File types you can upload: .xls, .ods, .csv, .tsv, .txt, .tsbSize limits: Each spreadsheet can be up to 256 columns, 200,000 cells, or 100 sheets -- whichever is reached first. There’s no limit on rows.
Supported file types to export/save is: .csv, .html, .ods, .pdf, .xls, .txt
You can explicitly share your spreadsheet with up to 200 combined viewers and collaborators; however, if you publish your spreadsheet, anyone will be able to access it.
To give others the ability to view your spreadsheet but not the public, use the Share button to invite them as viewers.
Advanced Excel, Day 3
By Khaled Al-Sham’aa
Why Google Docs? Import existing docs, or create new ones from scratch. Edit documents, spreadsheets and presentations from anywhere. Share docs online and collaborate instantly. Store docs securely online. Eliminate confusing email attachments and version- control issues. 2
Getting Started Import and export these file types: xls, csv, txt and ods. You can also export data to a PDF or an HTML file. Format your cells and edit formulas so you can calculate results and make your data look the way you want it. Chat in real time with others who are editing your spreadsheet. Embed a spreadsheet, or a section of a spreadsheet, in your blog or website. 3
Creating a Spreadsheet To start using Google Spreadsheets, simply sign in with your Google Account. (If you use Gmail, you already have an account). To create a new spreadsheet, go to http://docs.google.com, click the Create new drop-down menu, and select Spreadsheet. 4
Uploading a Spreadsheet (1) You can upload an existing spreadsheet to Google Spreadsheets at any time. Here’s how: 1. Click the Upload button at the top of the sidebar in your Docs list page. 2. Click Browse and select the spreadsheet. 3. Click Open. 4. Click Upload File. The uploaded file appears in your Docs list. 5
Saving a Spreadsheet Click the Save button in the top right corner of the spreadsheet, enter a name for the spreadsheet in the window that appears, and click OK. When your spreadsheet is saved, it will appear in your Docs list. Google Docs auto-saves your spreadsheet multiple times each minute. 7
Access from anywhere Because your docs are stored securely online. You can access them from anywhere, from any computer with an Internet connection and a standard browser. It’s easy to export or download your spreadsheet in a variety of formats, including XLS, HTML, PDF, CSV, TXT and others – just open your spreadsheet and select Download as option from File menu. You’ll see file types, select a file type for download, then click OK. 9
Collaborate with others (1) You can share your spreadsheet with your co-workers by click the Share drop-down menu in the top right corner of the page and follow these instructions: 1. Select Invite people … 2. Select To edit or To view, depending on your preference. 3. Enter the email addresses that you’d like to add. 4. If you’d like to add a message to your invitation, enter some text and click Send. To skip sending an invitation, click Add without sending invitation. 10
Collaborate with others (2) In the share dialog, you can check who has access to your spreadsheet, remove collaborators and viewers, and change editing rights. By click Revision tab in your spreadsheet you can track who changed what, and when. 50 people may simultaneously edit and/or view a spreadsheet. 11
Publish to the web Once you’re done creating and editing your spreadsheet, you can publish it to a webpage. Just click the Share drop-down menu on the top right and choose Publish as webpage. Then, click Publish now. Then, everyone you choose can access your spreadsheet by entering the URL you send them into their browser’s address bar. You can un-publish at any time. 12
Embedding and Gadgets Once you publish your spreadsheet a unique URL is generated. You can use this URL to embed the spreadsheet on your website or blog. You can insert gadgets to display your spreadsheet data in a more visual way. From your spreadsheet, simply select Insert > Gadget. Then, the Add a Gadget window appears, where you can select gadgets in a number of categories, including charts, tables, and maps. 13
Collect data with forms (1) With Google Docs, you can quickly create a form to send out to your colleagues, and keep track of the answers in one spreadsheet: 1. Click the Form drop-down menu and select Create a form. 2. In the form template that opens, you can add any questions using a variety of question types (multiple choice, checkboxes, etc.) 15
Collect data with forms (2) You can embed your form in an email, and respondents’ answer will be added automatically to a spreadsheet, so collecting the data you need is a snap. 3. Click Email this form once you’ve finished adding your questions. 4. Add the email addresses of the people to whom you want to send this form. 5. Click Send. 16
Thank you No connectivity? No problem. Click on the Offline link to access your docs when you’re not connected to the Internet. Learn more at: http://docs.google.com/support Join the Google Docs Help Group to ask questions and learn more about how others are using Google Docs: http://groups.google.com/group/GoogleDocs 17