Google Docs. PD Learning Network 2014

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1 Google Docs

2 Introduction Welcome to the Google Docs guide, part of a course designed to give you the skills needed to get the most out of using this word processing program for your needs as a teacher. There are lots of great tools out there to make your job as an educator more efficient and effective, and Google Docs is one of those tools. The goal of this guide is to make the journey into using Google Docs in your classroom a friendly experience through stepby-step instruction. The guide will help you gain a vision for using Docs, show you how to use the program, and provide tips for integrating Docs into your classroom instruction and activities. You can find additional materials, such as the full video series, related lesson plans and articles, a note-taking guide, and an end-of-course assessment with the opportunity to earn a certificate of completion, under the Materials tab for this course. To complete the steps in this guide, you ll need: A free Google account Internet connection A computer To get the most our Google Docs, you ll also want to use the Chrome web browser. While this is not a requirement, it is recommended. Check with your school or district s IT department if you aren t sure if you have a Google account. You can also visit to create your own free account if you know you don t already have one. The course is organized into short chapters that are labeled to help you quickly find what you want to learn without having to set aside a large block of time. Practice along with the steps listed in this guide at your own pace to truly master Google Docs. i

3 1 Logging In Accessing the Google Docs requires a Google address and a password. Register for your own free account at if you don t already have one. It s best to have a Google account dedicated to work and another separate account dedicated to your personal information. This will better protect your privacy. Getting Started Go to google.com and click Sign in. Enter your address and password and click Sign in. If you re having any trouble accessing your account, make sure to check with your IT department. A Brief Tour Once you have logged in, click on the app grid in the upper-right corner 2

Check out the amount of storage in the lower-left corner of the screen; this shows how much space you have used and how much space you have left Select Drive, the free online storage system that

files you have access to, and the all-important button: New Creating a Document 1. Click New 2. Select Google Docs 3.

4 Check out the amount of storage in the lower-left corner of the screen; this shows how much space you have used and how much space you have left Select Drive, the free online storage system that Google provides Check out the amount of storage in the lowerleft corner of the screen; this shows how much space you have used and how much space you have left In the middle of the screen are the files you have access to, and the all-important button: New Creating a Document 1. Click New 2. Select Google Docs 3. A new document will be created; click on the words Untitled Document to enter a new name and then select OK (for this example, name it Parent Newsletter) Now that you know how to log in and get started, you re ready for the rest of the course, which covers how to use the different features of Docs and provides practical application tips for the classroom. 3

2 Docs Home Docs is the application, or app, used to open, edit, and create word processing files. This chapter will take a look at an important part of using this app: the Docs Home.

This is the Docs Home: a list of documents that you have created or that have been shared with you and are stored in your Google Drive account.

5 2 Docs Home Docs is the application, or app, used to open, edit, and create word processing files. This chapter will take a look at an important part of using this app: the Docs Home. You ll be able to see this feature in action if you ve already created some docs, or if you ve had some docs shared with you. The Docs Home Click the blue icon in the upper-left corner of the screen. This is the Docs Home: a list of documents that you have created or that have been shared with you and are stored in your Google Drive account. File Organization By default, your files are organized in grid view according to when they were last opened. You can also view your files in a list by clicking the list view icon. Notice that there are a few sections within list view: files you opened today, in the past week, in the past 30 days, and longer than 30 days. To the right of the title, you ll see the owner of the file, the time you last opened the file, and additional options. 4

Within each section, you can see the file type, the file name, and whether the file has been shared with others Within each section, you can see the file type, the file name, and whether the file has

6 Within each section, you can see the file type, the file name, and whether the file has been shared with others Within each section, you can see the file type, the file name, and whether the file has been shared with others (this is indicated by person/people icon). Other Menus Click the three stacked circles to the right of all this information to view the options to Rename, Remove, and Open in a New Tab. Next, take a look toward the top. On the left are three dashed lines. Tap these to view the menu. The menu lists Docs, Sheets, and Slides, and you can switch between viewing those file types here. Below the file types is the Settings menu, which shows a few options, including Offline Sync. If you choose this option, you can download your documents to your computer. Click OK when you re done. Next are the help and feedback options and Drive. Choose Drive to return to the list of all the files stored in your account (not just documents). 5

The icon in the top-right corner is the File Picker, which allows you to search for folders and documents and to upload files.

