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Google Docs for Business

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    Google Docs for Business Google Docs for Business Presentation Transcript

    • Google Docs for Business
      July 11 & 12, 2011
      Shannon Scanlan
      Business Services Librarian
      sscanlan@ahml.info
    • What is Google Docs
      Introduced in 2006
      Web based applications
      Documents, spreadsheets and presentations can be accessed from any computer with an internet connection
      Files can be shared with others for easier collaboration
      Files can be worked on at the same time
      Excellent resource for storing documents
    • Where are my Docs?
      Items are stored via the Internet, “Cloud Computing”
      You can restrict privacy to only yourself, friends or make public
      Your documents cannot be found by search engines unless shared publicly via a web address
      Google Docs will store up to 5,000 documents
    • How Can My Business Use Docs?
      Share documents
      Personnel manual
      Department updates
      Share spreadsheets
      Schedules
      Vacation planning
      Collaboration
      Presentations (slideshows)
      Documents
      Forms
    • Where Do I Begin?
      You need a free Google account
      Google accounts allow access to other Google applications such as Calendar, Gmailand Talk
      You can associate another email
      address with your Google accounts
      such as a work email address
    • Google Docs Homepage
    • Let’s Get Organized
      Documents are easy to organize in Collections
      To create click New then Collections, name your Collection
      You can assign colors to your Collections
      Green for finance
      Red for important
      Yellow for working
    • Collaboration
      You and shared users work on the most current edition
      Share to view (readers only)or to collaborate (read and edit)
      To view a private doc or edit, the user will need a Google account
      Share with up to 200 people or publish as webpage
      Up to 50 people can work on a spreadsheet at once, 10 can work on a document at once
      Users can leave comments
      You can receive email notifications of changes to file
    • Sharing a Document
      Sender will receive an email invitation
    • Viewing a File
    • Commenting on a File
    • Chatting with User
    • Not Happy with a Change?
      You can check the past versions using Revision History
      Open the document, select File, then Revision History
    • Email Notifications for Spreadsheets
      Open the file that you want email notifications on
      Select Share then Set Notification Rules
    • Create Forms
      You create the form and Google creates a spreadsheet to track the data
    • Share Your Doc with the World
      Publish the file as a webpage
      File will have a URL address
      Changes to the document will be republished
    • Using Templates
      A formatted document including
      Resume
      Cover letter
      Menu
      Budget
      Business cards
      You can use a Google Template or create your own
      Select Create New, then From Template
    • Uploading Docs
      Maximum sixe is 500 kb
      .doc (Microsoft Word)
      .odt (Openoffice.org Writer and OpenDocument)
      .sxw (StarOffice)
      .rtf (rich text format)
      .txt (plain text)
      .htm or .html (HTML, for website display)
      .pdf
    • Exporting Docs
      Files you create in Google Docs are HTML files (Hypertext Markup Language), files that can be read by Web browsers
      When exporting documents to another program they must be converted into other formats such as
      .doc
      .pdf
      .xls
    • Additional Information
      Google Docs Tour
      http://www.google.com/google-d-s/tour1.html
      Google Docs Video on YouTube
      http://www.youtube.com/watch?v=eRqUE6IHTEA
      Getting Started Guide
      http://docs.google.com/support/bin/answer.py?hl=en&answer=1107581
      Google Apps for Business
      http://www.google.com/apps/intl/en/business/collaboration.html