October 15. Tips for. Google Drive. Tips to expand your sharing and collaboration capabilities. Training

Transcription

1 Tips for Google Drive October Google Drive Tips to expand your sharing and collaboration capabilities

2 Tips for Google Drive Learn tips to improve your sharing and collaboration capabilities. Page 2 Table of Contents Tip: Use Discussions to easily communicate and collaborate on a document... 3 Tip: Manage your Comments... 4 Tip: Set Discussion notification settings... 4 Tip: Publish and Embed Google Documents... 5 Tip: Publish and Embed Google Presentations... 6 Tip: Publish Google Spreadsheets... 7 Tip: Publish and Embed Google Drawings... 8 Tip: Embed a Chart... 9 Tip: Create a Form from a Spreadsheet Tip: Add a progress bar to a multi-page Form Tip: Add data validation to a Form Tip: Print Google Forms Tip: Use Keyboad Shortcuts Tip: Use the Research Tool Tip: Use named and protected ranges Tip: Insert special characters by drawing them Tip: Launch desktop applications from Google Drive in Chrome Tip: Type with your voice... 18

3 Page 3 Tip: Use Discussions to easily communicate and collaborate on a document Discussions allow you to leave a comment on a specific text for comment at a later date. There are several different features to use with Discussions Enter a + sign in front of an address and it will send the comment the person s inbox Click Resolve to resolve the conversation Click Reply to a notification and enter in text and the text will appear in the document Click Edit to edit your comment Click Delete to delete your comment

4 Tip: Manage your Comments Use the Comments tab to edit, delete, and more for all of your comments Page 4 Click Comments. Then use the features to manage your comments Click the small down arrow to manage your comments Tip: Set Discussion notification settings Tailor your Comment notifications so you get the updates you want. First click Comments then Notification settings. Then select which actions you wish to receive notifications for.

5 Page 5 Tip: Publish and Embed Google Documents Publishing and embedding are two of the most common ways of sharing your documents. Publishing a document will place the document on its own webpage. You can then provide a link to the published document. All changes that you continue to make on the document can be updated in this Published document. To embed a document, you will place a piece of code called html into a webpage. First click File, then Publish to the Web Then, click Start publishing. Keep in mind, publishing a doc does not affect its visibility option. This means, if the doc is private to you only-only you will be able to see this published doc. If the doc s visibility option is only to people within your organization, then only people within your organization will be able to view the published doc. Every time you publish a document, you ll be asked to confirm that you want to publish this document. Copy the link, then send it to people, or create a hyper link (see lesson 4) so people can view the document. Copy and paste this Embed code into a webpage. Be sure that you are using the HTML view of the webpage when you insert the code.

6 Page 6 Tip: Publish and Embed Google Presentations Publishing and embedding are two of the most common ways of sharing your documents. Publishing a document will place the document on its own webpage. You can then provide a link to the published document. All changes that you continue to make on the document can be updated in this Published presentation. To embed a document, you will place a piece of code called html into a webpage. Click File then click Publish to the Web If you want, you can require that the viewer must sign in with their organizations Google Apps account for better security. Copy the link, then send it to people, or create a hyper link (see lesson 4) so people can view the document. Copy and paste this Embed code into a webpage. Select the Presentation size that you will be using. Be sure that you are using the HTML view of the webpage when you insert the code.

7 Page 7 Tip: Publish Google Spreadsheets Publishing is one of the most common ways of sharing your documents. Publishing a document will place the document on its own webpage. You can then provide a link to the published document. All changes that you continue to make on the document can be updated in this Published spreadsheet. Currently, embedding is not available for Google Spreadsheets. You can, however, embed a Chart, presented later in the Tips for Google Docs. Click Start publishing. Then confirm that people can view All sheets, or select specific sheets to publish. Click File then Publish to the web. If you want, you can require that the viewer must sign in with their organization s Google Apps. Copy the link, then send it to people, or create a hyper link (see lesson 4) so people can view the document.

8 Page 8 Tip: Publish and Embed Google Drawings Publishing and embedding are two of the most common ways of sharing your documents. Publishing a document will place the document on its own webpage. You can then provide a link to the published document. All changes that you continue to make on the document can be updated in this Published drawing. To embed a drawing, you will place a piece of code called html into a webpage. Click File, then Publish to the Web Select if users need to sign in with their Google Account, click Start publishing Select the link or copy and paste this Embed code into a webpage. Be sure that you are using the HTML view of the webpage when you insert the code. Select the correct image size

9 Tip: Embed a Chart To embed a chart, you will place a piece of code called html into a webpage. This is an efficient way to share data that was collected from a spreadsheet. Page 9 Once a chart is inserted into your spreadsheet, click the title of the chart (in this example it is chart 1 ) then click Publish chart. Copy and paste this Embed code into a webpage. Be sure that you are using the HTML view of the webpage when you insert the code. When finished, click Done.

