Google Docs Suite: Basics

Transcription

1 Google Docs Suite: Basics The following Google Docs suite lessons highlight the common features and capabilities of Google Docs, Sheets, Slides, Forms, and Drawings. In addition to common toolbars and menus, the apps also work together sharing content and data. Google Docs was created to be a powerful and unified productivity suite, with an emphasis on simplicity, sharing and collaboration. This module is unique in that it helps teachers understand these common features across all five tools. With a broader understanding of how these tools work best together, teachers will ideally learn more robust practices resulting in greater, effective teaching. With a basic understanding of the Google Docs suite, you will be able to collaborate on Google Docs, in real-time or asynchronously for quick and immediate feedback to improve the learning process. You will learn how to: Use Google Docs to help students write collaboratively Give feedback to students in various ways to improve the writing process Research within Google Docs Use offline mode to create and edit documents To start, review the Basics lessons below and conduct all activities. It is recommended you have another browser or computer screen available to practice the step-by-step exercises.when you are finished, review the Advanced lessons in this Introduction to Google Docs section to gain a deeper understanding of how to use these tools to impact trained/docs suite/basics.html 1/52

2 teaching and learning. Lesson 1 Introduction to the Google Docs Tools (15 mins) Google Docs is an online, collaborative suite of productivity tools including Docs, Sheets, Forms, Slides, and Drawings. Teachers and students can work anytime and anywhere, from the classroom, on a field trip, on the road, and at home. Teachers and students can collaborate simultaneously in the same Doc, Sheet, Form, Slide, or Drawing, from almost any computer, tablet, or mobile device. With native apps for Android and ios and offline capabilities, Google Docs users can be productive even without Internet access. Create Docs, Sheets, Forms, Slides, and Drawings using home screen You can access each app through its home screen. When accessing the home screen for an app, you will only see files that can be edited or viewed with that app. For example, when you access the Docs home screen, you will see Google Docs and Microsoft Word files but not spreadsheets or presentations. To create a new doc, click the colored circle with a + in the lower-right corner of the page. When you install and use the mobile apps for Docs, Sheets, and Slides, you will notice that the user experience is very similar to the home screen for each app. trained/docs suite/basics.html 2/52

3 Google Docs home screen: Google Sheets home screen: Google Slides home screen: Create a Google Form: Create a Google Drawing: Create a doc using Drive 1. To view, manage, and create files in Google Drive, go to: drive.google.com. 2. Create a Doc, Sheet, Form, Slide, or Drawing by clicking the New button in Drive 3. Choose a file type. trained/docs suite/basics.html 3/52

4 4. By default, any new file you create will be named Untitled and stored in the folder called My Drive. 5. Name your file. Either click on Untitled to open the file rename box, or click on File >Rename to launch it. When naming files and folders in Google Drive, it is best to be as descriptive as possible so that you and your collaborators can leverage the powerful search feature to locate them. When students are working on projects in Drive, asking them to use a standard naming convention for when they create a Google Doc can make for better organization and easier navigation for the teacher. For a more comprehensive, structured solution for managing student assignments in Drive, check out Lesson 2 Sharing Google Docs to Facilitate Student and Teacher Collaboration (30 mins) Google Docs sharing and collaboration features make it simple for students and teachers to work together. There are two settings for making your document available to others. trained/docs suite/basics.html 4/52

5 Sharing: Permissions for who can view, comment on, or edit your doc Visibility: Set who can find your doc and how they access it Share Google Docs with students and teachers Using Google Drive, you do not need to attach a file to an to share it. Instead, you can share your file or folder online and set permissions for viewing and editing. Sharing settings When you create a new document, you are automatically the owner and the document is only visible to you. You can share it, with individuals or groups, by permitting viewing, commenting, or editing. For example, a teacher might give students view-only access to a syllabus or writing assignment, but give editing access to a fellow teacher who is teaching the same subject and assigning the same work to her students. A principal writing a proposed school policy change would grant teachers comment-only access to a doc to disallow edits but collect feedback. Here is a quick overview of the roles of collaborators in Docs, Sheets, etc: Owners can: Edit Google documents, spreadsheets, presentations, and drawings Invite editors, commentators, and viewers Delete files and folders Note: To fully delete a document, spreadsheet, presentation, or drawing, and remove access to it, you need to delete it and then Empty Trash Remove access for any collaborator Transfer ownership to another person (ownership can only be transferred to another user in your Google Apps for Education account) trained/docs suite/basics.html 5/52

