Google Docs Facilitators: Joseph Blankson, (j‐blankson), Chandra Dunbar, (c‐dunbar), Sharyn Zembower, (s‐zembower)
Google Drive and Google Docs Google Drive is a cloud based storage system that allows you to store, share, upload, download, create, and work collaboratively with others on documents, spreadsheets, and presentations. Google Docs are the tools you can use to create your documents, spreadsheets, and much more. Google Drive To access Google Drive click on the Google Apps Tab Triangle.
and select the
. Uploading and downloading Files 1. Click on the Upload Arrow and choose files or folders. 2. Select the file you want to upload and click Open. 3. Choose the upload preferences and click upload. 4. You can also Drag and Drop Files to upload by selecting the document and dragging it to the appropriate drive/folder. Again choose the preferences for the document upload. 1. To Download files or folders select the file/folder in the drive and choose to download by clicking on the arrow. 2. The file will download and you can choose to open it or save it to your device.
Organize Your Drive To organize your drive, you can create folders. 1. Click the create button or the folder button. 2. Give the Folder a name. You can now save documents to this folder. Share a Folder/File 1. To Share a folder/file, select the file and select the share tab at the top. 2. Enter the email address of the person(s) you are sharing the file with and set the permissions. Click done. 3. The other tabs at the top of the page will allow you to move, discard or preview the selected file. Clicking the more button will provide you with other options for the file/folder.
Google Docs If you are familiar with the Office Software, many of the same features are available when creating Google Documents.
Word Documents To create a report or other documents: 1. Choose the Create Button in Google Drive and select Document 2. Name your document by clicking on Untitled Document. 3. Choose File and then select the folder where you want to keep the document. 4. Set sharing permissions by clicking the share button or by clicking File and Share. 5. You can Insert images, tables, headers, footers, links, drawings and much more by choosing the insert tab 6. You can format paragraphs to look the same by using the format paint tab 7. You can choose styles and headings to make your document look professional 8. If editing or reviewing the document, you can insert comments by clicking on Insert and then choose Comment 9. . To view all comments click the comment button next to the share button in the right hand corner.
Change text and background color 1. Choose a text color for the text in your documents, highlight the text selection you'd like to modify. 2. Click the 'A' toolbar menu and choose a color. 3. To choose a background color for a text selection highlight the text selection you'd like to modify. Then, click the toolbar menu with a highlighter pen and choose a color.
Spacing If you'd like to change the line spacing of the document, or add a space before or after a paragraph, click the line spacing button on the far‐right of the toolbar.
Then, select an option from the menu.
Paragraph styles and headings The Styles menu in the toolbar displays the style of your text selection in a document, and lets you change the style or clear the formatting of your text. 1. To view a list of headings available, click the menu that appears to the left of the Fonttoolbar menu, 2. or click Format and select Paragraph styles. 3. Then, choose one of the styles, which range from 'Heading 1,' the biggest, to 'Heading 6,' the smallest.
Paint Format Tool Google Docs lets you copy the formatting you’ve applied to a specific section of text to another section using the paint format tool. 1. Select the text that's formatted in the way that you want to copy. 2. 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'll enter a mode that lets you highlight multiple text selections, and apply the same formatting to each selection. When you're done applying formatting to these selections, click the paintbrush icon again.
Add a Link 1. Click anywhere in your document where you'd like the link to appear or highlight text that you would like associated with the link. 2. Choose from the following options: o
Click the "Insert" drop‐down menu and select Link.
o
Click the link icon in the toolbar.
o
Right click in your document and select the Link option.
o
Use the Cmd + K keyboard shortcut.
3. In the "Text" field that appears, type or edit the text you'd like the link to be associated with. 4. Type in the "Link" field to begin a search of relevant links and avoid having to copy and paste the exact address you are looking to use. This search can include results from: o
Web content
o
Your Google Drive files
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Headers, bookmarks, and slides from the document or presentation you're editing
You can select one of these options or manually paste a web or email address into the field to use as the link. You can also click Find more below the search results to browse additional options. 5. Click Apply.
Insert an Image You can enhance your document by inserting an image. Here's how: 1. Go to the Insert menu and select Image. 2. Depending on what image you'd like to add to the document, click Upload, URL, Google Image Search, or Picasa Web Albums, and follow these instructions: o
Upload: Choose an image from your computer and click the Upload button.
