Google Docs for Business


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Google Docs for Business

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