6 Upload and delete file versions (synced or uploaded files only) Add and remove something from a folder Editors can: Edit Google documents, spreadsheets, presentations, and drawings Invite or remove other collaborators, if the owner has given editors this permission Download or sync something to another device View the list of other collaborators Make a copy of something to save in Google Drive Upload and delete file versions (synced or uploaded files only) Note: Editors cannot permanently delete a file or folder Add and remove items from a folder Viewers can: View files and folders Download or sync something to another device Make a copy of something to save in Google Drive Commenters can: Comment on Google documents, spreadsheets, and presentations View documents, spreadsheets, and presentations Download or sync the document, spreadsheet, or presentation to another device Make a copy of a document, spreadsheet, or presentation to save in Google Drive Visibility settings In addition to explicitly sharing your document with individuals or groups in your domain, you can trained/docs suite/basics.html 6/52

7 choose to make your document more widely accessible via links or search. These visibility settings are detailed in the text below: Visibility options: Private, Anyone with the link, and Public on the web There are up to five different visibility options for docs. Note: To determine the current setting for your document, hover your pointer over the Share button. Private When you create a document, you are the only person with access to view or edit it (unless it is created in a shared folder). You can explicitly add collaborators that have Google Accounts. Private docs are not visible to anyone other that the specific collaborators that the owner has added. People at your organization with the link Every Google Doc that is created has a unique web address link (also known as a uniform resource locator or URL). This option allows viewing of a doc by anyone at your school who has the link. If you also select the Allow anyone to edit option, they can also edit the doc. The link can be easily shared via chat, , and calendar invites. People at your organization can find and access Docs with this visibility will be indexed by Google Drive search and may be opened by anyone in your organization. trained/docs suite/basics.html 7/52

8 If your Google Apps administrator allows sharing outside of your organization, you will also be able to make a file Public on the web or available to Anyone with the link (no Google Account required). Administrators can control the default visibility of docs from the Google Apps Admin console settings for Google Drive. Anyone with the link A Google Doc with a visibility of Anyone with the link is like an unlisted phone number. In the same way that anyone who knows an unlisted phone number can call it, anyone who knows the web address link of a Google Doc in this category can view it. If you also select the Allow anyone to edit option, anyone with the URL will also be able to view and edit your document. Sign-in is not required, so viewers and trained/docs suite/basics.html 8/52

9 editors may be anonymous. This is a great setting if you want to provide easy access to information to a large group of people. For example, if you want to share a syllabus and a book list, you could put that info into document and set the visibility to anyone with the link. Documents in this category are generally not indexed by search engines, but they may show up in search results if the Google Doc URL appears on another webpage that is indexed. Public on the web Set a Google Doc to public if you want to make it publicly available to anyone. Public documents may get indexed by search engines, can show up in search results, and anyone who finds the web address of the document can access it. If you also select the Allow anyone to edit option, anyone that finds the document will also be able to edit your document. This is a great setting if you are trying to get the word out about something happening in your school or district. For example, you could create a flyer for a school event, save it as a public document, post a link to it on your blog, and maybe ask other teachers or students to do the same. Note: There are sharing limitations on Google Docs. You can explicitly share a Google Doc or file with 200 viewers and editors (combined), or you can make your Google Doc available to anyone by changing its visibility option. Only 50 people can edit and view a document, spreadsheet, presentation, or drawing at the same time. Additional users will still be able to view the item, but they will not be able to edit it, and they will not be visible to others working on the item. When sharing a file with a large number of viewers, the best course of action is to use the Publish to the Web option for Docs, Sheets, Slides, and Drawings. Share and access Google Docs in your school trained/docs suite/basics.html 9/52

