Docs

Chapter 1: Introduction to Google Docs

Table of Contents
Overview of Google Docs
Access Google Docs
Links to Google Docs
Convert attachments to docs from Apps mail
Compatibility
Works for everyone
Import/export options
Advanced import options
Google Cloud Connect for Microsoft Office
Google Docs Offline
Overview
Intermittent Internet connection
Use Google Docs offline securely
Allow offline access for your computer
Sync items to view offline
How to view Google Docs offline

Overview of Google Docs

Offering word processing, spreadsheets, presentations, forms, and drawings, Google Docs
provides an easy-to-use, integrated way for teachers and students to work together on projects,
reports, and more, and to collect and share information in a secure online environment.

Some of the advantages of using Google Docs include:

Anytime, anywhere access

Web-based Google Docs safely stores documents online, making them accessible to authorized
users from any computer or mobile device, whenever they're needed. No need to save files to a
USB thumbdrive, you can always access your files from any internet browser.

Collaboration support Google Docs lets users easily invite others to work on the same
document, at the same time, without the hassle of attaching and sending documents. Sharing
privileges ensure access by only the right people or groups, and allow either editing or read-only
access.

Autosave and revision history Continuous autosave ensures that current work stays safe,
preserving ongoing drafts and edits. A complete revision history makes it easy to review,
compare, or revert to a prior version at any point.
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Shared collections Files and docs that are regularly used by teams or groups stay organized
and up-to-date – without the need to manage and communicate changes.

Templates Ready-made templates covering a wide range of document and report types help
jump-start writing projects. You can also create and publish your own document templates to
establish assignment structures for your students. Templates can be copied with one click and
then modified like any other document.

Access Google Docs

Links to Google Docs

You can access Google Docs from any of your school Google Apps product pages.
1. In the top left corner of any product main page, you will see a list of links.
2. Click Documents.

In addition to the links at the top left of any Google Apps page, you can also access Google
Docs through a custom URL for your school:
1. Type [Link] into your browser address bar. Please
replace [Link] with your school Apps domain name

Convert attachments to docs from Apps mail

When you are using Apps mail, Google will automatically detect supported file types for your
attachments and offer an option to open the attachment using Google Docs, either as a Google
document, spreadsheet, or presentation. When you open the attachment in Google Docs, you
don't need to download the file to your computer and it will be available with the rest of your
Google Docs files.

To automatically convert an email attachment to Google Docs, click the "Open as a Google
spreadsheet" link in the attachment area at the bottom of the message. The document will then
convert in a new window for you to view and edit as you would with any other file in Google
Docs.
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Compatibility

Works for everyone

Because Google Docs is accessed online via a browser, there are very few compatibility issues
that exist when you use installed software. This can save time and simplify the process of
sharing and exchanging files.

Any computer, any operating system Whether you use a Mac, PC, or Linux computer, you
access Google Docs the same way – in your browser. Google Docs works with most modern
browsers. You can start a document on a Mac at school and continue editing it on a Home PC
with no difference in quality or functionality.

No need to install upgrades Google Docs is constantly updating new features, but because it
is accessed online, there is no need to install or upgrade software. Since everyone is always
using the same version of Google Docs, there are no differences in saving or opening files.
When viewing files on a different computer, you won't have to worry about formatting surprises
or compatibility errors.

Latest version Passing around attachments of files via email or external media can cause a
confusion with what is the "latest" version of a file. With Google Docs, you can share one file
which everyone can view and edit.

Import/export options
Google Docs allows you to easily import and store any file format. In addition, with many of the
file formats you have the option to convert the file into a Google Doc for editing and
collaboration. After you're done collaborating and have a finished product, you can even export
the documents out to be used with other word processing, spreadsheet or presentation
programs.

Docs Spreadsheets Presentations Drawings

Import & Microsoft Word (.doc, Microsoft Excel Microsoft Windows

Convert .docx) (.xls, .xlsx) Powerpoint Metafile
OpenDocument text OpenDocument (.ppt, .pptx, .pps) (.wmf)
(.odt) spreadsheet (.ods)
StarOffice text (.sxw) Comma-separated
Rich text (.rtf) values (.csv, .txt)
Plain text (.txt)
HTML (.htm, .html)
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Export Microsoft Word(.doc) Microsoft Excel (.xls) Microsoft PNG,

OpenDocument text OpenDocument PowerPoint (.ppt) JPEG,
(.odt) spreadsheet (.ods) PDF (.pdf) SVG, PDF
Rich text (.rtf) Comma-separated Text (.txt)
Plain text (.txt) values (.csv, .txt)
HTML (.htm, .html) PDF, HTML
PDF

You can also convert documents to a Google Docs format if you happened to upload it in an
unconverted format. While in the document list, right-click on the file you want to convert and
select Make a Google Docs copy. This doesn’t modify your original file and adds a new Google
Docs copy to your docs list.

Advanced import options

Spreadsheet has an extensive list of import options available for bringing data into a Google
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Spreadsheet. For example, when importing a .csv file, you can create a whole new
spreadsheet, append to the current sheet, add a new sheet to your existing spreadsheet or
even replace your entire spreadsheet with this new version.

A custom delimiters option is also available which allows users to what character to parse the
data file with, giving users maximum flexibility when dealing with data files.

The Import dialog is available from the File menu from within Spreadsheets.

Google Cloud Connect for Microsoft Office

Google Cloud Connect is a plug-in for Microsoft® Office 2003, 2007, and 2010 that lets you
share and simultaneously edit Microsoft Word, PowerPoint®, and Excel® documents with other
people in your organization. You get the collaboration benefits of Google Docs, while continuing
to use Microsoft Office.