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URL: Type the URL of a an image from the Web and click Select.
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Google Image Search: Enter a search term to find an image using Google Image Search, and click Search images. Once you've found what you were looking for, click the image and the Select button.
o
Picasa Web Albums: Click an album thumbnail image. Then, choose an image, and click the Select button.
Spreadsheets Google Sheets is an online spreadsheet app that lets you create and format spreadsheets and simultaneously work with other people. Here's what you can do with Google Sheets:
Import and convert Excel, .csv, .txt and .ods formatted data to a Google spreadsheet
Export Excel, .csv, .txt and .ods formatted data, as well as PDF and HTML files
Use formula editing to perform calculations on your data, and use formatting make it look the way you'd like
Chat in real time with others who are editing your spreadsheet
Create charts with your data
Embed a spreadsheet — or individual sheets of your spreadsheet — on your blog or website
To create a Spreadsheet: 1. Click Create and choose Spreadsheet. 2. To name the Spreadsheet chose file and rename 3. Begin typing in a cell.
4. You can format an individual cell by selecting Format either from the Tool bar or File and Format. Click on the format option you desire such as Bold, Underline Format, Font, etc. 5. Insert additional columns or rows by clicking the triangle right in the top of the column. Choose to insert column to the left or to the right of your column. You can delete columns this way as well. 6. To add or delete a row, right click on the number. Choose to add or delete a row above or below. 7. To Sort Data Right‐click the cells, choose Sort Range and choose to sort it ascending or
descending. Share and Comment 1. Choose File and Share. Add email addresses of those you want to share with and set permissions. 2. Insert a comment by clicking on the insert comment button. Type in your comments and click off the cell 3. To view comments, click on the yellow triangle in the corner of the cell. 4. Click on the names in the right hand corner to live chat with others working on the sheet at the same time.
Edit and format data in Google spreadsheets Edit content in a cell 1. Click the cell and start typing. To edit a cell that already has content, just double‐click the cell you want to edit. 2. To create a line break within a cell while editing, place your cursor in a cell and press Ctrl+Enter. You can use this command to improve the look of text that requires line breaks, such as addresses. Format data in a range of cells You can format data in your spreadsheets in a variety of ways using the options in the spreadsheet toolbar.
Frequently used formatting options Some of the key actions you can apply to a cell or multiple cells include:
Changing the number, date or currency format
Formatting cell contents
Changing font size
Adding bold or strikethrough
Changing color of the text or a background color
Adding borders and adjusting border colors, patterns, and thickness
Aligning text
Merging cells horizontally in selected rows
Wrapping text
Formatting non‐adjacent cells Along with formatting, the following actions can also be taken with non‐adjacent cells:
Delete values
Undo/redo actions
Paste values (into all cells)
Apply a quick sum
Work with formulas and charts
Add formulas to a spreadsheet You can add a formula to any cell in a spreadsheet by typing an equal sign (=) followed by the name of the function. Auto‐suggest will show a box displaying the name and syntax of the formula you're building. Nested functions A function used in the same cell with another function is called a nested function. When functions are combined, Google Sheets will calculate the innermost function first. The nested function is contained in parentheses and is used as one of the components of the surrounding function.
For example, let's say you want to calculate the absolute value of a sum of several numbers in the cell range A1:A7. To calculate the sum of these numbers, you would enter '=SUM(A1:A7)' into a cell. To calculate the absolute value of this sum, you need to nest the sum formula within absolute value formula. To calculate both formulas in a single cell, enter '=ABS(SUM(A1:A7))' into the cell. Note that the =SUM() function is performed first and is used as a component in the =ABS() function. Formula highlighting When you reference other cells in a formula, we highlight those cells in contrasting colors to help you more easily build a formula. When you click on the cell that contains a completed formula, you'll also see these cells highlighted.
Add A Chart You can easily create, edit, preview and customize your chart. 1. Enter data into your spreadsheet, and select that range of cells. Then, select Insert > Chart from the toolbar menu to get started. 2. You can begin editing, previewing and customizing your chart. 3.
In the Start tab of the charts dialog box, you can edit the data range you’d like to display in your chart and preview recommended chart types.
