Working in the Cloud Presented by Leah Kulikowski and Richard Miller

Transcription

1 1 Working in the Cloud Presented by Leah Kulikowski and Richard Miller The Cloud The Cloud is nothing new it s been around for decades. Someone just finally came up with a catchy name for it. It refers to things stored online (instead of on your computer.) If you save a file on your computer, you can only access it from your computer (unless you ed it to yourself, or saved it on a flash drive.) However, if you upload a file to, let s say, googledocs or dropbox, you can access it from any computer in the world. What is it? Google Docs is a program that allows you to create different kinds of documents, work on them in real time with other people, and store your documents and your other files -- all online, and all for free. With an Internet connection, you can access your documents and files from any computer! Why should I use it in my library? No more piles of post-its or lost messages! Improves staff communication Access files from anywhere (any computer in the library, from home, or from your smartphone) Here s what we ll cover today: 1. Creating a GoogleDoc 2. Uploading a document 3. Sharing documents 4. Creating collections to keep your docs nice and tidy Before you can start using GoogleDocs. You will need a google account. Register for a free gmail account for your library, or use one that you already have. Options: You can have multiple accounts for your library (i.e. everyone has their own google account.) This is the way to go if you are already use gmail as your work . OR You can have one sign-in for everyone. This means you don t have to worry about sharing documents, but everyone can access everything in the account. If you re going to use googledocs for your schedule, you can t choose this option. Questions about Google Docs? Call or me! (785) director@wamegopubliclibrary.com

2 2 Creating and working with a new Google Doc (great for collaboration, can be edited/viewed by multiple accounts, not good for printing) 1. Creating your doc: Click on Create, and choose from the drop down menu. For the purposes of today, we will choose Spreadsheet (which is the Google docs form of an excel spreadsheet.) We use spreadsheets to create program sign-ups sheets and for our communication notebook. 2. Google Docs will open a new window that will allow you to create a spreadsheet.

3 3 3. Renaming your doc: Click on the words Unsaved Spreadsheet to rename your doc. 4. A box will pop-up prompting you to enter a new spreadsheet name. Click OK. 5. To create a Communication Notebook: Type the following words across Row 1 of your spreadsheet. Date, Notes, Initials, Read & Comments

4 4 6. To Freeze Row 1: Google Docs automatically freezes Row 1. To Freeze or Unfreeze Additional Rows: Click View Freeze Rows. 7. Saving your doc: There is NO save button! Googledocs automatically saves every few seconds so you never have to worry about losing any information.

5 Program Sign-Up Example 5

6 6 Uploading a Document (Create a document on your computer and upload it for others to see. Uploaded docs cannot be edited.) 1. To upload an existing document you just need to click on the Upload button. 2. Click Files from the drop-down menu and then find the document that you woul d like to upload. Click Open.

7 7 3. A box will appear providing you with Upload options. You can choose to convert your document to a Google Doc so that it can be edited. I never choose this option because you lose all of your formatting and it never seems to convert properly. Click Start Upload. 4. A box will appear telling you that your upload is complete. The uploaded document will now appear in your Google docs list.

8 8 Sharing a Google Doc Now that you ve created a google doc (or uploaded one) you can share it with others! Google Docs provides you with many options to do this. You can enable viewers to edit your doc for collaboration, or you can allow others to view the doc only without the ability to make changes. (I do this with the staff schedule I can edit it, staff can read it only.) Note: In order to collaborate on a document, the person you share the doc with must have a Google account. 1. (1) Click on Home in the left navigation menu to show all the items that you have in your Google Docs. (2) Select which one you would like to share with another person by clicking the checkbox in front of the document. (3) Then click the Share button in the top menu. 2. A box will pop-up with sharing options.

9 9 3. In the Add People box, type in addresses of people with whom you would like to share the document. You will usually want to leave the Notify People by box checked. Click Share and Save. Note: If you d like to change the edit/view settings, click the drop down menu and choose either can edit or can view for each address you add (you can change this setting any point, even after it is shared.) You can also add a personal message to the if you d like.

10 10 Using Collections to Organize Your Docs Google Docs does not use folders like you may be used to using on your computer. Instead they use Collections which are a combination of folders and labels. (If you already use Gmail you may be familiar with labels.) All docs are saved to your Docs List, so that if you click on Home from the left menu you will see ALL of your docs. Even if you put them into a collection, they will still appear on your Docs List. A file can be added to multiple collections, much like the labels in Gmail. In addition, entire collections can be shared. To create a collection: 1. Click the red Create button at the top left of your Documents List. 2. Select Collection from the drop-down menu. 3. In the box that appears, type a name for your collection and press OK. The collection you created now appears in both the My collections section on your left, and in your Documents List. If you want to create a second collection inside the first, use the drop-down arrow to the right of your collection and select New - Collection To add color to your collections: Keep your Docs List visually organized by adding some color to your collections. Select the collection, use the drop-down arrow to the right of your collection and choose Change color.