10 You can share a syllabus document with another teacher and give them edit access to make changes. You can then also share the document with your students, giving them only view access where they are unable to make changes. To add specific editors and viewers: 1. Open the Google Doc you want to share. 2. Click Share in the upper right corner of the document. 3. At the bottom of the Sharing settings window, under Add people, type the addresses of the people you want to share with. You can add a single person, multiple people, or even choose from a list of your contacts. 4. To the right of the list of names, choose Can edit, Can comment, or Can view from the drop down. trained/docs suite/basics.html 10/52

11 5. Two quick options to consider: By default, people who can edit your Google Doc will also be able to share it with additional people; you can remove that ability by clicking Change next to Editors will be allowed to add people before you click Share By default, everyone you share a Google Doc with will get an invitation ; if you would rather not notify them, uncheck thesend notifications box; they will have access the next time they sign in 6. Click Share. When you share the document with an individual directly, the document will appear in their Incoming trained/docs suite/basics.html 11/52

12 folder in Google Drivewith the document name bolded. If you selected to have an notification sent, the individual will receive an message with a link to the shared document: trained/docs suite/basics.html 12/52

13 Share Documents with Google Groups Sometimes you want to share documents with specific groups both inside and outside your school a department, a class, a grade level, club, or any other type of group. Instead of having to enter names individually for every document, you can take advantage of groups in Google Apps. Sharing with a group follows the same steps as following an individual--simply use the unique group address. You can assign whether the group has edit or view access. Note: the access level is the same for every member in the group. To learn about creating a Group, check out more in the Support Center. In both of these options, you will need to share the link with your school for them to be able to access the document it will not automatically appear in their doclist. The sharing limitation for viewing the document does not apply with visibility settings, however, the limitation for editing a document still applies. Share Google Docs outside your school To share Google Docs with individuals or groups without an Google Apps account, your domain administrator must enable the setting to allow sharing outside your school domain. If your domain administrator has enabled the setting to share outside the domain, then you will be able to share just as you would with any other individual or group. You may see a warning if your domain administrator has selected this to appear: trained/docs suite/basics.html 13/52

14 If your domain administrator does not allow you to share outside your school Google Apps domain, you will see an error message if you enter in an address that is not associated with your domain: Embed documents into a blog or website In addition to publishing Google Drive documents as a webpage, you can also access a snippet of code to embed a published Google Doc onto your blog or website. If you are using Google Sites, you can always insert Docs, Sheets, Slides, and Forms directly from the Insert menu. To embed the doc in a website or blog, you can find the embed code for a document by following these steps: trained/docs suite/basics.html 14/52

15 1. Open the document you would like to publish. 2. Click the File drop down menu on the top right of the page and select Publish to the Web 3. If you have not already published your document, click the Start publishing button. 4. Beneath the Document link box is the embed code. Copy and paste this code onto the appropriate part of your blog or site. Lesson 3 Editing and Formatting Options in Google Docs (25 mins) Google Docs, Sheets, Slides, and Drawings have a number of options for editing and formatting content. In this lesson, you learn about the editing and formatting options that are available across all of the productivity apps. trained/docs suite/basics.html 15/52

16 Edit a Google Doc To edit a Google Doc that you own or have edit permissions on, click on the doc in Documents List view on the Docs, Sheets, or Slides home page. The Google Doc will open, and you can immediately begin editing it. Copy and paste in Google Docs Google Docs is designed to let you copy and paste text and images between all of your online docs even if you are going from one Google Doc type to another. This can be useful for collecting information across a variety of media or the process of outlining and drafting in a document, while moving content over to a presentation. There are two ways to copy and paste: keyboard shortcuts and the web clipboard menu. Check out the Support Center for more information on copy and paste in Google Docs. Text formatting You can format text the same way in each app from the Format menu: Format text including Bold, Italic, Underline, and Strikethrough Align text Right Center Left trained/docs suite/basics.html 16/52

