Download Google Docs and more Study notes Design in PDF only on Docsity!
Google Docs
Google Docs allows you to create, share and edit documents online. You can also upload various types of documents such as Word, Excel, or PowerPoint, edit documents online simultaneously with anyone you choose, keep track of who makes changes to a document, or email documents as attachments.
Google Documents
Creating and Saving a Document
To create a new document, log in to your Google account. Click on the Apps icon and choose the Drive option. Click the New icon and select Google Docs.
Changes are automatically saved as you work. To name the document properly, click on Untitled Document in the top left corner. A dialog box will be displayed allowing you to change the title.
To save a local copy of a document, you can download it to your computer. To do this, open your document, click the File menu and point your mouse to the Download as option. You'll see such file types as HTML (zipped), RTF, Word, Open Office, PDF, plain text, etc. Select a file type and click OK in the browser window that appears.
Uploading a Document
You can upload existing documents to your Google Drive at any time.
- Click the My Drive button at the top of the page. Then select Upload Docs Select Files to upload a file. Click Browse and select the document.
- Click Open. The screen will prompt you when the file has finished uploading.
- The uploaded file appears in your Docs list. File types you can upload include .html .txt, .rtf, Excel, PowerPoint, Microsoft Word, video, etc. Size limits: Each document can be up to 1MB, plus up to 2MB per embedded image.
Creating a Document
Use the menus in the toolbar to change the font or the text size in your document. Simply select the text you'd like to change and click either the font menu, which lists Arial as the default font, or the text-size drop-down
menu, set to 11pt by default. Choose a new font or text size, and the changes are applied to the selected text. Additional font types are available by clicking the More Fonts option at the bottom of the list. You can also type in a specific font size if the one you are looking for is not in the list.
If you'd like to change the spacing of the document, click the line spacing button on the far-right of the toolbar.
Then, select an option from the menu.
Renaming a Document
Click Untitled document to name your doc. (You can rename your doc at any time by clicking the title.)
Adding a Table
Tables are a great way to organize information in your document.
- Click Table, Insert table and point at the number of rows and columns you want:
- Then format and fill out your table.
- To add color to cells, select the text in one or more cells, click Table, Table properties , and set the cell background color.
Inserting Links
If you want to insert a link to a website or an online document as a reference:
- Click anywhere in the document where you want the link to appear.
- Click the Insert drop-down menu and select Link... , or click the link icon in the toolbar. The 'Edit Link' window appears.
- Type the text you want to be displayed as the link (if you selected specific text, it will already appear in the 'Text to display' field). Leave this field blank if you want the full link to be displayed in your document.
- Enter a URL (or an email address if you selected 'Email address') in the second text box.
- Click Apply.
Note : Restoring your document to a previous version does not eliminate any versions of your document. Rather this version is moved to the top of your revision history, maintaining all previous versions of your document, including the current version.
- If you would like to return to the current version of your document to continue editing, click the X in the upper right of the 'Document History' pane.
Sharing Your Document
Any Google document can be shared with other Google users. This may be done from your Documents List or directly from the document itself.
From the Documents list, select the document you want to share (you can also select multiple documents), and click the + icon at the top of the page. To share a document directly while open, click the Share option (icon with + at the top of the page.)
Then follow these instructions:
- In the 'Sharing settings' window, under People,' type the email addresses of users you want to share your document with. You can add a single person or a mailing list. You can also choose from a list of contacts.
- To the right of the list of names, select 'Can view' or 'Can edit' from the drop-down menu.
- Click the Advanced option for other settings options. If you want to add a message to your invitation, enter some text and click Share. To skip sending an invitation, deselect the option 'Send email notifications (recommended).' Collaborators and viewers will still be able to access the document from their Docs lists, but won't receive an email invitation.
In the 'Sharing settings' dialog, you can also see who has access to your document, change how much access people have, remove editors and viewers, and change the document’s visibility option.
You can share your document with up to 200 combined viewers and collaborators. Up to 10 people may simultaneously edit and/or view a document.
Printing
If you want a hard copy of your document, you can print it from a PDF or download it as an HTML file. To print directly from a PDF:
- In the document you want to print, click File > Print.
Google Spreadsheets
Creating a Spreadsheet
To create a new spreadsheet, log in to your Google account. Click on the Apps icon and choose the Drive option. Click the New icon and select Google Sheets.
