Google+Docs+Overview+-+The+Basics

//Return to Google Apps Page // =__Google Docs: What Is It?__ =
 * Google Docs is a free, Web-based word processing, presentations and spreadsheets program.
 * Unlike desktop software, Google Docs lets people create web-based documents, presentations and spreadsheets that anyone in the group can update from his/her own computer, even at the same time.
 * Instead of emailing around files and having to deal with the confusion and extra work involved in managing different file versions and manually aggregating input from others, anyone in the group can edit the document online from anywhere -- all you need is a Web browser.
 * And, since your docs are all stored safely in Google's servers, you don't have to worry about losing data from a hard drive crash or nasty virus.

Google Docs In Plain English
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= = =__What's It Good For?__ =

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 * Some great ideas from the **Collective Brain at IPA and beyond**: Ways to Use Google Docs


 * From Julia Stiglitz and the Google Apps for Education team:

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=__How Do I Get Started?__ = =//**Access**//= =//**Create**//=
 * Sign in to your Google Account, look for the top menu bar that lists the Google Apps choices -- CHOOSE DOCUMENTS
 * You can UPLOAD files from your computer to Google Docs
 * Can also CREATE NEW (document, spreadsheet, presentation)
 * Your Docs HOME PAGE can be organized by creating COLLECTIONS and labeling each file for that collection.


 * To create a doc:**
 * 1) From your Docs list, select "New" from the upper-left corner.
 * 2) Select which kind of doc you'd like to create: document, spreadsheet or presentation.
 * 3) A brand new version of the doc type selected will open for you, ready to be edited and shared.

=//**Share & Publish**//=
 * To share a doc:**
 * 1) From within the document you'd like to share, click the "Share" tab, in the upper-right corner*.
 * 2) Options: Click ADD MESSAGE to include a message with the invitation. Send a COPY to yourself or PASTE the file into the email.
 * 3) Click "Done"

(eg updates, new information, changes, etc.) || Email as an attachment: Sends an email and attaches the file as a stand-alone document. ||
 * Other share options:**
 * Email Collaborators:Good for messages to the group after the file has initially been shared
 * [[image:Email_Collaborators.jpg width="365" height="188"]] || [[image:Email_as_attachment.jpg width="359" height="285"]] ||

In the "Share" tab you'll notice a couple options below the invite screen that bear further explanation.
 * A note about **__Advanced Permissions__**:
 * **Share Box:** Gives a link to share or can send an email invite. If needed, **CHANGE** the **permissions** on the bottom of the share box to ensure that only the owners can add or remove people.
 * **Who Has Access:** Determines who can search for and access the file. Only allow files to be public if privacy measures have been taken for minors (ie no student last names, no identifying information, etc.)
 * **Share Box** || **Permissions** || **Who Has Access** ||
 * [[image:Share_General.jpg width="316" height="273" align="center"]] || [[image:Share_Settings.jpg width="348" height="171"]] || [[image:Who_Has_Access.jpg width="337" height="276"]] ||
 * Share Option: Publish to the Web with a LINK or EMBED

Choose your **PREFERENCES**

Choose levels of **PRIVACY**

Get publishing **LINK**, **STOP PUBLISHING**, and set embedding options and get **EMBED** code.

=//**Edit and Versions**//=
 * To Edit Docs:**
 * 1) Log in to docs.google.com from any computer with Internet access.
 * 2) Select the doc you'd like to edit from the Docs list.
 * 3) Once it's open, start adding and changing content. All of your changes will be saved and available to your collaborators and viewers almost as quickly as you can make them.


 * Working with version control:**
 * If you don't like the changes you or a collaborator have made on a document, or if you simply want to see the progress of a doc over time, you can do this via the REVISION HISTORY option under the FILE tab.
 * All of your revisions will be listed in order, and you can browse through them at leisure.
 * If you'd like to return to an earlier version, simply click the version box your want then click the "Restore this Revision" link.

=//Organize with Collections//= This collection will now appear in your list of collections, in the sidebar of your Docs list. If you'd like to add one document at a time to a specific collection, simply right-click on the doc title and drag it to whichever collection you'd like, in the Docs list sidebar. If you'd like to add a number of docs to a collection at once, follow these instructions: When searching for a specific doc, there are a few options. > From your Docs list, enter the name of the doc you'd like to find in the search box, near the top. > From your Docs list, on the top select the "Document drop down menu and select the type of file your looking for. > Select either "Trash" from the "All items" section at the top of your Docs list sidebar. At this point, the document is deleted from the Docs list, but remains in your trash, and accessible to collaborators until you empty the trash. To empty the trash, continue with these instructions:
 * To create a COLLECTION:**
 * 1) From your Docs list, click the "New" button in the upper-left.
 * 2) From this list, select "Collection."
 * 3) In the screen that appears, enter the name you'd like for the collection.
 * To add a doc to a collection:**
 * 1) From your Docs list, check the boxes to the left of the docs you'd like added to a specific collection.
 * 2) Drag them to the collection you want.
 * To name or rename a doc:**
 * 1) From your Docs list, check the box to the left of the doc you'd like to rename.
 * 2) Enter your chosen name in to the field provided. Once you click "OK," this new name will be applied to your doc, and will show up for all collaborators and viewers.
 * To find a doc:**
 * To find a specific document quickly:
 * To find a specific type of doc (document, spreadsheet or presentation):
 * To find docs you've put in the trash, or hidden:
 * To delete a doc:**
 * 1) Check the box to the left of the doc you'd like to delete.
 * 2) Click "Action" and select "Move to trash".
 * 1) Select "Trash" from the "All items" section of your sidebar.
 * 2) From the screen that appears, select the docs you'd like to delete and click "Empty Trash" from the toolbar. Only the items you selected will be deleted
 * Once you've deleted a doc, there's no way to retrieve it. It will no longer be accessible by either you or your collaborators.
 * While collaborators on a doc can put it in their own trash, this action won't affect the doc's owner or anyone else working on the doc, and they can't permanently delete a doc.

=__Any Other Good Ideas? __= From Tom Barret (at @http://clifmims.com/blog/archives/2613) media type="custom" key="10677904" width="156" height="156" align="left"