Google applications 2.6

• 1. Google Docs is a free, web-based application that lets you create, share, and manage documents, or docs. If youve ever used a productivity suite like Microsoft Office, some things about Google Docs might seem familiar. For instance, the types of docs you can work with resemble files that can be created with various Microsoft Office programs.

2. Documents: For composing letters, flyers, essays, andother text-based files (similar to Microsoft Worddocuments). Spreadsheets: For storing and organizing information(similar to Microsoft Excel worksheets). Presentations: For creating and presenting slides(similar to Microsoft PowerPoint slideshows). 3. The biggest difference between Google Docs and atraditional productivity suite is that the application andall of your files are stored online, rather than on yourcomputer. Some people refer to this type of storage asthe Cloud. The files you create with Google Docs are stored onGoogles servers and linked to your Google Account.Since these docs are stored in the Cloud, you canaccess them from any computer with an internetconnection. You can even give other people permissionto view or edit them as well 4. There are several reasons many people findGoogle Docs useful. You can access it anywhere,and its easy to share and collaborate on docs.Google Docs lets you decide exactly who you wantto see your docs by offering three sharing settings.You can choose to: Keep a doc private Share it with a few people Make it public on the web 5. You can also customize these settings to allow others toedit your doc. This can be extremely useful if youreworking on a doc with a group of people. Instead ofsending multiple versions of a document back and forthas you each make edits, you will all be able to makecomments and edit the same file. Another benefit to using Google Docs is that it isconnected to other Google tools. If you already have aGoogle Account, youll use the same account for yourDocs. This makes it easy to share and collaborate withthe people you already email. 6. As useful as Google Docs can be, there are reasons that you mightnot want to rely on it for all of your document creation andmanagement. For example: You must be connected to the internet to use Google Docs. Ifyou cant access the internet, you wont be able to view currentversions of your docs. Google Docs has fewer features than Microsoft Office. When itcomes time to create a doc that you intend to print, you may find thatGoogle Docs tools arent powerful enough to make your doc lookprofessional. Google Docs is still being developed. While many of GoogleDocs features are useful and reliable, others dont work as well.However, you can expect many of these problems to get better overtime. 7. There are five types of docs that you can createwith Google Docs: Documents (like documents in MicrosoftWord) Spreadsheets (like worksheets in MicrosoftExcel Presentations (like presentations inMicrosoft PowerPoint) Forms Drawings 8. Navigateto the GoogleDocs home page, thenlocate and click theCreate button. Select the type of docyou would like to create.The new doc will beopened. Creating a new doc 9. At the top of the page, locate and click the titlefield. A dialog box will appear.Type in a name for your document, then click OK. 10. In the top right corner, locate and click the SaveNow button. Your doc will be saved. You can access it againfrom the Google Docs home page. 11. When you try to save your doc, you may notice thatits already saved. This is because Google Docsuses auto-save, which automatically saves yourdocs as you edit them. However, if you make a smallchange and then close the doc, there may not betime for auto-save to take effect. For that reason, itsalways a good idea to make sure your docs aresaved before you close them. 12. When you share a doc, you can let others view or even collaborate on it. Google Docs offers sharing settings that let you control exactly who is able to view and edit your doc. This can be useful, as you might have some docs you want others to read but not modify, and some you want to collaborate on. 13. Lets look at the example of Olenna, an art teacher who usesGoogle Docs to organize letters, lesson plans, and more.Olennas list of docs includes: Docs she keeps private, like her spreadsheet with classroomexpenses Docs she lets others edit, like the lesson planning docs shecreates with her co-teacher Docs she shares publicly and doesnt let others edit, likethe newsletters and announcements she shares with herstudents and their parents Docs that others share with her, including ones she canedit, like her co-teachers supply inventory, and ones she cant,like a schedule sent to her by the principal 14. Open the doc you wish to share. Locate and clickthe Share drop-down button, then select Share....The Sharing Settings dialog box will be opened. Inthe Add people: box, type the email addresses of thepeople youd like to share with. 15. Click the drop-downarrow next to eachpersons name todecide whether theycan edit or just viewthe doc. 16. If youd like, you can add a message that will beemailed to the people you share the doc with. Youmight use this message to explain the doc, or letthem know why youre sharing it with them. 17. By default, editors are allowed to invite new people to access the doc. If you want, you can prevent this by clicking [Change] and selecting Only the owner can change the permissions. Then, click Save. ClickShare & save. Your doc will be shared. 18. Open the doc you wish to share. Locate and clickthe Share drop-down button, then select Share....The SharingSettings dialogbox will be opened.Click Change. 19. Select either Public on the web, to let anyone viewyour doc, or Anyone with the link to let only peoplewho youve given the exact link view your doc. If you wish to allow viewers to edit your doc, checkthe Allow anyone to edit box. Click Save. 20. You will be given a link to your doc. To share the docwith others, simply send them the link. 21. Another way of sharing a doc with a large audienceis to publish it to the web, which converts it into avery simple web page. To publish a doc, click theShare drop-down button and select Publish to theWeb.... 22. Google Calendar is a free time-management web application. You must have a Google account toaccess Google Calendar. 23. You can access your calendar fromanywhere that has an Internet connection. You can share calendars with other Googleaccount holders. Google Calendar syncs to Outlook orApples iCal. 24. Sharingcalendars with co-workers,friends, or family can make schedule timemuch easier. You can add calendars from the web aswell (e.g. Cubs schedule) 25. Youmust be connected to the Internet inorder to use it. Your collaborator must also be connectedto the Internet.