How to Use Google Documents
Free Online Collaboration Service
Besides being an endless source of information, the Internet introduces new online tools and services every day. Some cost money, but there are services that are free to use. One vendor that continues to produce new, free applications is Google.
In addition to being synonymous with Internet searches, it has a whole suite of other functions available to anyone. One of the lesser known of these is Google Documents.
Online Documents at Google
Google Documents lets the user store and share documents across the Internet. Google members can create documents online as if they were creating them locally. They can also upload or email them to the application.
The site is password protected and there is tough language in their policy regarding security, but specifics on the security is hazy, so care is suggested when storing sensitive files at Google Documents.
Getting Started with Google Documents
Before doing anything, the user needs a Google account. Anyone without Gmail needs to go to Google and click on Gmail to sign up. The user will need to supply a real first and last name, and a username and password. The username becomes part of the email address so it needs to be unique to Gmail. A few more questions and accept the user agreement and it’s finished
At the top of the email page, or from the More dropdown at Google, click on the Documents link. This brings up Google Documents. An explorer type interface will come up, with a toolbar at the top. The user is now ready to create or load documents onto Google Docs.
Create and Share Documents and Solutions
To create a new document, click on New on the toolbar and select from the dropdown of options: Document, Spreadsheet, Presentation, Form, or Folder. If the user opens a Document, this will open a new window with a Word looking menu and tool bar at the top. Enter text, save it, and it is immediately available to open and use on another computer or by another user with access.
Spreadsheets and presentations work much the same, with Excel and Powerpoint interfaces, respectively. Something new to users is Form. This allows them to design and create a form for surveys, tests, or anything else. They can email a link to it to anyone they wish. Once someone submits the form, the answers are stored in a spreadsheet in the creator’s own Google docs. This is a great way to get feedback.
Online Collaboration
Another way to add files to Google Documents is to upload it. On the menu bar there is an upload button which opens an interface with instructions. On this same page is a third way to add documents, and that is email. This is a very different email address from the Gmail account. It is a long and cryptic address that will only post documents to the user’s Google Documents.
The user can email any supported document type as an attachment, or simply type the document into the body of the email. The text they type becomes a new document and the subject line becomes the name of the document.
For anyone who needs a quick, simple, and free way to save and collaborate on documents across the Internet, Google Documents is a great solution.
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