Google Docs allows users to create, share and collaborate on documents, spreadsheets and presentations online. Files are stored in the cloud and can be accessed from any computer with an internet connection. Multiple users can work on files simultaneously. Documents can be organized into collections for easier management. Advanced features include commenting, revision history and notifications when files are edited. The service is free but requires a Google account. It's a useful tool for businesses to share documents, schedules and presentations online.

1. Google Docs for BusinessJuly 11 & 12, 2011Shannon ScanlanBusiness Services Librariansscanlan@ahml.info

2. What is Google DocsIntroduced in 2006Web based applicationsDocuments, spreadsheets and presentations can be accessed from any computer with an internet connectionFiles can be shared with others for easier collaborationFiles can be worked on at the same timeExcellent resource for storing documents

3. Where are my Docs?Items are stored via the Internet, “Cloud Computing”You can restrict privacy to only yourself, friends or make publicYour documents cannot be found by search engines unless shared publicly via a web addressGoogle Docs will store up to 5,000 documents

4. How Can My Business Use Docs?Share documentsPersonnel manualDepartment updatesShare spreadsheetsSchedulesVacation planningCollaborationPresentations (slideshows)DocumentsForms

5. Where Do I Begin?You need a free Google accountGoogle accounts allow access to other Google applications such as Calendar, Gmailand TalkYou can associate another email address with your Google accounts such as a work email address

6. Google Docs Homepage

7. Let’s Get OrganizedDocuments are easy to organize in CollectionsTo create click New then Collections, name your Collection You can assign colors to your CollectionsGreen for financeRed for important Yellow for working

8. CollaborationYou and shared users work on the most current editionShare to view (readers only)or to collaborate (read and edit)To view a private doc or edit, the user will need a Google accountShare with up to 200 people or publish as webpageUp to 50 people can work on a spreadsheet at once, 10 can work on a document at onceUsers can leave commentsYou can receive email notifications of changes to file

9. Sharing a DocumentSender will receive an email invitation

10. Viewing a File

11. Commenting on a File

12. Chatting with User

13. Not Happy with a Change?You can check the past versions using Revision HistoryOpen the document, select File, then Revision History

14. Email Notifications for SpreadsheetsOpen the file that you want email notifications onSelect Share then Set Notification Rules

15. Create FormsYou create the form and Google creates a spreadsheet to track the data

16. Share Your Doc with the WorldPublish the file as a webpageFile will have a URL addressChanges to the document will be republished

17. Using TemplatesA formatted document includingResumeCover letterMenuBudget Business cardsYou can use a Google Template or create your ownSelect Create New, then From Template

18. Uploading DocsMaximum 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

19. Exporting DocsFiles you create in Google Docs are HTML files (Hypertext Markup Language), files that can be read by Web browsersWhen exporting documents to another program they must be converted into other formats such as.doc.pdf.xls

20. Additional InformationGoogle Docs Tourhttp://www.google.com/google-d-s/tour1.htmlGoogle Docs Video on YouTubehttp://www.youtube.com/watch?v=eRqUE6IHTEAGetting Started Guidehttp://docs.google.com/support/bin/answer.py?hl=en&answer=1107581Google Apps for Businesshttp://www.google.com/apps/intl/en/business/collaboration.html