7 On the far right, you ll see the option to switch back to grid view, and to the right of that are more options for sorting files. Options on the Right Side of Your Screen On the far right, you ll see the option to switch back to grid view, and to the right of that are more options for sorting files. You can sort by the date the files were last modified, last edited by you, or by title. The icon in the top-right corner is the File Picker, which allows you to search for folders and documents and to upload files. Finally, find the blue circle with the white plus symbol in it, which is located in the lower-right corner. This allows you to create a new document. With that overview of the Docs homepage, you are ready to create and start editing files. 6

8 3 Creating a New Doc Get your document started by following the steps provided here. You ll create a doc, add some text, and learn about saving. For this example, you ll be creating a classroom newsletter. Creating a Document You can create a new doc in a couple of ways: 1. Open Google Drive, click the New button, and choose Google Docs 2. If you are already in Docs Home, click the blue circle with the plus symbol inside of it Either way, a new untitled document will open. The new doc will need a name, so click on the existing title in the upper-left corner and rename the file Classroom 7

9 Newsletter - Week 12. Click OK when you re done. Notice the word Editing and the pencil icon in the upper-right corner. This indicates that you are in editing mode and can make changes to this file. Find out more about this and other modes in a later chapter titled Modes. You won t see Save when you go into the File menu because Docs takes care of saving while you work. Starting Off Your Document and Entering Text Next, begin adding some text into your example, but don t worry about formatting it yet. Start with the idea that you are crafting a newsletter to help increase your communication with parents. You can create a curriculum spotlight, a list of homework assignments, a list of upcoming activities, and an area for contact information. Docs will save your additions automatically as you work. This is an important feature of Docs, and can take some getting used to. You won t see Save when you go into the File menu because Docs takes care of saving while you work. You are now ready to begin formatting your classroom newsletter. Learn about formatting options in the next chapter about the toolbar. 8

10 4 Toolbar The toolbar has a number of features to help you make quick formatting changes to your document. The Toolbar From Left to Right On the far left, you ll see the print icon, the undo/ redo options, and the paint format tool. The paint format tool is helpful when you want to copy the formatting you have in one area of your document and apply it to another. You can copy font color, size, and style, for example, in just one click, instead of applying those three changes separately. This can be a handy timesaver. Just to the right of the paint format tool is the zoom tool, which allows you adjust how large or small the doc appears while you are working. Next are the Styles options. These allow you to adjust the text style and set different default styles. The section to the right of this offers the ability to change the font style and size as well as bold, italicize, underline, color, or highlight text. Keep looking to the right to find the options to insert a link to a webpage and add comments. Just after that, you ll find the buttons for changing justification, altering line spacing, adding numbered and bulleted lists, and increasing and decreasing indentation. The final option is the clear formatting tool. This will return the text back to its original state no matter 9

11 how many formatting changes have been made. These same options are accessible under the Format menu, but with two notable exceptions: superscript and subscript. In the next chapter, explore some additional formatting elements, such as footnotes, special characters, page numbers, and more. 10

12 5 Additional Formatting The Insert Menu Start by selecting the Insert menu. Skip the top section for now. You ll have a chance to explore those options, including Comment, in other chapters. Adding Footnotes Begin by highlighting a word and selecting Footnote from the Insert menu Notice the footnote is created at the bottom of the page; begin typing to add your footnote. Special Characters Next is the option to insert special characters. The Insert menu offers several additional formatting options, many of which are helpful when working with a document. Choose a letter or space within the document and then choose a character or symbol. This makes working with accented letters a possibility. You can draw a symbol in the box to the right and Docs will provide the characters 11

13 that match it as closely as possible. This can make finding the character you want quick and easy. You can draw a symbol in the box to the right and Docs will provide the characters that match it as closely as possible. Click the X in the upper-right corner and return to the Insert menu. Lines Choose the Horizontal line option to create a perfectly straight line across your document. Page Numbers You can place numbers at either the top or bottom of your pages, which can be a great feature for longer documents. Page Count Select this choice to show the total number of pages in a doc. When used alongside the Page number option, it can help the reader know where they are in a file. Page Break Use this tool when you want to start a new page. This way, you can avoid pressing enter or return over and over again. 12

