How to Use Google Docs

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1 How to Use Google Docs 1. Google Docs in the Classroom 2. How to Login 3. Uploading Existing Presentation, Document, or Spreadsheet 4. Creating a Document 5. Creating a Presentation 6. Creating a Spreadsheet 7. Creating a Form 8. Sharing Your Google Doc 9. How to link Google Doc to Your Website 10. How to Embed Your Google Doc *** I would suggest downloading Google Chrome or Firefox as a web browser for working with Google Docs. 1. Google Docs in the Classroom Online Easy access. Everything about Google Docs is online. No special programs needed, just internet. No worrying about storing items or forgetting them. Everything you do is saved automatically, often, and online. No save button necessary. Create documents, presentations, spreadsheets, and forms. Upload files you already have (e.g. doc, ppt, xls, or PDF) and store them or post them online. Collaborate with others on documents and presentations. This means several people can work on one document at the same time! You can even look at the revision history. Great for group work. Share your files with others or link and embed them on your website. You can control who sees your documents. Great for communication and review. Forms - Create online surveys, quizzes, and more. All answers from forms go into a spreadsheet. You can even add a feature that automatically grades multiple choice forms. Great for assessment. Documents Create and share documents. Can even insert comments to documents. Great for online grading of essays. Presentations Create and share the basic presentation. Can add images and video just like PowerPoint. Great for sharing projects. Spreadsheets Create and share data and information. Could be a excel spreadsheet or answers from a form you created. Great for organizing data. 2. Login: Go to page. Click on employees tab>google Edu Apps>Google Docs. Sign in using your first class username. Your password will be either emp or stu then the last 5 of your social. WARNING: Uncheck the Stay signed in box or when kids sign-in to Google docs, they will have access to the last person s documents.

2 3. Upload Existing Presentation, Document, or Spreadsheet Click the upload button, then Files. Find your file on your computer. Click open. Click on the file you just uploaded. It will open in Google docs 4. Create a Document Click the Create button, then the Document link. Click on the Heading Untitled document. Type the title of your document in the box. When you are typing, there is no need to save the document. It is saved automatically and often. To adjust the page settings (margins, orientation, size, etc) click on the File button, the Page setup.

3 Inserting Comments: If you are collaborating on a document or want to grade students work, you can insert comments into their document. They will have to have either shared their document with you or set their privacy to anyone in Conroe ISD with the link so you can insert comments (see #8 Sharing). Open the document you want to make comments on. First highlight the text you want to comment on. This can be a whole paragraph or just one word. It is up to you. Click Insert on the toolbar, and choose Comment. In the box, type your comment. Click the Comment button when finished. You can add as many comments as you need. Looking at the Revision History While looking at the document, you can look at the revision history. Just click on File in the toolbar, and then See revision history.

4 On the right side of the screen you ll see the list of people who have worked on the document. It will be color coded. Just click on the name of a person and it will show you what they worked on and when. You can also choose to restore the document to a particular revision. Just click on the person s name and you ll get the option to Restore this revision. Note: it doesn t delete any revisions, just moves them down the list. 5. Creating a Presentation Click on the Create button, the Presentation Click on the Untitled Presentation box. Type the title of your presentation in the box and click OK. Changing the Background: Click on Format, Presentation settings, Change theme or background. Theme - Just double click on the one you want to use. Background Choose a color, or upload an image from your computer. (This will have required you have saved a picture to your computer so you can upload it to Google docs.)

5 Inserting Items - To insert text boxes, images, drawings, videos, tables, etc just click on Insert in the toolbar and choose what you want to insert. Note: The insert videos option gives you a search bar to YouTube. You can t upload your own video. You can insert a new slide by clicking on Slide in the toolbar or by right clicking in the slide pane. Revision History You can click on File and See revision history. Just click on the revision you want to see. Click Back to editor when done. Presenting You can add speaker notes and start the presentation by clicking on View in the toolbar. You can also click the Start presentation button in the top right corner. or 6. Creating a Spreadsheet Click on the Create button and choose Spreadsheet. Click on Untitled Spreadsheet to name it. Type in your title and click ok. Add, edit, or sort data just like you would in excel. The toolbar looks very similar.

6 7. Creating a Form Forms are used for gathering information. It could be used for an assessment or just collecting information about students or parents. Click Create>form. Where to Start See picture When you create a form it gives you two sample questions by default. Click on the pencil to edit. You can change those questions into any type you want. If you check the box at the bottom it will require the participants to answer the question before they can submit the form. I would suggest making your first question NAME (this would be a text question so they can write in whatever they want). To add more questions, click on the add item drop menu at the top left. Click on the theme button, choose a background. Click Apply.

7 At any point during editing, you can view what the live form will look like online for all to see. Just click on the blue link at the bottom of the window. This link is what you want to make available to people to fill out your form. Navigation- From now on when you click on your form in your Google Docs homepage, you will no longer see the editing form, but the spreadsheet that shows the answers. Never fear, just click on the form you created, click FORM on the toolbar & edit form it or Go to live form. Sharing Click on Form, Go to live form. Copy the URL address and that is the link you will either send to people or link on your website. FYI: If you create a multiple choice form in Google Docs, you can run a script called Flubaroo and it will grade it for you. AMAZING! Go to (case sensitive) for directions on Flubaroo (Thanks to Jessica Powell for the awesome Flubaroo directions).

8 8. Sharing Your Google Doc In all Google Docs click on the blue Share button in the top right corner. Click Change, to adjust your privacy settings for viewing online. Choose which ever one you want and click SAVE. Because I changed the privacy settings, it now gives me a link to share with people. I can that link or add it to my website. I can also share my Google Doc by sharing it with other people s Google Docs Account. I can allow them to edit it or just view it. This allows for online collaboration. To share with a particular person, just start typing his/her name in the text box at the bottom. Once his/her name appears, click on it.

9 9. Linking Your Google Doc on Your Website Once you have changed the privacy settings in your Google Doc (see #7 above) to anything but private, you should now see a link for your doc that you can copy. Now open your website in first class. Type whatever you want the link to say. Highlight the words that will actually become the link. Click on the make a link arrow in the toolbar. Right click and paste your link. Click ok. Save your page and look at it online.

10 10. Embedding Your Google Doc on Your Website Presentation Depending on the browser you are using there are two ways to embed. 1. Open your presentation. Click on the Share 2. Click on File and Publish to the Web. Click drop down menu in the top right corner. Click Start Publishing. Click ok. Highlight and copy on Publish/embed. Click the Publish the embed code. document button. Adjust your settings for the size of the presentation. Highlight and copy the embed code. Login to first class and open your webpage. Click where you want to embed the presentation. Right click and paste the HTML code you just copied. Highlight the HTML code and right click on top of the HTML code you just pasted. Choose Format text. Check the Literal HTML box. Click ok. Now go online and look at your beautiful presentation.

11 Form Open the form you created. Click FORM on the toolbar and choose Embed form in a webpage. Highlight and copy the embed code. Login to first class. Click where you want the form to be embedded. Right click and paste in the embed code. Highlight the embed code. Right click on it. Choose format text. Check the Literal HTML box. Click ok.

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