17 Justified In Docs, Slides, and Drawings, there is a formatting toolbar. This toolbar includes the following options: Font (available in Format menu in Sheets) Font size (available in Format menu in Sheets) Bold, Italic, and Underline Font color (see picture below) Insert link Insert comment Align paragraph trained/docs suite/basics.html 17/52

18 Align spacing Numbered list Bulleted list Decrease indent Increase Indent Clear formatting To see which menu option corresponds to the text you are using, simply click the text in your document. The color on the text color and highlighted color menus will reflect the color you are using. If you click the drop-down menus, the color in use will have a check mark next to it. Paint format tool Google lets you copy the formatting you have applied to a specific section of text to another section using the paint format tool. If you are familiar with the paint format tool in Google spreadsheets, this works in a similar manner. To use this tool, select the text that is formatted in the way that you want to copy. Then, click the paintbrush icon in your toolbar, and select the text to which you want to apply the formatting. The formatting from the original text will be copied to the selected text. To change the formatting in multiple places within your document, double-click the paintbrush icon. You will enter a mode that lets you highlight multiple text selections, and apply the same formatting to each selection. When you are done applying formatting to these selections, click the paintbrush icon trained/docs suite/basics.html 18/52

19 again to turn it off. You can also use the paint format tool with keyboard shortcuts. Ctrl+Option+C will copy the formatting of the text you have selected, and Ctrl+Option+V will apply any copy that formatting to a different text selection. Paragraph formatting Docs, Slides, and Drawings has standard selections for line spacing, paragraph alignment, and lists. If you would like to change the spacing of the document, follow these steps: 1. Click the line spacing button on the far right of the toolbar. 2. Select an option from the menu. trained/docs suite/basics.html 19/52

20 If you would like to change the alignment of a paragraph, place your cursor somewhere in the paragraph and click one of the alignment buttons. Start a numbered or bulleted list by clicking on one of the list icons. Add images You can enhance your document by inserting images. Google Docs also lets you choose to display the image inline with text or in a fixed position. 1. Click the Insert drop down menu from the toolbar and select Image. trained/docs suite/basics.html 20/52

21 2. Depending on what image you would like to add to the document, click one of the options below, and follow these instructions: Upload: Choose an image from your computer and click the Upload button; alternately, you can drag an image from your desktop if your browser supports this function; this feature is available only in the latest versions of Chrome, Firefox, and Safari Take a snapshot: Use your webcam to capture an image to use in your document By URL: Type the URL of a an image from the Web and click Select Your Albums: Your Picasa web albums will automatically be displayed when you select this option; you can then scroll through an album to find the image you are looking for Google Drive: If you have images stored in Google Drive, then you can easily insert them into your trained/docs suite/basics.html 21/52

22 document Search: Enter a search term to find an image using one of the image sources below; once you have found what you were looking for, click the image and the Select button and choose to search with: Google image search Life Magazine image archives Stock images Add images to your docs from a high quality stock photo gallery Simply go to Insert > Image, select Search, then Stock images, and then search for the images that you want trained/docs suite/basics.html 22/52

23 Drag and Drop Images Images can also be inserted into Google Docs directly from your desktop through drag and drop. This feature is a great time saver! For now, you can use image drag and drop with the latest versions of Google Chrome, Firefox, and Safari. trained/docs suite/basics.html 23/52

24 Insert links Auto-Link When you type something that documents recognizes as a link, it will become a link automatically. Try typing docs.google.com, or an address in a document to try it out. If you do not want your text to be a link, you can undo the auto-linking by pressing Ctrl + Z (Cmd + Z on a Mac). And if you think you will never want automatic link detection, you can disable it by opening the Preferences dialog from the Tools menu. trained/docs suite/basics.html 24/52

25 Lesson 4 Refining the Feedback Process with Comments (20 mins) Comments and notifications Comments are useful for the feedback and revision process of drafting a document, as teachers or peer editors can add ideas or questions without disrupting the contents of the document. You can highlight as many or as few words you want to begin a comment. To add a comment to your document: trained/docs suite/basics.html 25/52

