Google Documents

One of the great collaborative tools that Google provides is called "Google Documents". These are a collection of 3 main types of documents, presentations (similar to PowerPoint from Microsoft or Keynote from Apple), spreadsheets (like Apple's Numbers and Microsoft's Excel), and what it simply refers to as "documents" (similar to Microsoft's flagship Word and Apple's Pages). This suite of "documents" are stored in the same location as your emails.

In order to access these documents, log into your email and click on the link at the top entitled "Documents" (FYI: this is not a link, just blue, underlined text). When you click on the link, a new screen will open with any documents that you have opened, created or been invited to view/collaborate within "Google Documents".


On the left hand side, above the list which says "All Items", is the option to create a new Google Document. By clicking on the icon with the word "New", a drop down list will appear. These are the various choices for types of documents you can create. The 1st three options, mentioned above, are the main types of documents. Select from these choices and a new "Document, Presentation or Spreadsheet" will open in a different window.

From this point, you can work on the document as long as you have a connection to the Internet. This program/application can be accessed from any computer, as long as it is connected to the Internet. It does not matter what Internet browser (Safari, Firefox, Internet Explorer, etc) you are using. You can work on this document regardless of the software that is on the computer.

The true value in this program lies in the collaborative possibilities, i.e. being able to share it with others. Whether you wish to collaborate or have others view your work, as long as they have a Google account (in this case with St. Anne's), they can edit the document if you've invited them as a collaborator. In order to share a spreadsheet, click on the blue box in the upper right hand corner. A drop down menu will appear and give you several options. Select "Invite people..." and enter their email addresses. When you are done with this step, choose the bubble by "to edit" or "to view", depending on what level of involvement you want those you are inviting to have. You can include a message on the right hand side. Upon completion, click on the "send" button and an email will be generated. While you will not see this email, the recipient(s) will see your message, if you included one, and a pre-programmed note from Google stating "I've shared a document with you" . . . and a link to that document. Since the document is not a file stored on a computer, but rather in what is referred to as the "cloud", there is nothing to download.

For a word processing document, (referred to as document above) the process is very similar, but once you click on the "Share" button, you will see a different list of options (as seen on the right). Click on "Share with others" Once you have finished entering the email addresses of those you wish to invite, click on the button "Invite Collaborators" below the box where you typed in the email addresses. A new window will show up within the one currently open. This new window will provide you with the opportunity to enter a message to the collaborators/viewers. You can choose the option to "skip sending a message" and the recipients will receive the default email from Google which says, "I've shared a document with you . . .", just as with the spreadsheet.