14 Header and Footer You can insert information, such as your school mascot or contact information, into the header and footer. Table of Contents This would be most useful with a longer document. To add a table of contents, choose Insert, then Table of Contents, and then add your list. The Bookmark tool can help create links from the table of contents to specific sections within your document. The Bookmark Tool The Bookmark tool can help create links from the table of contents to specific sections within your document. Highlight the word or phrase in the body of your document that you want to link to, click Insert and then Bookmark. Next, locate another area, such as the table of contents, and click where you want the bookmark to be placed. Choose Insert, then Link, and then click the triangle next to bookmark. Find the text you want to link to, click on it, then choose Apply. The text with the link to the location you previously chose will be linked. These additional formatting options can help make your document more functional and help you get the most out of Docs. 13

15 6 Images & Drawings You can make your documents come alive by adding images, drawings, and charts to illustrate your thoughts and ideas. Click Insert and notice the options here: Image Link Equation Drawing Table Image This option allows you to insert images you have saved to your Google Drive account. that have been shared with you (which are labeled Incoming), and Recent (a way to organize these same files based on when they were last opened). Click on the images you want to insert and choose Select. Click on the inserted image to view the options to place it In Line, Wrap Text, and Break Text. You have a few viewing options, including List View & Sorting Options on the far right, plus viewing files in My Drive, those 14

16 Link You can add a link by highlighting text, choosing Insert and then Link, and typing or pasting the webpage address desired. Next is the option to add an equation, which is a great option when providing written steps for more complicated math problems. Equation Next is the option to add an equation, which is a great option when providing written steps for more complicated math problems. Make sure to check out the equation options by clicking the triangle next to each. Drawing When you choose Drawing, you ll see plenty of options, including the Actions menu. This menu allows you to: Download your creation as a standalone image Add Word Art Copy your image to the Web clipboard (which allows you to paste the image into another Doc or Drive file) Snap to Grid or Gridlines To the right you ll see some standard tools, such as undo/ redo, zoom, select, and line. The Shape tool provides several options, and below that is the Text tool. You also have the ability to insert an image into this 15

17 Notice that when you [use the select tool], different options appear, such as fill color, line color, line thickness, and line dash. drawing, which is really helpful when you want to annotate an image. Click the select tool and then click on something you have created. Notice that when you do this, different options appear, such as the fill color, line color, line thickness, and line dash. Click Save and Close to insert the image into your document. Our last option to explore is Tables, which will be covered in the next chapter. 16

7 Tables Tables allow you to graphically represent information. For this example, the images will be of a new document called Parent Conferences.

18 7 Tables Tables allow you to graphically represent information. For this example, the images will be of a new document called Parent Conferences. You can create your own document just like this, or go through the steps to create your own table in any document. Creating a Table Before you begin, you need to determine how many columns and rows you need. In the example, you ll see six columns and eight rows. 1. Click the location in the file where you want to place the table 2. Click Table 3. Choose Insert Table 4. Drag your mouse along the top to create six columns 5. Next, drag your mouse down until the numbers read 6X8 and click your mouse 6. Add the days of the week along the top row; you can use the tab key to quickly move to the next cell within the table 7. Along the left side of the table, add the times; you can use the downward pointing arrow on the keyboard to move to the next cell 17

19 You can add additional lines within cell by using the return or enter button on your keyboard. Next, you could add student names and make note of your breaks within the schedule. Table Editing Options You can add additional lines within each cell by using the return or enter button on your keyboard. You can also add and delete rows and columns by clicking a cell and then going to Table and selecting one of the options here. Choose Table properties from this menu to change the border color and width, background colors, alignment, and dimensions; click OK to apply these changes. 18

8 Web Clipboard The Web clipboard is a way to store text and formatting that you wish to repeatedly insert into a document, such as your name and professional contact information.