26 1. Place your cursor or highlight the text where you would like your comment to appear. 2. From the Insert menu, select Comment. 3. You can also use the keyboard shortcut Ctrl + Alt + M (Cmd + Option + M for Mac) to insert a comment. 4. Type your comment in the box that appears to the right of the document. Work with Comments After inserting a comment, there are two places you can work with it inside the document: within the comment or in the comment stream, accessible from the Comments drop-down menu in the top right of your document next to the Share button. trained/docs suite/basics.html 26/52

27 You can reply to a comment with a new post, edit or delete a previous comment you have inserted, and resolve the discussion to remove it from the document. Resolving a discussion removes the discussion from the document, but resolved threads will always be available under the Comments drop-down menu. Note: When another user responds to your comment, you receive an notification. If you respond to this , your response will appear as a reply to the comment you received. Document comments From the Comments drop-down menu, you can review all comments, including those comments that have been resolved. From this menu, you can also change the notification settings for comments. trained/docs suite/basics.html 27/52

28 Sometimes it can be cumbersome to have to scan through your document to view all comments. If you click the button, you can keep track of all comments throughout the document, including those that have already been resolved. In this view, you can also make comments about the entire document. Notifications and engaging with others Comments are most useful when you leave them for others to review. You can easily target your comments at particular students, respond to comments from within , and easily keep track of the comments people leave in your document without having to continuously return to the document. Add others to a comment You can easily add others to a comment by typing+ followed by a contact s name or address into a comment. For example, you would type +johndoe if my contact was johndoe@myschool.org. Your contacts will auto-populate when you start typing. trained/docs suite/basics.html 28/52

29 Adding someone to a comment will them a notification containing the comment thread. If that collaborator does not want notifications, they can always mute or change their notification settings from a link at the bottom of a notification for the doc. Clicking the word Change will open a new browser tab or window with your options for notification for the doc. If you have been added to a comment and are not receiving notifications, you may want to check your spam folder. trained/docs suite/basics.html 29/52

30 Adding someone in a comment can also assist you in managing your Google Docs: Adding others to comments can allow you to easily ask someone for input in a doc, without having to them with a long This way they are notified about the comment, can join the doc, and become instant collaborators Note: Adding someone to a comment will not add them to the sharing settings of the document. If you add someone to a comment who does not have viewing or editing rights to the document, they will not receive a comment notification in their inbox. Resolve a comment When a comment has been resolved, you can close the comment by doing the following: 1. Select the relevant comment. 2. Click Resolve in the top right corner of the comment. If you want to see a comment that you have closed, you can find it by clicking Comments in the top-right corner of your file. You can reply to a comment directly from the box or reopen a closed comment by clicking Re-open in the top-right corner of the comment. Change discussion notification settings You can control your comment notifications. Click the Comments button, then click Notifications. Lesson 5 Accessing Google Docs Offline (15 mins) Overview You can access files on your mobile device even when you have no Internet connection by setting up offline access in the Google Drive, Docs, Sheets, and Slides apps. You can also edit documents, spreadsheets, and presentations offline in the Docs, Sheets, and Slides apps. Note that while all trained/docs suite/basics.html 30/52

31 spreadsheets can be viewed offline, only spreadsheets created in the new version of Sheets can be edited offline. You are able to view Google Docs, Sheets, and Slides even when you do not have an Internet connection. You are also able to edit Googledocuments offline. This is particularly useful when you are on an airplane, train, or anywhere without a connection to the Internet. Here are some important notes about using Google Drive and Google Docs when you are offline: You will need to enable offline access for Google Drive and each Google Docs app you have installed to start accessing your documents, spreadsheets, presentations, and drawings, without an Internet connection Offline access is only available in the Google Chrome web browser on your computer or Chromebook Offline access is available only for Docs, Sheets, Slides, and Drawings You can edit and create new documents, spreadsheets, and presentations while you are offline You will need to allow offline access separately on each computer where you want to view your Google Drive offline Offline access is not currently available for every part of your Google Drive. The table below indicates what you are able to view and edit while offline. trained/docs suite/basics.html 31/52