Changes are automatically saved as you work. To name the document properly, click on Untitled Document in the top left corner. A dialog box will be displayed allowing you to change the title. To enter text or data in your spreadsheet, just click a cell and start typing. By default, data is entered in “Normal” format – what you type is what you get. When collaborating on spreadsheets, cells that are being edited by someone else will be greyed out. This way you won’t override someone else’s edit. Just like on Documents, you can also add comments on spreadsheets.
The Google spreadsheet looks very similar to Excel.
Items that appear on the toolbar include
print undo or redo last operation format cell contents change font size add bold change color of the text or a background color, align text, add borders merge cells horizontally in selected rows wrap text add formulas
Adding and Deleting Rows or Columns
To add a row or column to a spreadsheet, right-click in the gray area containing the column letter or the row number (columns are listed above the sheet, rows are listed to the right). A menu will appear allowing you to "Insert 1 left," "Insert 1 right," or "Delete column." Click on the appropriate action, and the desired change will occur.
If you would like to insert multiple rows or columns, highlight the number of columns/rows you wish to insert, right-click on the column/row header, and select "Insert N..." For example, if you highlight five rows, then right click on one of the row headers highlighted, choose "Insert 5 above," or "Insert 5 below."
You can also insert or delete rows/columns by using the Insert menu.
To add a new sheet:
- Click the “+” sign at the bottom left or your spreadsheet:
- By default, sheets are named Sheet1, Sheet2, and so on. To rename the new sheet, select the tab and click the drop-down arrow. Select Rename.
Adding Formulas
To add formulas to your spreadsheets:
- Click in the cell where you want to perform a calculation.
- Click the Functions drop-down menu on the toolbar. Select a function from the list that appears.
- The function is inserted into the cell you selected in step 1.
- Click the More link to see additional functions.
- Enter symbols and attributes to see the formula computation.
Formula View Mode
In Google spreadsheets that contain formulas or functions, you have the option to view the formula text instead of the formula calculations. To enter formula view mode, click the Show all formulas button to the right of the formula bar. (To display the formula bar, click View > Show formula bar )
Alternatively, you can use the keyboard shortcut Ctrl+` or select View > All formulas to view the formula text in your spreadsheet.
Creating a Chart
A variety of charts may be added to a spreadsheet, including line, bar, and map charts. You can also save a chart as an image and insert these images into a document or presentation. To create a chart:
- Select the cells with data you'd like to include in the chart. Alternatively, you can select a range or multiple ranges of data from within the charts dialog. You can do so by clicking Select range... and entering one or more ranges by clicking Add another range.
Note: It helps to label the data in your spreadsheet before creating a chart. For example, if you want to chart your expenses, you might have a row of numbers labeled 'Rent' and another labeled 'Groceries.' Then you might label columns by month or week, etc. These labels will appear automatically in the window where you create and preview your chart, as long as the labels are the first row and column of your selected range of cells.
- Select the Chart icon in the menu bar or choose Insert > Chart or select the Chart icon from the list of icons. The charts dialog box appears.
- In the Start tab, you can edit the range of cells to be included in your chart, select basic layout settings, and view recommended charts.
Note: If you included labels for your data in the spreadsheet, you can specify that you want to use the first row and first column of your data as labels by checking the box next to ‘Use 1st row as headers’ and ‘Use 1st column as labels.’ These settings are automatically selected when you include labels in Row 1 and Column A in your spreadsheet.
- If you decide that one of the recommended charts isn’t the right one for your data or if you want to see more chart options, you can either click More >> or move on to the Charts tab.
- Preview your chart and edit as necessary.
- Click Insert. The chart will appear in your spreadsheet. If you need to go back and edit your spreadsheet without an inserted chart, click Cancel.
Additional settings for your chart are available in the Customize tab. You can add a chart title, axis titles and settings, colors to represent the data in your chart, and other additional chart formatting features.
To give your chart a unique name or to rename a chart:
- After you’ve started the process to create a chart, click the Customize tab of the charts dialog box.
- Enter a name in the Chart Name text box of the Customize tab. The chart name will show in the upper left corner of your chart when it’s selected in your spreadsheet.
- Enter a title in the Chart Title text box of the Customize tab. The chart title will be a label at the top of the chart.
Downloading a Spreadsheet
A spreadsheet can be downloaded as a text file, Excel spreadsheet, PDF, etc. by clicking File, Download as and choosing the format you wish to save the spreadsheet in.
Reordering and Organizing Slides
To reorder presentation slides:
- Select the slide you want to move in the slide sorter view. You can press the Shift key to select a sequence of slides, or use the Ctrl key to select multiple, non-sequential slides.