20 8 Web Clipboard The Web clipboard is a way to store text and formatting that you wish to repeatedly insert into a document, such as your name and professional contact information. This feature is similar to using the copy and paste commands, but with a twist it will store your information for 30 days from the last time you used it. The best way to become familiar with the Web clipboard is to practice using it. Adding to the Web Clipboard To begin, create a new file or open an existing one in which you would like to insert your name, school, grade level or subject area, street address, address and phone number. For example, you might want to add this information to a Welcome to School letter for parents, or in a formal letter requesting a donation of materials for your classroom. 19

Once you have your new file, and your professional contact information written in (or other information you wish to add to the Web clipboard), highlight the area you wish to add to the web clipboard

21 Once you have your new file, and your professional contact information written in (or other information you wish to add to the Web clipboard), highlight the area you wish to add to the web clipboard and choose choose Copy selection to web clipboard. You can add many additional formatted excerpts to the clipboard so that you have a collection of options to choose from when you wish to add a document. You can add many additional formatted excerpts to the clipboard so that you have a collection of options to choose from when you wish to add to a document. The clipboard allows you to save multiple areas of a document to retrieve at a later time. Pasting from the Web Clipboard 1. Open another file in which you wish to place information saved to the Web clipboard 2. Select Edit 3. Choose Web clipboard 4. Choose text from the options listed; Paste as rich text is recommended 20

with the option to View Personal Dictionary when you click the triangle on the right. Click the X when you are done.

22 9 Tools There are a set of additional tools that can provide useful resource for working with your documents. A Tour of Additional Tools Spell Check Begin exploring these by clicking on the Tools menu where the Spelling tool is located. Simply click on the spelling option to begin checking spelling. with the option to View Personal Dictionary when you click the triangle on the right. Click the X when you are done. Research Locate a word or phrase in a document that could be a topic or further research and highlight that word or phrase. There is a tool that will allow you to learn more about the highlighted topic. Choose Tools and then Research. The menu on the right will begin to search the Internet for articles and images. Notice the triangle to the side of those words you can click on that to change all of the misspellings it detects in the document, or click the triangle to the right of the Ignore option to select Ignore All. The last option here is Add to Dictionary, 21

Click any of the links to view more information on the Internet or hover over an image to see it in more detail. The area you may find most helpful is the drop-down menu.

23 Click any of the links to view more information on the Internet or hover over an image to see it in more detail. The area you may find most helpful is the drop-down menu. Locate the triangle and click on it to view two options: the license filter and the citation format. The license filter is great for finding content you can legally use, and the citation filter can be used to select a preferred format, such as MLA or APA. The license filter is great for finding content you can legally use, and the citation filter can be used to select a preferred format, such as MLA or APA. Hover your mouse over any of the webpage results and choose Preview, Insert Link, and Cite as those options fit your needs. Dictionary Need to define a word? Choose the Tools menu and select that option. The research area on the right will appear with the definition inside of it. Word Count Choose this option to view details about your document, such as the word count, number of pages, and character count. Translate Looking to translate your document? Start by using the Translate Document tool. Choose a language and then select Translate. A new 22

document will be created with translated text. Use can use [Preferences] to modify changes that happen automatically when you type in certain character combinations.

24 document will be created with translated text. Use can use [Preferences] to modify changes that happen automatically when you type in certain character combinations. Just a note of caution this tool, like any automated online translation service, can produce errors or unintended meanings. It s best to use this tool as a starting point and then have someone who is fluent in the language edit the file before it is sent or published. Script Editor The script editor is the next tool, and while this is a more advanced topic that falls outside of the scope of this course, you should still check it out if you re interested in building your own online tools to automate routine tasks or solve other challenges. Be prepared, you may need to devote a bit of time to make that happen. Preferences You can use these options to modify changes that happen automatically when you type in certain character combinations. For example, if you type (c), then tap the spacebar, the text will convert into the copyright symbol. In the preferences, you can select this option or add your own. Personal Dictionary Use this feature to add or edit unique words you use, but that the spell check function within Docs doesn t like. For example, you may need to add your last name or the name of your school. 23

25 10 Add-ons Try out some of these nifty programs to save time and complete more complex tasks with Docs. Add-ons are small programs that usually have a single focus and let you do things that Docs can t do on its own. Exploring Add-ons Locate Add-ons in the toolbar along the top of the window. Click this and select Get Add-ons to begin exploring your options. Click All on the far left and choose Education. Each add-on offers some basic information when you click on it. You ll see the price (most are free), some screenshots of the add-on in action, and an overview of what the add-on does. 24