32 Use Google Drive offline securely Offline access is allowed on a computer-by-computer basis. In other words, you must allow offline access for each individual computer where you would like to view your documents and spreadsheets without an Internet connection. Offline copies of your documents and spreadsheets will be synced to each computer where you have enabled Google Drive offline. Anyone with access to a computer with offline access enabled will be able to view all of your synced documents and spreadsheets when they open Chrome. To help protect the security of your data, we strongly advise that you do not allow offline access on public or shared computers. Instead, allow offline access on personal computers where only you have access, and where your access to the computer is password protected. trained/docs suite/basics.html 32/52

33 Allow offline access for your computer To enable offline access on your computer: 1. Navigate to 2. To turn on offline access using the new Google Drive, click the Settings menu in the upper right. 3. Click Settings. 4. In the Offline section, check the box next to Sync your work to this computer so that you can edit offline. 5. This will also enable offline access on any apps you have installed, such as Docs, Sheets, or Slides. 6. It will take a little while for your Drive to sync with your computer, but eventually you should have offline access to all of your Google Docs. trained/docs suite/basics.html 33/52

34 Lesson 6 Printing Google Docs (15 mins) Print and print preview Sometimes it is useful to have a hard copy of a Google document, like if you need to hand in a report to your principal. Print in Chrome When you print in Chrome, your Google document will print exactly as it appears in Google Drive. Because of this, there is no Print preview option. When your document is ready to print, follow these steps: 1. From the document you would like to print, select File > Print. 2. A dialog box for your printer and print settings will open. 3. When you are ready, select the Print button. Print preview and print in Firefox or Safari To preview how your document looks before you print it, go to the File menu and select Print preview. This will generate a preview of what your document will look like when it is printed on paper. If you like what you see, move on to the following steps to print the document. Or, you can go back to editing. To print a Google document in Firefox or Safari, follow these steps: 1. From the document you would like to print, select File > Print. 2. A PDF file containing your document will automatically download. When the download completes, open the PDF file. 3. In your PDF viewer, go to the File menu and select Print. 4. A dialog box for your printer and print settings will open. trained/docs suite/basics.html 34/52

35 5. Select the Print button. You can also download a document to another file format, and then print that file. To download a document, follow these steps: 1. From your document, to the File menu and navigate to Download as 2. From the Download as sub menu, select the file format you would like to download your document to. 3. Find the downloaded file on your computer, and open it. 4. Print the downloaded file. Page Setup If you would like to change your page settings before printing, follow these steps: 1. Choose Page Setup from the File menu. trained/docs suite/basics.html 35/52

36 2. In the Page setup dialog box, you can choose how your document will appear with the following specifications: trained/docs suite/basics.html 36/52

37 Page orientation: landscape or portrait Paper size: Letter (8.5 inches x 11 inches), Legal (8.5 inches x 14 inches), or A4 (210mm x 297mm) Margins: top, bottom, left, and right Page color 3. Once you have selected your specifications, click OK at the bottom of the settings window. Print Sheets There are several print options for Sheets as noted below. Print your Sheet as a PDF Choose the File menu and select Print. Select formatting options from the Print settings window and click the Print button. A PDF of your Sheet will appear as a preview and a print dialog window will allow you to choose standard print options such as the printer to use, sizing options, and more. trained/docs suite/basics.html 37/52

38 Export your spreadsheet to an.html file Choose the File menu and mouseover the Download as option. Select.html. This opens your spreadsheet in a new browser window. Then, print from your browser's File menu by selecting the Print menu option. Format your printed Sheet When printing your Sheets, you have several options to format the printed version of your Sheet. Note: These options are only available if you print your spreadsheet as a PDF. Print one sheet, all sheets, or a selection in a single spreadsheet trained/docs suite/basics.html 38/52