4. Customize your chart in the Customize tab. In this tab, you can name your chart and its axes, select your layout and customize the colors that represent your data.
If your data format doesn’t match the required data format for a particular chart type, you’ll see the message, “The required data format for the doesn’t match the current data,” in the preview box with suggestions on how to properly format your data.
Google Forms Create a form from your Drive: 1. Click the red Create button, then Form. 2. In the form template that opens, you can add any questions you'd like. You can also organize your form by adding headers and dividing your form into several pages. 3. If you’d like those who complete your form to see a progress bar indicating how much of your form they’ve completed, check the box labeled “Show progress bar at the bottom of form pages.” Create a form from a Google spreadsheet: 1. While working with a spreadsheet, click the Insert menu and select Form. 2. A message will display at the top of the page notifying you that a new form has been created.
3. Click Add questions here to begin editing your form, or Dismiss to get rid of this message and continue editing your spreadsheet. (Note: If you dismiss this message, you can edit your form at any time by selecting the Form menu and clicking Edit form.) 4. After creating a form from a Google spreadsheet, you’ll notice a new tab at the bottom of your spreadsheet labeled “Form responses.” As you might have guessed, this is where responses to your form will be added. After you’ve created your form, you can add and edit questions, headers, and page breaks. You can also choose how to collect responses to your form. Go back Search
Expand article Add and edit questions, headers, images, videos, and page breaks Once you’ve created a form, you’re ready to start adding the questions you’d like to ask. If you’d like to give your form some structure, you can also add section headers and page breaks. Add questions, headers, and page breaks Add a question To add a question to your form, 1. Click the arrow next to the Add item button and select from the following question types:
Text — respondents provide short answers Paragraph text — respondents provide longer answers Multiple choice — respondents select one option from among several Checkboxes — respondents select as many options as they’d like Choose from a list — respondents select one option from a dropdown menu Scale — respondents rank something along a scale of numbers (e.g., from 1 to 5) Grid — respondents select a point from a two‐dimensional grid Date — respondents use a calendar picker to enter a date Time — respondents select a time (either a time of day or a duration of time)
Clicking the Add item button — and not the arrow — will initially give you the default question type, text. Once you’ve added a question, you can change its type by selecting from the Question type menu. 1. You can then fill in the possible responses to your question. If you want to further explain your question, add a description to the Help text field. 2. If you want to prevent respondents from leaving a question blank, check the Required question box, which makes sure users answer a question before submitting your form. When a form is filled out, the names and email addresses of respondents are not automatically gathered. If you want to collect this information, you must add a text field in your form for respondents to fill in their name or email address. Add a section header If you'd like to divide your form into sections to make it easier to read and complete, add a section header. From the Insert menu, select Section header. For each section header, you can add both a section title and a section description. Add an image To add an image to your form, 1. Click the Insert menu, and select Image. 2. Once you've uploaded the image, you can give it a title and specify what text will appear when someone hovers over the image. 3. Images in forms aren't attached to or associated with form questions. You can change the position of an image by dragging it up or down in your form. Add a video To add a video to your form, 1. Click the Insert menu, and select Video. To pick a video, either provide a YouTube video’s URL, or use the search box to search for a video. 2. After selecting one, you can add a title and a caption to the video. 3. You can click and drag one of the video's corners to resize it.
4. You can align the video to the left, right, or center of the page by choosing one of the alignment options. Add a page break If your form is lengthy and you’d like to make it easier for respondents to fill it out, you can add page breaks. From the Insert menu, select Page break. New pages, like section headers, can have both a page title and a page description. Edit your form Edit questions, headers, and page breaks For each question, header, and page break you’ve added to your form, you can perform the following actions: 1.
Edit: To edit an existing item, just click the Edit button want to edit.
to the right of the question you
2.
Duplicate: To duplicate an item, click the Duplicate button you want to duplicate.
3.
Delete: To delete an item, click the Delete button delete.
to the right of the question
to the right of the question you want to
Presentations Creating a presentation in Google Docs is very similar to using PowerPoint. 1. 2. 3. 4.
Choose your theme Add Content such as text, images, Urls, videos, and more. Set your animations. Click the Presentation button on the right hand corner to run presentation. Choose how you want to run your presentation. 5. Use the right and left arrows on your keyboard to advance presentation.