26 Check out EasyBib, and add-on designed to help you or your students format bibliographies and citations. Check out EasyBib, an add-on designed to help you or your students format bibliographies and citations. Notice the average score it has earned from people who have used it, a short video and screenshots about how it works, an overview, and comments from those who have already used it. Using Add-ons Try EasyBib out by clicking the word Free. A new window will appear and the add-on will ask you to give it permission to access your files. Click Accept and then click Add-ons in the menu. EasyBib Bibliography Creator should now be available from that menu. Highlight a section of text to cite. Choose Add-ons, EasyBib Bibliography Creator, and Manage Bibliography to explore the options here. 25

27 Each add-on is a bit different, so if you try out some other add-ons, you ll see different options. Each add-on is a bit different, so if you try out some other add-ons, you ll see different options. Check out some recommended add-ons in the appendix and the materials for this course. Removing Add-ons Want to remove an add-on that you don t use or don t like? Follow these steps: 1. Click Add-ons 2. Select Manage Add-ons 3. Choose the word Manage 4. Click Remove 5. Choose the X in the upper-right corner when you re done 26

28 11 Modes Docs has three modes, each geared to provide the appropriate tools for your purpose. Trying Out Modes Open the document you created titled Parent Newsletter or another document to explore this feature. On the right side is the icon of a pencil and the word Editing. If your browser window is very narrow, you may not see the word Editing. Click on the pencil to view the three modes: Editing Suggesting Viewing Editing You will use this mode most of the time. It is designed to allow you to create, edit, and modify the document. Suggesting When in this mode, you can highlight an area or simply type to make suggestions for changes in a file. These notes are only visible to you and others who are working on the file. The suggestion will show up bracketed, and when you click on another location in the file, the color associated with your Google account shows where your suggestions are located. The suggestion itself can either by accepted (click the checkmark) or ignored (click the X). Note that you can use the three circles to the right of the suggestion to delete it. Replies to suggestions can be made by selecting the suggestion, typing in your response, and clicking the Reply button. 27

Use [Viewing] mode when you want to see what the file will look like when printed or posted online elsewhere. Note that any suggestions made will appear in both Suggesting and Editing modes.

Notice the icon of the eye on the right and the toolbar changes when you enter this mode. Only the tools related to viewing the file are listed.

29 Use [Viewing] mode when you want to see what the file will look like when printed or posted online elsewhere. Note that any suggestions made will appear in both Suggesting and Editing modes. Viewing Use this mode when you want to see what the file will look like when printed or posted online elsewhere. Notice the icon of the eye on the right and the toolbar changes when you enter this mode. Only the tools related to viewing the file are listed. Remember the words that were highlighted when you made a suggestion? Those suggestions are not visible here because they won t print or show up when you post your document online. Move back to the editing mode to continue working on the file. You can work with the suggestions as well once you re back in editing mode. 28

30 12 Sharing and Permissions One of the best features Google Docs has to offer is the ability to share. These tools can make working with others efficient. The Share Button and Adding Collaborators Begin sharing by clicking the word Share in the upper-right corner. Notice the list of options here; you can get a link to the file and share it via or text, or post it on a website or on social media. Next, share the file with others by locating the section labeled People. You can enter the name or address of people you want to share with and compose a short message below. Do not post student data in any form that could be accessed by someone other than the student s school or district personnel, the parents, or the student. 29

Permissions Before moving on, find the very important box labeled Can Edit. This is the permissions section, and you can click on those words to explore permissions in more detail.

31 Permissions Before moving on, find the very important box labeled Can Edit. This is the permissions section, and you can click on those words to explore permissions in more detail. Changing Permissions or Removing Collaborators You can always change a person s permissions by clicking Share in the upper-right corner, choosing Advanced, and then making your desired changes. Remove a person s access by clicking the X on the right side of his or her name. By default, Can Edit is selected. When selected, the person you are sharing the file with can make changes to the file and can share the file with others. The other two options allow you to limit what others can do with your file. Can View allows others to open and review the file and make a copy of it. Can Comment allows for the same actions as Can view, but also allows the person you share with to add comments to the file. They still cannot make changes to the body of the file. Once you have selected the permissions you want, select Send in the lower-left corner. A notification will be displayed toward the top of the screen that says that you have shared the document. Note that once you have shared a file, regardless of the permissions you choose, a copy of the file can be made. It is possible that the person you shared with took the time to make their own copy of the file. 30