10 Page 10 Tip: Create a Form from a Spreadsheet If you started with a Spreadsheet only to realize that you really needed a Form, don t worry. Google Forms and Google Spreadsheet, while listed as separate document types, are really part of a whole: collecting and analyzing data. Click Form then Create a form. The titles of the Spreadsheet now become the text entry fields. You can now edit a form with all the skills developed in lesson 8.

11 Page 11 Tip: Add a progress bar to a multi-page Form Add a progress bar to your Google Forms so that respondents know how far along they are in completing the form, such as with surveys and quizzes. Note: the progress bar is based on which page the respondent is viewing, not the number of questions answered on a page. Therefore, you can better leverage the progress bar option when making multi-page forms. Percentage of pages completed visible in live forms. Page numbers visible in form editing mode. To add a progress bar, check the Show progress bar option in the Form Settings tab. The percentage completed is based on which page is being viewed out of the total pages in the form. The number of pages in a form is usually only seen by the form editor while editing a form. Tip: Add data validation to a Form Ensure respondents provide the correct type of data in your forms, be it an address, a minimum number of selected checkbox answers, a zip code, or more. Google Forms displays a customizable warning message when the wrong data is entered for these questions. Question type Data type Examples Text Number, Text, Regular expression Range of numbers, address, URL Paragraph text Text, Regular expression Character count Checkboxes Number of answers At most 3

12 Step 1 Select one of the question types that offers data validation. (Text, Paragraph text, or Checkboxes) Page 12 Step 2 Click the Data validation option to display the settings. Step 3 Click the check box to activate data validation. Step 4 Select the appropriate settings.

13 Page 13 Tip: Print Google Forms To collect data offline, print paper copies of your Google Forms in a fillable format using the print button. Online Form Printed Form Step 1 From the form editor, click the Print button (or click File and then Print ). Step 2 Customize your print settings, then click Print.

14 Page 14 Tip: Use Keyboad Shortcuts Keyboard shortcuts are available from every Google Docs page. Use the reference to speed up your use of Google Docs. From any type of Google Docs page, click Help then click Keyboard shortcuts. This will open a page with the keyboard shortcuts that are available for that document type. Tip: Use the Research Tool Use the Research tool within Google Documents to easily conduct research and add images to your Google Documents. First click Tools then Research. Use the tools to insert images, look up information, quotes, and insert graphics into your documents. Use the research tool to easily improve the quality of your documents.

15 Tip: Use named and protected ranges If you are sharing a spreadsheet with many people, you may want to protect specific ranges from being visible or modified. Page 15 Step 1 When editing a spreadsheet, select ranges you d like to protect. Step 2 Enter in a name and select protect. Then click Done. Click Data, then click Named and protected ranges. Step 3 This will open the sharing settings. Select the other people you d like to be able to view or edit this range. Step 4 Click Edit, then select Modify permissions to change the permissions. Click Save changes when done.

16 Page 16 Tip: Insert special characters by drawing them Step 1 There are hundreds of symbols available to help you add graphical elements like arrows, shapes, and non-latin characters into Google Docs, Slides, and Drawings. To make it easy to find the right character, use keywords, or the free form input. Step 2 Click the Insert menu, and select Special characters. In Slides and Drawings, your cursor must be in a text box. Search for a character using keywords, or by clicking and drawing the character inside the free form box. Step 3 Hover over a character to view it. Or click it to insert.

17 Page 17 Tip: Launch desktop applications from Google Drive in Chrome You can launch desktop applications installed on your computer when you open non-google files stored on Google Drive. Make your edits in the application, then save back changes to Google Drive which will sync across all your devices and other collaborators automatically. Make sure you are using the new Google Drive the latest version of Google Drive for Mac/PC To launch desktop applications Step 1 Open Google Drive Step 2 Right-click a file. You can also singleclick the file and click the Menu button. Step 3 Hover over Open with in the menu. To download the latest version of Google Drive for Mac/PC Click the gear icon, then select Download Drive. Follow the instructions for installing Google Drive to your Mac/PC. Step 4 Choose an app to open the file with.

18 Tip: Type with your voice For an easy way to put words on a page, you can type with your voice in a document. This feature may only be available in Chrome browsers. Page 18 Make sure that you are using a working microphone (either built in to your device or connected externally) the Chrome browser Step 1 Open a Google document Step 2 Click the Tools menu > Voice typing. Step 3 A pop-up microphone box will appear. When you are ready to speak your text, click the microphone or press Ctrl + Shift + S (Cmd + Shift + S on a Mac) on your keyboard. Step 4 Speak your text clearly, at a normal volume and pace. See below for more information on using punctuation. Step 5 When you're finished, click the microphone again. Make corrections If you make a mistake while you're typing with your voice, you can move you cursor to the mistake and fix it without turning the microphone off. Correct mistakes while voice typing After correcting the mistake, make sure to move the cursor back to where you want to continue voice typing. You can also right-click words underlined in grey to see a list of suggestions. Use punctuation with voice typing When you are speaking text in a document, there are several phrases you can use to add punctuation to your text: "Period" "Question mark" "Comma" "New line" "Exclamation point" "New paragraph"