System requirements
Google Cloud Connect works for Microsoft Word, PowerPoint, and Excel files for users of
Microsoft Office 2003, 2007, and 2010. It supports Windows XP, Windows Vista, and Windows
7. It is currently not available for Macs. For more details, see System requirements.

Syncing and sharing documents

Google Cloud Connect tracks, manages and syncs all changes on your Microsoft Office
documents into one updated version for each document. Each document that you sync through
Google Cloud Connect gets a unique URL, or web address, that you can share with
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collaborators through IM or email. Depending on the privacy setting you’ve selected for the
document, other people will be able to click this link and view the document in the browser.

Collaborating simultaneously on documents

Google Cloud Connect for Microsoft Office lets you easily share documents with other people.
When you add someone as an editor in a document, they receive an e-mail letting them know
that a document has been shared with them. From there, they can open a link to view the
document in the browser, or if they want to make edits, they can download the document and
open it in Microsoft Office. When another editor edits a document in Microsoft Office, all
changes get synced to and will be reflected on your screen.

Open any Office file stored in Google Docs directly from within Microsoft Office.

From the Google Cloud Connect menu, click Open from Google Docs…

This will bring up a dialog listing all the documents that can be opened with the application you
are using. For example, if you are working in Microsoft PowerPoint, you will see a list of all the
Microsoft PowerPoint files available in Google Docs. You can then select the file you want to
download and open.
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If you have a lot of files stored in Google Docs, use search to find the file you are looking for.
After selecting a file to open, the file will be downloaded to your computer and opened
automatically.

When you want to open the file again, you’ll be able to open it from the folder you downloaded
the file into. Now you can collaborate, share and access revision history on that file in Microsoft
Office.

Revision history
Using Google Cloud Connect, you can edit a document both online and offline. Every time you
sync a document, the revisions of a document are stored so you can easily roll back to a
previous version. You can retrieve and revert to any prior revision of a document at any time.

Google Docs Offline

Overview
You're able to view Google documents and spreadsheets even when you don't have an Internet
connection. This is particularly useful when you're on an airplane or train without wireless
Internet.
Here are some important notes about using Google Docs when you're offline:
● You'll need to Set up Docs offline from your Documents List to start accessing your
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documents and spreadsheets without an Internet connection.

● Offline access is available in the Google Chrome web browser only.
● Offline access is available only for documents and spreadsheets. Presentations,
drawings and other items from your Documents List are not available offline at this time.
● Documents and spreadsheets are only available in view-only mode. You must restore
your Internet connection to make any edits.
● You can't create new documents and spreadsheets while you're offline.
● You'll need to allow offline access separately on each computer where you want to view
your Google Docs offline.

Intermittent Internet connection

If you're working with an intermittent Internet connection, type [Link]
into your Chrome browser for a more stable view of your offline Documents List.

Use Google Docs 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'd 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've enabled Google Docs 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 don't 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.

Allow offline access for your computer

Follow these steps to enable offline access on your computer. Keep in mind that offline access
is only available in Chrome.
1. Click the grey gear icon just above your Documents List.
2. Select Set up Docs offline from the drop-down menu.
3. The "Set up offline viewing of Google Docs" dialog will appear.
4. Click the blue button that says Allow offline docs. After a few seconds, you'll be able to
move on to the next step.
5. On the right side of the dialog, click the blue button that says Install from Chrome web
store. If you already have the app installed, you won't need to complete this step.
6. You'll be taken to the Chrome web store, where you'll need to click Install on the right-
hand side of the browser window.
7. Once the app is installed, you'll be taken to a Chrome page with the Google Docs app
icon. Click the icon to go back to your Documents List.

Sync items to view offline

When you return to your Documents List after authorizing offline access, you'll see a notification
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box in the upper left, indicating that your docs are being synced offline. While you have an
Internet connection and are signed into your Google account, your most recently opened
documents and spreadsheets will sync and be available for offline viewing when you open
Chrome.
To sync documents and spreadsheets, you must have an Internet connection. To view sync
progress, click the gear icon in the upper right of your browser window. You'll see a grey
status message indicating sync progress or the time when your Documents List was last
synced.

You can view all of the items you have available offline by selecting the View offline Docs
menu item. You can also disable offline access by selecting Stop using Docs offline. Disabling
offline will also remove the offline copies of Docs stored on this computer.

How to view Google Docs offline

After allowing offline access on your computer, you have two ways to view your synced
documents and spreadsheets offline:
● Without Internet connection.
When your computer is disconnected from the Internet, open Chrome. Click the Google
Docs app icon or visit [Link]. The offline version of your Documents List will
load.
● After losing Internet connection.
If you're using Google Docs in Chrome and suddenly lose your Internet connection,
reload the browser window. This will show the offline version of your Documents List and
each of the Google documents and spreadsheets you have open.

When you're using your Google Docs in offline mode and regain access to the Internet, click
"Return to online mode" in the bar at the top of your browser window. This will reload the online
version of your Documents List if you're signed into your Google account.

A few seconds after you regain Internet access, your documents and spreadsheets will return to
online mode automatically. You can always speed this process up by reloading the document or
spreadsheet.

A few things to remember:

● Offline access is available in Chrome only.
● Offline access is available only for Google documents and spreadsheets.
● Documents and spreadsheets are only available in view-only mode offline. You must
restore your internet connection to make any edits.
● New documents and spreadsheets can't be created without an Internet connection.