32 13 Collaborating and Comments The Docs collaboration tools allow for multiple people to work on the same document, even at the same time! Creating a Template For example, say you are working with your grade level or subject matter peers. To take the parent newsletter and turn it into a template that everyone can use, follow these steps: 1. Open the file 2. Choose File 3. Select Make a copy 4. Rename the copy Parent Letter Template 5. Share it with your team Each person with whom you have shared this file will have the template and will be able to work on the same file. Comments You could work on this file at the same time as others or on your own by using the Suggesting mode, which is covered in the chapter titled Modes, or by using the Comments option. Comments are ways to make suggestions about the file without making any changes to the document itself. After you leave a comment, you will be able to see your message in a bubble/box to the right of the page. To review a comment, click on the box. If you own the document, you can Resolve a comment, which means that you have completed the edits or tasks mentioned in the comment, or you can click the three circles to delete the comment. Click Save or Cancel when you are done. Notice the Reply section below the comment. You, or those you are working with, can add additional comments here. Note that only the owner can resolve comments. 31

33 Take special note of the color associated with each person, since that color will be used to identify that person s work within a file. Collaborating on the Same Document at the Same Time Going off of the parent letter example from the start of this chapter, imagine that you have shared the Parent Letter Template with your colleagues and you all have the file open on separate computers or mobile devices. Take a look in the upper-right corner to see everyone who has the file open. Take special note of the color associated with each person, since that color will be used to identify that person s work within the file. Notice that your colleagues cursors are all in their designated color. While the cursors are different, and there are different people working from various devices, you can all add information to the same file at the same time. 32

34 At any point, you can review all the comments made on the file by clicking the Comments button. ing Collaborators Once last aspect to cover is the option to collaborators. Choose File and then Collaborators to compose a message to those who have access to the file. You can deselect members to whom you don t want to send the message. 33

35 14 Revision History See what changes have been made, revert back to previous versions, and restore versions with revision history. Revision history is a tool within Google Docs that allows you to review all the changes to a document and revert the document to any previous version during its development. A Tour of Revision History With the Parent Newsletter Template open, click on File and move down to See Revision History. The Revision History window will open on the left complete with a list of dates and times when changes were made to the file. Click Show More Detailed Revisions at the bottom to see the full list of all changes to the file since it was created. Next, notice the names of those who have been collaborating on this project. Each 34

36 person has a colored block next to his or her name, and each block corresponds with the changes made. This makes it quick to find and review changes that someone else has made and can be a great way to follow the development of a file, especially if you have students who created files within Docs. If you have an assignment for students, and suspect that someone just copied and pasted information to quickly get through an assignment, you can easily check by reviewing their revision history only one or two edits could be a tip off. Restoring There is one additional feature within Revision History to explore: Restoring. Click on any point in within within Revision History and notice the words Restore this version. Click on that phrase to automatically revert your document to how it was at the chosen point. This can be reversed by clicking on the most recent version and restoring it. Restoring means that you never lose your work. If you make some changes, and then decide that you don t like them, you can return to an earlier version of your document. The Restore option is very helpful if you use the undo button, but aren t getting the desired results. 35

37 Appendix A Introduction Google Account Signup Page Chapter 1 Google Account Signup Page 36

38 Appendix B Chapter 10 Google Docs Scripts & Add-Ons 37

39 38

40 Credits Rich Dixon (author) Director of Professional Learning - Lesson Planet MA- TESOL Multiple Subject Teaching Credential CLAD Certification Jennifer Gibson (author) Director of Content & Learning - Lesson Planet MA - Teaching and Technology Multiple Subject Teaching Credential Adapted to ebook by: Noel Woodward (editor) M. Education Single Subject Teaching Credential Karen Amling (editor) Based on the original EdTech Professional Development video course. 39

Google Sites. Lesson Planet

Google Sites. Lesson Planet Google Sites Introduction Welcome to Google Sites a course designed to provide you with the essentials for using this simple and free tool to create your own website that meets your needs as an educator.