39 If you choose to print a selection, the printed selection is the range of cells you selected before opening the Print Settings dialog Adjust the size to Fit to width or Actual size Choose either a Landscape or Portrait layout Select your paper size from the drop down list Check the boxes in the Options section to repeat row headers, print without grid lines, include the document title, include sheet names, or include page numbers on your printed copy Lesson M Using Google Docs on Tablets and Mobile Devices (30 mins) If you primarily access Google Docs in your classroom with Android devices, Chromebooks, or ios, you can access Docs, Sheets, Forms (Chromebook only), Slides (Chromebook and Android only), and Drawings (Chromebook only) through Google Play for Education for Android, the Android Play Store, the Chrome Web Store, and the itunes App Store. There are individual apps for Drive, Docs, Sheets, and Slides for Android and ios, with Slides only being available on Android. Keep in mind that only Forms and Drawings can be created and edited on Chromebooks, not Android or ios, and the Chromebook must have an Internet connection. Google Docs on tablets and mobile devices Minimum requirements for Google Docs on a mobile browser Depending on the mobile device and operating system you are using, you might be able to access, view, or edit your Google Docs through your mobile browser. You will also be able to access, view, and share files that you have uploaded to Google Docs. Check out our Support Center for Android and ios requirements. View trained/docs suite/basics.html 39/52

40 Users can view Google documents, spreadsheets, presentations and drawings on the mobile browser of most phones that support HTML. Google also supports viewing other file types through the Documents List on a mobile browser. Edit Users can edit Google documents and spreadsheets on a mobile browser if they are using one of these devices and operating systems: Android devices version 2.1 and above iphone and ipad devices with ios 3.0 and up Mobile browsers on earlier Android platforms such as Eclair may work, but these are not fully supported for Google Docs Supported languages Google supports mobile editing in many languages using Android and ios devices. To learn more about the languages available and how to set the language, check out the Support Center. Edit a Google document in a mobile browser Edit text To edit a document in a mobile browser, open it from the Documents List. Then, press the Edit button in the toolbar at the top of the document. Touch the part of the document you want to change, and the mobile device s keyboard appears. trained/docs suite/basics.html 40/52

41 Google relies on your mobile phone to input text, so depending on the phone you have, you might be able toenter text by speaking. Speech to text transcription On Android and ios, you can use speech-to-text conversion to enter text. To speak to enter text on Android Devices: 1. Touch a text field, or a location in text you have already entered in a text field. 2. Touch the Microphone on the onscreen keyboard. trained/docs suite/basics.html 41/52

42 3. When you see the microphone image, speak what you want to type. Say comma, period, question mark, exclamation mark, or exclamation point to enter punctuation. (Spoken punctuation is supported only in English at this time.) When you pause, what you spoke is transcribed by the speech-recognition service and entered in the text field, underlined. You can touch the Delete key to erase the underlined text. If you start typing or entering more text by speaking, the underline disappears. To improve processing of your voice input, Google may record a few seconds of ambient background noise in temporary memory at any time. This recording remains on the device only fleetingly and is not sent to Google. To speak to enter text on an iphone or ipad 1. Touch a text field, or a location in text you have already entered in a text field. 2. Touch the Microphone on the onscreen keyboard. 3. When you see the microphone image, speak what you want to type. 4. Click Done when you are finished speaking. Say comma, period, question mark, exclamation mark, or exclamation point to enter punctuation. Copy, paste, and select You can use the editing tools available on your mobile device for selecting, copying and pasting text when editing your Google documents. For example, you can copy and paste text from Google documents into another phone application and vice versa. About text formatting When you edit the text of a document on your mobile browser, you will notice that even complex formatting is preserved. trained/docs suite/basics.html 42/52

43 These formatting options will not change when you edit a document on a mobile browser: Ordered and unordered lists Bold, italics, underline Text size Text color Heading styles Currently, Google does not support web fonts in the mobile browser version of Google documents. Web fonts will be preserved when you open the document on your computer. Access Google Docs on a mobile browser You can access your Google Docs on specific mobile devices. To get started, point your mobile browser to Here is what you can do from the Documents List in a mobile browser: Search for files and Google Docs Sort your docs by Name, Last Modified, and Last Opened Narrow your docs by Owned by me, Starred, Document type, or Collections Star docs Select multiple docs trained/docs suite/basics.html 43/52

