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Collaboration With Google Docs

Google Docs allows for real-time collaboration on documents. Users can view and edit documents simultaneously. All changes are automatically saved. A chat function allows users to communicate while working. Documents are stored online in Google Drive and can be accessed from any device with an internet connection. To share a document, the owner selects the permissions for each user, determining if they can view, comment, or edit the document. This allows for collaborative work on projects from any location.

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heluman
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77 views3 pages

Collaboration With Google Docs

Google Docs allows for real-time collaboration on documents. Users can view and edit documents simultaneously. All changes are automatically saved. A chat function allows users to communicate while working. Documents are stored online in Google Drive and can be accessed from any device with an internet connection. To share a document, the owner selects the permissions for each user, determining if they can view, comment, or edit the document. This allows for collaborative work on projects from any location.

Uploaded by

heluman
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Using Google Documents for Collaboration

Introduction
Google has a set of free applications similar to the common to the Microsoft Office Suite.
Available applications include:
Document - Word Processor
Presentation - Similar to PowerPoint
Spreadsheet - Similar to Excel
Form - Data Collection
These documents are created and stored online and therefore can be accessed from any
computer with an internet connection. You must have an internet connection to create and edit
Google Documents. The greatest advantage in my opinion of Google Docs, as they are called,
is the ability for anyone, with permission, to view and edit in real-time. For the remainder of
this paper, Google Docs will refer to any of the above mentioned application.

Real-Time Editing
One of the greatest advantages of Google Docs is the built in real-time editing and viewing.
Advantages of this feature include:
Viewing and editing the document at the same time
All changes are saved instantly!
All users of the document can view the editing instantaneously
All users viewing the document can communicate using a built in chat room.
All users can comment on parts of the document without changing the document.
All users viewing the document at the same time can been
seen in the upper right-hand corner of the document. Next
to the viewers icons, there is an option to show chat.
If you are familiar with Google Hangouts, this chat will look very similar, but ALL messages sent
can be viewed by anyone that has permission to view the document. You can always use
Google Hangouts to create a video/audio chat room to communicate orally with other people
working on the document.
When other people are viewing or editing the document, you
may see a symbol with their name. This symbol lets you know
where in the document they are editing or viewing.

Creating, Storing, Sharing Google Documents


Before other others can view or edit a document, one must be created and shared. To create a
document, log into your google/Gmail account. Currently the university uses Google to host
university email, but your university Gmail account is not a full functioning account at the time of
the paper and therefore you will need to use your personal Gmail account if you have one, or go
to www.gmail.com and create a new account. Google Docs is a free once you have a Google
account.

Google Drive
Google Drive is the name given to Googles Cloud. More information about The Cloud can
be found here: The Cloud. Basically, it is where all your Google Documents will be stored.
Once you create a Google account, you are given free storage space in the cloud to create
Google Docs.

Creating a Google Document


Log into your Google/Gmail account. Once inside your
Gmail account you will see some icons in the upper righthand corner of the Gmail window. The Google Drive Icon is
the square icon made of other squares.
Click this icon, then choose the Drive option. You will be taken to your Google Drive Account
page. This is where you can create or view Google Docs that have been
shared with you. You can create a document by clicking create and then
selecting the type of document you want to create. Once you have created
your document, you can name it by clicking Untitled at the top.
If a document has been created by another person and then shared with you,
you will most likely get an email notification. When someone in your group
wants to share a document with you, it is best you have them email you using
the address of your Google Drive account. Once you receive an email, you
can open it and select the document. It can now be viewed in your Shared
with Me folder in your Google Drive (green arrow).
Need your Google Document to be a .doc file? Select File -> Download As to download your
document to your computer.

Sharing a Document
Before anyone else can view or edit the document, the document must be shared. It is easier if
you know the persons Gmail account address. To share a document, click the share button
located in the upper right-hand corner of the document. A separate window will pop up. Using
this option you can change who can view or edit your document. If you keep the document

Private you will need to invite people to view


and edit your document. At the bottom of the
pop-up screen, you can enter any email
address, although a Gmail address works
best, and invite them to view your document. They
will receive an email with a link.

Once you have invited someone to your document, you can change the type of permissions
they have.
Invited members can:
Edit - view, create comments, AND change any part of the document
Comment - view, and comment but can not edit a document
View - can only view a document. Cannot edit or comment
These permissions can be changed for each person invited to the document. Using the Can
edit drop-down menu, you can select what type
of permissions each person you invited can have.
If you want to delete all permissions for any
person, you can just click on the x.

Commenting on a Document
Dont want to change a document, but you want to make a suggestion? Leave a comment. A
user, not the owner, can highlight any part of a document, select Insert from the top menu and
then select comment from the drop-down menu. Once a comment is created, the owner and
other users will be able to see the text that was highlighted, the comment that was created, and
the user who left the comment.

Uses for Google Documents


There are so many ways Google Docs can be used in the classroom. The real-time functionality
allows students to work collaboratively on one document, presentation or set of notes.
A few ways students can use Google Docs:
Create a working set of notes
Work together on a presentation and simultaneously
View another students work and create comments

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