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Saturday, January 15, 2011

Google Ducuments--How To

First, you must make sure your browser allows a medium amount of online "Cookies":

Internet Explorer:

1.  Click Tools / Internet Options / Security
2.  Click "Custom Level" for Security Setting Dialog, Scroll down to Scripting section (way down), click "Enable", OK
3.  Select "Privacy" for options for cookies, slider to "Medium", OK

Firefox Browser
1.  Tools / Options / Privacy (to open Options Dialog)  enable "Accept Cookies from Sites" check box.
2.  Click "Content" to display settings for choosing active page features.  Choose "Enable" JavaScript check box, OK.

Any reasonable file size accepted.

Files have special security

Use Folders:


     New / Folder, Name
          Click "Add Description/Status" link (optional)
     Move Content within Folder
          First in "Items Not in Folders"
               Drag file from Docs list and drop it onto folder in Items list.

Manage Your Folders

     Change name, description, delete
     Edit folder description/status, DO:  Click to select / type replacement

     Rename folders
          Select folder in "Items" list to display contents in "Docs" list, Select Name, Type new name
     Delete folders
          1.  Click "All folders" in Items list to display list of folders in "Docs" list at right of Program Window.
          2.  Select check box to left, Click "Remove folder"
               It's in Trash until that's emptied.

Add and Delete Files
     Click "New" / New Document
     or click "Upload" to locate and Select files to import into program.

Upload File from My Computer
     1.  Click "Upload" on homepage to open "Upload a File" browser, "Browse your Computer to Select a File to Upload"  (New Name?)
     2.  Browse, Browse Dialog closes, Name of file is on browser window.
     3.  Enter another name in "What do you want to call it?".
     4.  Click "Upload File" to transfer file from your computer to program online.

Email a File to Yourself

Unique address assigned to Google Documents
     - Upload file one at a time.   A unique address will be in Address Book.
     1.  Click Upload on main Google Docs window.  See choices.  Find Email in your Docs and Files area.
     2.  Copy unique email address shown  (Writely.com)
     3.  Paste it, attach documents, send

Anyone can use the storage address
     Copy/paste content into an email.  Or forward existing email to storage email account.  Contents become document, subject becomes name of file.
     To send email to group and storage account include unique address in list of recipients.
     Add many files to email and send. 
          Separate confirmation emails come for each file and link to file.

Delete a File
     1.  Select check box
     2.  Click Del (to trash)
     3.  To empty trash, click Bin in Items list
     4.  can Undelete before you Empty trash bin

Search and Sort Google Documents
     Search Phrase or Term
          1.  Type term in Search field    
          2.  Click Search Docs
     Use other Sort features
          Created by Me, Type of Doc., Shared With

Starred Files
Edit Docs Online
     Tips:  Format text, Select Paragraph to indent
     Select block for Billeted list or numbered list
     Change settings, styles
     Select block / Remove formatting
     Insert link

Apply a Style
     Paragraph, header, strike-out, etc.

Define Doc Settings
     1.  Click File button and choose Doc Settings for dialog
     2.  See Preview area, line spacing, text size, doc background color
          Can choose combination for default settings
     3.  Save Settings

Check for Errors
     Spellcheck
     1.  Click Spellcheck (bottom right)
     2.  Right-click words

Short cuts:
     Ctrl+A   -   select All
     Ctrl+S   -   Save
     Ctrl+X   -   Cut
     Ctrl+P   -   Print
     Ctrl+Home   -   To top of doc
     Ctrl+C   -   Copy
     Ctrl+V   -   Paste

Insert Special Features
     Click Insert tab:  Image, Link, etc.
     Click picture to see re-size handles

Link to Other Content (webpage, email address, other files, elsewhere in file
     1.  Click document location to insert link
     2.  Click Link on Edit or Insert tabs
     3.  Select Link type in "Link To" options, Email address?
     4.  Type info in "Link To" fields.
          Link to URL
          Check box "Open Link in New Window"?
          Link to document/spreadsheet
               Click doc drop-down arrow to open list of your files.  Open in New Window?

