ADVANCED

COMPUTER IN
BUSINESS
APPLICATIONS
FINAL MODULE

Prepared by:

LEA ERICA M. ALCAO

Instructor
Forbes College
 UNIT IV
COMPUTER TECHNOLOGIES ON BUSINESS
Currently, Forbes College uses Google Workspace for Education which provides a suite of cloud-based
tools to us. The tools and services include messaging and collaboration apps, such as Gmail, Google Drive,
Google Calendar, Classroom, and so on which we usually use during our class.

This final module will discuss the features of the Google Suite for Education.
 MODULE I
GOOGLE SUITE FOR EDUCATION

GSUITE FOR EDUCATION

G-Suite for Education has a meaningful way in our schools. These tools will help you to increase teacher
efficiency, student engagement, and school-wide collaboration.

Google Workspace for Education Fundamentals also includes several Google products that promote
collaboration among students and with their teachers. Students can work together, in class or at home, to
complete assignments and group projects. All of their work is auto-saved, and they can even edit without
WiFi.

Google Docs: documents come to life with smart editing and styling tools to help you easily format text
and paragraphs. Choose from thousands of fonts, add links, images, drawings, and tables
Google Sheets: spreadsheets for analyzing, visualizing, and charting data
Google Forms: quick & easy surveys to gather information
Google Slides: a presentation tool that makes it easy to tell stories
Google Drawings: Graphics and flowchart creation with shapes, text, and images
Additionally, Google Workspace for Education Fundamentals includes tools that can be used to save you
time and increase student engagement. These include:

Gmail: Email, contacts, tasks, and communications

Google Calendar: Scheduling, calendars, and appointments
Google Meet: Live video conferencing and messaging
Google Sites: Webpage creation and publishing
Google Groups: Group communication and web forums

Finally, Google has other tools outside of Google Workspace for Education Fundamentals that can be
used in the classroom, which you may be able to access with your same username and password. These
are consumer products and are not covered by the Google Workspace for Education Fundamentals Terms
of Service. They include:

Chrome: Internet browsing

YouTube: Online video hosting and sharing
Google Maps/Earth: Interactive maps and satellite imagery
Blogger: Publishing blogs

GOOGLE CLASSROOM

Google Classroom is a collaboration tool for teachers and students that helps
organize and streamline the classroom experience. With just a few clicks,
you can create a class, add your students, and create assignments or
announcements. You’ll be able to see who’s completed an assignment,
who’s still working on it, and assign grades when it’s finished. You can also
instantly offer feedback to students, and see their questions or comments on
their assignments
There is a difference between the Teacher View and the Student View

 The Teacher View helps you to stay organized with:

o Organized assignments / a grading section
o Archived classes (from which you can now Reuse Assignments)
o Reorder classes (by clicking and dragging them around the screen, you can place them in
the order you will teach them during the day)
 The Student View is obviously more limited. Students can:
o “Open” files – individual files will be contained IN the Assignment at the bottom, under
other files and attachments, in a separate box
o Submit (“Turn In”) – students will need to “Unsubmit” work if they want to edit it further
once it is submitted, it is no longer editable
o Quiz multi-submit – students can submit Quizzes more than once if that option is enabled
in the Form settings
o Edit together – Students can collaborate on shared Docs

GOOGLE DRIVE

Google Drive is like an online hard drive where you can store all your files, stories,
designs, drawings, recordings, videos, and anything. You can access your files from any
device, and, best of all, you never have to save: Drive automatically saves every time
you make an edit.

Some of Google Drive's other key features:

 Storing files: By default, Google gives you 15 GB of free storage space across Gmail, Google
Drive and Google Photos. If you ever hit that limit, you can always pay for more space by
upgrading to a Google One account.
 Sharing files: Files are private until you share them. But at any time, you can invite others to
view, edit, or download files and documents.
 Accessing files from anywhere: Files can be accessed from any smartphone, tablet or computer.
Offline access is also available.
 Comprehensive search: Drive can recognize images and even text in scanned documents,
making searching for files even easier.
 Secure storage: Drive files are protected by an AES256 or AES128 encryption, the same
security protocol used on other Google services.

HOW TO USE GOOGLE DRIVE

To access files on Google Drive, you'll need to upload them. There are
two ways you can upload files from the web client, and they're both
straightforward.

The first method is the simpler of the two, and it involves dragging the
file or folder from your desktop, and dropping it into the browser
window. The second option is to click on the "New" button on the top-
left side of the screen and select either "File upload" or "Folder
upload."
You can also use the "New" button to create a new file, document, spreadsheet, or presentation. Depending
on your needs, just click on the app from the dropdown menu. All new files are automatically saved and
accessible from your Drive.

MANAGING AND ORGANIZING FILES AND FOLDERS

Once you have enough files, you may want to organize

them. Much like organizing files on your desktop, the
easiest way to manage your Drive is to create folders. To
create a new folder on the web interface, navigate to your
Drive and click "New," then "Folder."

After you name your folder, you'll be able to drag and drop
files to the folder, which can found under "My Drive" on
the pane to the left of your screen.

