Screenshot 9 Revisions tab 5

6 3.2 New Spreadsheets If you click on the second tab New Spreadsheets you will be taken to Screenshot 10. This page allows users to create spreadsheets for editing. All major functionality that is found on Microsoft excel can be found on the tabs at the top of the page. Screenshot 10 New Spreadsheet The first tab allows basic editing of the spreadsheet. The next tab Sort allows the user to manipulate the layout of the columns and to freeze headings. The third tab formulas allows you to use formulas on the spreadsheet. The last tab, revisions like new documents, allows the user to look back at earlier revisions and revert to a previous state. 6

7 4.0 Uploading (From the Homepage) Documents and spreadsheets can be uploaded as well as being created on the site. Click upload link to upload a document or spreadsheet Screenshot 11 Upload page link Screenshot 12 shows the page you will open when you click on upload. Once you have entered the file information, click on upload. The file will be automatically uploaded to your list of docs and the file will open ready for editing. Screenshot 12 - Uploading a file webpage 7

8 5.0 Collaborating Open a document and a spreadsheet. Click on the collaborate tab in either. Click Collaborate Screenshot 13 - You can invite two types of users collaborators and viewers. In each box insert the address of the user that will fulfill the particular role. Click Invite these people. Screenshot 14 Collaborate tab in a document Screenshot 15 Collaborate tab in a spreadsheet 8

9 5.0 Collaborating contd. You will then be prompted to send an to the chosen users (Screenshot 16). Screenshot 16 prompt Fill in your message and click OK. Users will receive an inviting them to view or edit the document and a link to the document will be supplied in the automatically. Screenshot 17 message to invite users to edit or view 9

10 6.0 Publish Open a document and a spreadsheet. The last tab on the right hand side of the page allows you to publish the document onto the web Screenshot 18 Open document Click Publish Screenshot 19 and 20 show the publish tab open for a spreadsheet and a document. URL for published document Screenshot 19 Publish tab on a spreadsheet For spreadsheets click on publish now. The spreadsheet will be automatically published to the URL given in the publish box. 10

11 6.0 Publish contd Screenshot 20 Publish tab on a document Screenshot 19 shows the publish tab for a document, which is slightly different from the spreadsheet. Clicking on publish document will assign your document with a URL address and you also get the option to post the document to a blog. To view the URL for a document or spreadsheet after it is published just click on the publish tab to view the URL. 11

12 7.0 Discuss Open a spreadsheet. A discuss tab can be found on the spreadsheet page before collaborate and publish. No discuss tab exists in the document section. This tool allows anyone working on the spreadsheet to discuss on line while editing the spreadsheet. Screenshot 21 Discuss Tab on a spreadsheet 12