Link to Bookmark (internal document link)
     Select existing bookmark from "Bookmark drop-down list.  (If you have any.)
     1.  Type text in Link Display field (or selected text appears)
     2.  Click "Preview" (above toolbar) to test

Use Bookmark Shortcuts
Book Marks = Table of Contents
     1.  Click location on Page for Bookmark
     2.  Click "Bookmark" on "Insert" tab for dialog
     3.  Type Name in "New Bookmark" field, OK
          Once bookmarks are created, follow steps in section "Link to Other Content" (above)

Add Text Comments
     For my info or to share with others
     1.  Click doc page
     2.  Click "Comment" on the "Insert" tab
          Date and User Name auto added
     3.  Type, click off field when done
          Click comment to change it, Pop-up list
               Change color, add text, delete
     All viewers or collaborators see comments.  They are only internal to file.  Not visible when published, printed or posted to other blogs or web pages.

Format Text in Tables
     Click "Table" in "Insert" tab's tool bar
          - Size, layout, color, sections, special characters

Share Files with Others
     Co-editing based on rights granted
     Owner can Edit, Invite viewers or collaborators, has ultimate control over file.
     Collaborators can edit and invite other viewers or collaborators
     Viewers can read current version only

Invite Participants
     1.  Click the "Share" tab at upper right of program window for options.  Or Click "Add Collaborators" at bottom of open document window to see "Share" tab.
     2.  Add email addresses to invite and Click "Invite Collaborators"
     3.  Addresses appear in email window.  Add message?  Click "Invite Collaborators"
     4.  They are in list in "Share" tab "Choose from Contacts"?

Tips: 
     Can remove yourself in "Share" tab from Collaborators list.
     Small box at bottom if collaborating simultaneously.
     50 people maximum
     RSS feed possible when a change is made by anyone.  See "Share" tab settings.  You are taken to New Browser page to add feed to iGoogle or Google Reader.
     Choose "Advanced Options", to allow collaborators to invite others.

Troubleshoot - Viewing Problems
     Accessing your document problems
          Using a forwarding email address?  Which email address is actually invited to participate in a collaboration?  Sign into http://docs.google.com with correct email address.

Publish Documents Online
     Can automatically produce a web with links or a blog.  [?  Elbert will test this]
     Review page for accuracy
          Edit HTML tab
     Preview Page
     Click "Preview" to test links

Generate a Web Page
     To publish a document as a web page
          1.  Select the "Publish" tab on Document's Edit page to show Publish settings
          2.  Check Publish Document.  See confirmation dialog
               See URL
          3.  Send the URL to those you'd like to view document.

     "Republish" button, if you make more changes.
     Click "Stop Publishing" to remove it from public view.

Publish You Page to Your Blog
     1.  Open Document, select "Publish" tab for settings
     2.  Click the "Set Your Blog Site Settings" link to open the "Blog Site Settings" dialog
     3.  "My Own Server/Custom" option?  Select the API (Application Program Interface( that powers your blog and type the URL to the PHP file in the URL field.
     4.  Insert information about your blog, type at service, name and password, blog's identification and title.
     5.  Click "Test" (Do test it now!)
     6.  OK, Publish tab, Click "Post", must save.

Print and Export
     Print, Save and Reuse different revisions

Recreate a Former File Version
     1.  Click doc's link in Google Doc's Homepage to open in Edit Window.
     2.  Click Revisions tab for list of editted versions
     3.  Click revision's link to open it for viewing in the Revision tab.
    4.  To restore an earlier revision to the active version of document, click "Revert to this one"
          Can:
          View revisions with "Older" or "Newer" buttons
          Click "Back to Revision History" to return to list of revisions
          Click "Back to Editing" to return to Edit tab
          Click "Close Doc" to close Revision tab and return to Docs and Spreadsheet homepage.

Compare Multiple File Revisions
     From the "Revisions" tab, select check boxes for two revisions for comparison and click "Compare Checked" to load the file into "Revisions" tab.
     The changes made and Collaborator involved, are highlighted.

Export File Formats:  HTML (In a Zip File), Word Doc, Open Office ODT, PDE, RTF, Text

To Export Document
     1.  Open file to Save
     2.  Click file to open its men, choose one of listed file formats to open the "File Download" dialog.
     3.  Click "Open" to download file and open it in associated program.  Click "Save" to download on your computer, click "Cancel" to close dialog box.

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