If you no longer need a file and want to keep your Drive

tidy, the easiest way to delete a file is to right-click on the
file. This will bring up a context menu. From there, select
"Remove." Alternatively, you can select the file you want
to delete and then click the trash icon on the upper-right
hand corner of your screen.

SHARING FILES AND FOLDERS

The biggest draw of Google Drive is the ability to

share files and folders with others. From sharing
videos to entire Drive folders, Drive makes
sharing simple. To share a Google Drive file or
folder, right-click on it to bring up the context
menu, then click "Share."

From there, you'll be able to add collaborators

using their email address, and decide whether
people can edit, comment on, or simply just view
the file.

Any files created in Drive have the option to be

edited by multiple people at once, meaning you'll
be able to collaborate with others in real-time.

GOOGLE DOCS

Google Docs is an online word processor that lets you create and format documents
and work with other people. Google Docs is available on all devices and platforms; all
you need is an internet connection and a web browser (or, in the case of mobile, the applicable apps).
Google does the rest and handles the brunt of the heavy lifting while it runs the software in the cloud.
Docs supports several different file types, including .doc, .docx .txt, .rtf, and .odt, making it easy to view
and convert Microsoft Office files directly from Google Drive.
And since Docs is an online word processor, you can share and collaborate with multiple people on the
same document, tracking revisions, changes, and suggestions all in real time.
HOW TO CREATE A DOCUMENT

After opening your Google Account, head on over to Google Docs then click the Blank (+) to create a
new document

HOW TO IMPORT A MICROSOFT WORD DOCUMENT

Even if you’re new to Google Docs, you might already have a collection of Microsoft Word files you’d
like to be able to use. If that’s the case, then you’ll have to upload all your Word documents before you
can view them.
When you import a Word document, you can use either Google Docs or Drive to upload your files. Both
methods let you drag and drop a file from your computer directly into the web browser for easy uploads.
Your Drive houses all of your uploaded files, but for convenience’s sake, when you head to the Docs
homepage, it only shows you document-type files.

From the Google Docs homepage, click the folder icon in the top right, then click the “Upload” tab.

Once the Word file uploads, Docs opens it automatically, ready for you to start to edit, share, and
collaborate.
To open a Word document that you want to edit, click the file with the blue ‘W’ next to the filename from
your Google Docs homepage.
When you finish with the document, you can download your document back into DOCX, or PDF, ODT,
TXT, HTML, or EPUB format. Click File -> Download As then click on the desired format, and it will
download directly to where files save from your browser.

HOW TO CHECK YOUR SPELLING IN GOOGLE DOCS

Now that you have a few documents, it’s time to make sure your spelling and grammar are correct. Docs
comes equipped with a spell-checker all ready to go for you any time you misspell something, it underlines
the error with a squiggly line, prompting you to make a change.
This should be on by default, but you can make sure in Tools > Spelling > Spelling and grammar checking.
To see spelling corrections and suggestions, right-click the word with the line underneath. Alternatively,
or press Ctrl+Alt+X. Another way to access the spell check is to click the icon with an A and checkmark.
This enables the tool and parses your document for spelling and grammar.

HOW TO COLLABORATE ON DOCUMENTS WITH OTHERS

One of the best features of Google Docs is the ability to generate a shareable link that lets anyone with it to
either view, suggest edits, or edit your document. Instead of sending a file back and forth between
collaborators, you can make edits and suggestions all at once, as if you were all huddled over the same
computer in real time.
From the document you want to share, click on the blue button “Share” to choose how and with whom you
want to send a link to your file. You can enter email addresses manually or click “Get sharable link” in the
top corner to hand out the invitation yourself.

From the drop-down menu, you can edit how much power the shared user(s) have over the file when you
select one of these options:
Off: Sharing is disabled. If you’ve previously shared a link with others, it will no longer work and revokes
any permissions they once had.
Anyone with the link can edit: Gives the shared users full read/write access. They still can’t delete it from
your Drive, though his is just for the contents of the file.
Anyone with the link can comment: Allows shared users to leave comments if desired—this is great for
team projects.
Anyone with the link can view: Shared users can view the file, but can’t edit it in any way. This is the
default action when you share a file, and the best option if you’re trying to share a file for download.

HOW TO SEE ALL THE RECENT CHANGES TO A DOCUMENT

When you share documents with others, it’s difficult to keep track
of all the small changes that happen if you’re not present. For that,
there’s revision history. Google Docs keeps track of all the changes
that occur in a document and groups them into periods, keeping the
clutter down. You can even revert a file to any of the previous
versions listed in the history with the click of a mouse.
You can view a list of all recent changes by clicking File >
Version History > See Version History.

GOOGLE SLIDES

Google Slides is Google's flagship presentation app that lives inside the browser
as a part of Google Drive. Basically, think of Slides as Google Doc's presentation
tool. It is completely free, the only requirement to use is to have a Google account.
Due to being a free web app, Google Slides isn't as full featured as desktop apps
like Microsoft PowerPoint. But it makes up for a lack of aesthetic features by
boasting very strong collaboration features, if not the best.
HOW TO CREATE A NEW PRESENTATION
Once you've signed into your Google Account, head on over to Google Slides then click the Blank (+) to
create a new presentation.