44 Open and view a file When you open a document from your mobile browser, you will access the Mobile view by default. However, you can switch to the Desktop view at any time by clicking Desktop at the bottom of the screen. Desktop view is not available for Google spreadsheets. After selecting the file you want to open, you will see a preview. You can browse through the multiple pages of your file by clicking the arrow keys in the toolbar above the document. You can also zoom in and out of the preview, using the magnifying glass buttons in addition to the toolbar. trained/docs suite/basics.html 44/52

45 Supported file types If you are using Google Docs from the mobile browser on an Android or Apple device, you can view the following file types:.pdf,.ppt,.doc and.docx. You do not need to download the file, you can easily scroll through the Google Doc and zoom in and out using the viewer. Edit a spreadsheet on a mobile browser To edit a spreadsheet in a mobile browser, open it from your Documents List. When you access a spreadsheet from a mobile browser, we will show it to you in mobile view. From here you can edit particular cells by selecting the Edit link for the relevant row. trained/docs suite/basics.html 45/52

46 Create a Google Doc in a mobile browser You can create and edit your Google document on specific mobile devices. It is only possible to edit a Google presentation in your mobile browser by going to desktop view. Not all mobile browsers support desktop view, and your editing experience may be slower as a result. To create a document or spreadsheet: 1. Touch the icon on the far right of the toolbar above your Documents List. 2. From the drop down menu, select the type of Google Doc you want to create. trained/docs suite/basics.html 46/52

47 3. Type a title. 4. Touch the Create button. Google Docs Mobile on Firefox for Android: Google Docs Mobile on Safari for ios: trained/docs suite/basics.html 47/52

48 To edit a document, open it from your mobile Documents List. Then, press the Editbutton in the toolbar at the top of the document. Collaborate on documents in a mobile browser In a mobile browser, you can share your docs and collaborate with others - whether they are using a computer or another mobile device. How to share To share, select one or more docs from your mobile Documents List, press the Share button, and select the Share option. You can also Get the link to share for public or unlisted docs, or a Google Doc as an attachment. All of the sharing and visibility settings on your mobile device are exactly the same as they are on your trained/docs suite/basics.html 48/52

49 computer. How to collaborate In your mobile browser: Google automatically takes care of keeping your document up-to-date. You can keep an eye on the status of changes from the menu above the editing space. Here you will be able to tell if and when a collaborator last made changes. Your document will automatically refresh as collaborators makes changes, but you can also press the Refresh button on the menu bar. Similarly, when you have made changes, Google Drive automatically saves the changes to your document as you add them. You can also save by pressing the Save button. On your computer: When you are working in the desktop version of Google documents, you can also continue to collaborate with people who may be using a mobile device to access a document. However, unlike other desktop collaborators, you will not see mobile collaborators in the chat window. Also, when mobile collaborators add text, you will not see the presence of their cursor, though their text will be added in real-time. The other collaborative components of Google documents, such as revision history, will function as trained/docs suite/basics.html 49/52

50 usual. Print a Google Doc from your mobile browser You can print your Google documents and spreadsheets from your mobile browser using Google Cloud Print. Set up Cloud Print Before you begin, be sure you have set up your printer to work with Google Cloud Print. When you use Google Cloud print from your mobile browser, your document or spreadsheet will be printed with your printer's default settings. for Education trained/docs suite/basics.html 50/52

51 Print a document or spreadsheet Be sure you are using a supported browser, and navigate to drive.google.com from your device. To print a spreadsheet, press the Print link at the top of your spreadsheet. To print a document, press the drop-down menu to the left of the Edit button, and mark the Print option. Next, follow the instructions on the screen to select the printer you would like to send your document or spreadsheet to. To learn more about utilizing Google Cloud Print to print a spreadsheet from your mobile device, check trained/docs suite/basics.html 51/52

52 out the Support Center. Self-Check Questions 1. Only the owner of a Google Doc can give editing rights to others in a document. True False Next Check Answer Question 1 of 5 Google Certified Teacher The Google Certified Teacher program is designed to recognize innovative educators from around the world. Discover what it means to be a Google Certified Teacher. trained/docs suite/basics.html 52/52