Share and Insert Comments 1. To add comments, click the comment button in the right hand corner. 2. To view all comments, click the comment button and select notifications. 3. To Share the Presentation, click the share button in the right hand corner and insert the names or emails.
4. Set permissions and click done. Emails will be sent to those individuals you are sharing the presentation.
Format, resize, or move objects on a slide Google presentations gives you many ways to format text and objects on a slide. 1. To get started, click the object you want to format, resize, or move. 2. To add custom formatting to text or an object, you can use the Format menu or the toolbar above the slide editing space. 1.
To resize an object, click one of the resize handles surrounding it. Then, drag the box inward or outward until you’re happy with the size. You can preserve the object’s height or width by holding Shift while resizing the object.
2.
To move an object, drag‐and‐drop it to another place on the slide.
3.
To turn on vertical and horizontal dragging guides, hold the Shift key while dragging an object.
4.
To nudge an object in one pixel increments, hold the Shift key while moving an object with the arrow keys.
5.
To preserve an object's aspect ratio while resizing, hold the Shift key while resizing an object.
6.
To rotate an object 15 degrees at a time, hold the Shift key, click the small circle above an object, and drag your mouse clockwise or counter‐clockwise.
Themes To change or add a theme to your presentation, 1.
Go to the Slide menu, and select Change theme.
2.
Select the theme you’d like to use, and it will automatically be applied to all of the slides in your presentation.
Background images Background images let you customize your slides using an image that’s saved to your computer. You can apply a background image to a single slide or to all of the slides in your presentation. To insert a background image in a slide, follow these steps: 1. Select a slide. 2. Go to the Slide menu, and select Background 3. In the window that appears, click the … option next to Background Image. 4. On the Insert image dialog, click Choose file to select a custom image for your background. 5. In the window that appears, click Insert image. 6. Once you select an image, click the Upload button. 7. You'll go back to the Background dialog, where you can apply the background image to all of the slides in your presentation or add a background color. 8. Click the Done button to finish. Animations Animations are helpful way to make your slides look more dynamic. They’re also a great way to reveal text or objects on a slide one step at a time. For example, you could have five bullet points of text, and reveal them one‐by‐one on the slide with each click. 1.
Go to the Slide menu and select Change transition.
2.
Go to the View menu and select Animations.
3.
Go to the Insert menu and select Animations.
The Animations pane is split into two levels. At the top, you’ll see transition options. 1. Use the drop‐down menu to select a slide transition for the selected slide. 2. Choose the option below the drop‐down menu to apply this transition to all slides in the presentation. 3. At the bottom, you can apply animations to text and objects. Images Images are a good way to make your presentations more colorful. Here are five ways to insert an image into your presentation:
1.
Drag‐and‐drop an image from your computer directly into a slide. Upload an image that’s saved to your computer.
2.
Enter the URL of a publicly available image from the Internet.
3.
Find an image through Google Image Search.
4.
Choose an image that’s in one of your Picasa Web Albums.
Before using an image from the Internet, make sure that you have the rights to use that image. Inserted images must be in .PNG, .JPEG, .WMF or .GIF (no animated GIFs) file formats. They can have a maximum of 2000 pixels in dimension and a maximum of 2MB in size. Here’s how to insert an image in your presentation: 1. Click the Insert image icon in your presentation toolbar, to the right of the T text icon. Alternatively, you can go to theInsert menu, and select Image. 2. Choose one of the four options to insert an image, and choose a file, enter a URL, or do a search. 3. Once you’ve selected an image, click Upload or Select. 4. The image will be inserted into the selected slide. To move the image to another place on the slide, just drag‐and‐drop it. To resize the image, use the white resize handles surrounding the image. You can add a video from YouTube into your presentation. Here’s how: 1. Go to the Insert menu and select Video. 2. Then, search for a video you'd like to insert or enter a URL from YouTube. 3. After you've selected a video, check the box next to the video's thumbnail and click Insert Video. The video will appear in your presentation. Once you’ve started playing a video, you can maximize it to the full size of a slide by clicking the full screen icon at the bottom right of the video. In addition to adding images and videos to your presentation, you can add a variety of other objects into your slides. Here are some of your options:
Insert a shape into your slide to create an organizational chart or add a call‐out.
Add a table to show data and comparisons.
Insert word art to add some flair to titles and text.