Another way is using the Google Drive, there, create a Google presentation by clicking New > Google
Slides > Blank Presentation. You'll be redirected to a new page with a blank presentation.

The first step in creating a new presentation is configuring how it looks. So, let's take a look at the
Themes sidebar that pops up upon creating a presentation.
Google Slides comes preloaded with different themes for slides. The Themes sidebar appears on the right
side of your blank presentation. Use the scroll bar to move through the various themes available.
If none of the basic themes in Google Slides suit your needs, you've got plenty of extra options.
You can find dozens of beautiful new Google Slides themes at Google, which are made by professional
designers.
Moreover, you may upload an original theme to Google Slides by pressing the Import theme button on
the launcher. The Import theme window appears. Use a theme from a previous presentation, drag a theme
onto the Import theme window from your computer, or Select a file from your computer.

Google supports uploads up to 50MB in .ppt, .pptx, .pptm, .ppsx, .pot, .potx, .odp, and Google Slides
formats.
Once you've selected the theme, determine the Google Slides aspect ratio of your slides. From File > Page
setup, there are the options of Standard 4:3, Widescreen 16:9, Widescreen 16:10, and Custom. Select the
aspect ratio that best fits the screen you'll be using when you present the Google Docs slideshow. Typically,
the standard Google Slides aspect ratio is best if the Google presentation is being projected.

Now that you've finished the presentation, click the Present button to show off what you've got.
GOOGLE FORMS
Google Forms lets you collect information from people via personalized
quizzes or surveys. You can then connect the info to a spreadsheet on Sheets
to automatically record the answers. The spreadsheet then populates with the
responses from the quiz or survey in real-time. This makes Google Forms
one of the easiest ways to save data directly into a spreadsheet.
With Forms, you can collect RSVPs, start surveys, or create quizzes for
students with a simple online form. You can share your form via email, a
direct link, or on social media and ask everyone to participate.
And since Forms is an online tool, you can share and collaborate with
multiple people on the same form in real-time.
HOW TO CREATE GOOGLE FORMS
Once you've signed into your Google Account, head on over to Google Forms then click the Blank (+) to
create a new form.

One of the first things you might want to do after you create a new blank form
is give it a bit of personality. Google Forms lets you customize the theme and
help it stand out by adding an image, color, and font style.
Click the artist’s palette at the top of the screen. From here, you can choose a
header image from one of the many stock photos provided (or upload one of
your own), the primary color of the form, the background color, and font style.
While customization is lacking when it comes to the theme of forms (aside
from being able to upload any image for the header), Google Forms makes up
for it with everything else it has to offer.
After you customize your form, close the theme options to return to your form.
When you create a Google Form, you can choose the types of questions you
want people to answer. Whether you want static answers from a multiple-
choice form or essay-length responses, you can create your ideal form in a
snap!
Click the drop-down menu next to the question field. Then, select the type of question you want from the
list.

Your choices are:

Short Answer: Responses only require a few words. You can set rules people have to follow in their
answer with data input validation. Great for email addresses or URLs.
Paragraph: Responses require long-form answers of one or more paragraphs. Data input validation is
available for this type of response, as well.
Multiple Choice: People choose between a set of options (one per question). You can include “Other”
and an option so people can input a short answer. Depending on a person’s answer, you can also send
them to a different section of the form.
Checkboxes: Responders choose one or more of a set of options, including the “Other” option for a short
answer. Depending on a person’s answer, you can send them to a different section of the form.
Drop-down: People choose their answer from a set of options in a drop-down menu (one per question).
Based on the answer, you can, again, send people to another section of the form.
File Upload: This allows the person to upload a file in response to a question. Uploaded files use Google
Drive space for the survey owner. You can specify the size and type of files people can upload.
Linear Scale: People can rate your question on a scale that starts at 0 or 1, and ends on a whole number
from 2 to 10.
Multiple Choice Grid: This creates a grid from which people can select one answer per row. Optionally,
you can limit answers to one choice per column and shuffle the row order.
Checkbox Grid: This option creates a grid from which people can select one or more answer per row.
Optionally, you can limit answers to one choice per column and shuffle the row order.
Date: Responder must choose the date as an answer to the question. The default is day, month, and year.
Optionally, you can include the time in people’s answers.
Time: Responder must choose the time of day or a duration of time.
To add more questions to your form, click the plus sign (+).

To add another section to separate questions, click the icon that looks like two rectangles. Optionally, you
can give the section a name and description to distinguish it from other sections later on.

HOW TO STORE RESPONSES IN GOOGLE SHEETS

Google Forms stores the answers to your Form automatically. It saves each response in the “Responses”
tab at the top of your form and updates in real-time as people answer questions.
HOW TO SHARE YOUR FORM
After you’ve completed creating a form, it’s time to send it out and get some responses. You can share the
form via email, a direct link, on your social media account, or you can embed it into your website.
To get sharing, open the form you want to share, and then click “Send.”

Choose how you want to share your form from the options at the top of the pane. From left to right, your
choices are: email, direct link, an embedded link for your website, Facebook, and Twitter.