- Once you've selected the slides, choose one of these options to move them: o Drag the slide to a new position in the slide-sorter view. You can also duplicate slides by left-clicking on your selected slide(s), then holding down the Ctrl key while dragging. o Right-click the slide(s) in the slide-sorter view, and select either Move slide up/to beginning or Move slide down/to end.
The order of the slides is changed according to your selections.
Deleting a Slide
Choose one of the following options to delete a slide:
Click Slide > Delete slide.
Importing Slides
You can import slides from another presentation. Click Insert, Import Slides.
Speaker Notes
To include speaker notes, type in the Notes section under the slide. If you don’t see the speaker notes, click the View menu and make sure Show speaker notes is checked.
When in view presentation mode, you can view your notes by clicking the View speaker notes option at the top-right of your screen.
Please note that collaborators and viewers will also be given the option to view your notes.
There are also options to print your speaker notes alongside your slides. Click the File > Print menu item to access the print functionality, then click the checkbox to 'Include Speaker Notes' in your preferred layout. You can also choose the Download as PDF option to save the presentation in PDF format.
Theme Choices and Backgrounds
In Google presentations, you can select from a number of themes or choose your own background image and color. You can change the theme at any time, or use a different background for one or more slides.
To select a theme :
Right-click the slide and choose Change theme. Select the theme you want to use, and it will automatically be applied to all the slides in your presentation.
To select your own background image :
- Select the slide you want to change in the presentation editor and click Right-Click, click Background.
- Click Insert image in the dialog box.
- Click Done or Apply to All.
For best results, use images with an aspect ratio of 4:3 and 800x600 resolution.
Inserting Images
Inserted images must be in .PNG, .JPEG or .GIF ( no animated GIFs ) file formats, maximum 2000 pixels in dimension, and maximum 2MB in size.
Some images can't be dragged into the Internet Explorer browser window; however, you can insert images that you've saved to your local computer.
- Click the Insert image button in the presentation toolbar.
- A window will appear, allowing you to select an image file from your computer. Click Choose File and select the file of your choice.
- Once you have selected the image, click OK.
The image will now appear in the presentation. To move the image, and adjust it to fit the presentation, click and drag it to the desired space within the slide.
Viewing Your Finished Presentation
To view the finished presentation, select Present from the top-right of the screen. A new window appears, displaying your presentation one slide at a time. Click the down-arrow for additional options:
Here are some of the buttons available in the toolbar:
Undo or redo changes You can undo and redo changes by clicking the two arrows to the left side end of the toolbar.
Zoom in and out To zoom in and out on your drawings, click the Zoom button in the toolbar.
Shapes Select a shape from the Shape menu in the toolbar. Then, click anywhere in Google drawings to insert the shape in the default size, or drag your mouse to change the size of the shape.
Create word art by clicking the Shape menu and selecting Word Art (the letter "T" in the second row of shapes). Then, type your text and press Enter.
All of the shape editing options are available with word art, so you can rotate, choose fill and line color, and change line width.
Fill color, line color, line width, edit text, bold, and more These and other editing options are available only when you've selected a specific item. For example, when you insert a text box or word art, you'll see the Edit text button at the right end of the toolbar. Click it to change the selected text.
Note: To duplicate a shape, just hold the Ctrl key (Command key for Macs) while dragging the shape.
Format your Drawing
After inserting shapes, you can format them using the buttons in the toolbar. When you select a shape, the
Fill color , Line color , Line width , Dashes , and Edit Text buttons appear.
Here are some ways to format your drawings:
Adjust the color of a shape: Click the Fill color button and choose the color you'd like to use. Increase or decrease transparency: Click the Fill color > Custom color and drag the opacity selector at the far right of the menu. Dragging down increases an object's transparency, while dragging up decreases transparency. Adjust the background color of your drawing: Change the Fill color without selecting an object or right click in the canvas, select Background and choose your color. To deselect objects, click in the background. Change the color of a shape's border: Click the Line color button. You can also change the thickness of a shape's border by clicking the Line width button. Modify the style of a shape's border: Click the Dashes button and select the style of border you'd like. You can hide the border altogether by selecting Line Color and making the border "Transparent."
How to Use Text in Drawings
There are three ways to use text in your drawings:
Insert text boxes
- Click the Text box button in the toolbar or select Insert > Text box.
- Click in the canvas to create a default size text box, or drag the text box to resize it.
- Type your text, and the text appears in the text box. You can modify the text by double-clicking the shape or by right-clicking and selecting Edit text....
You can format text boxes like you would any other shape.
Add text within shapes
- Double-click the shape, (you can also right-click it and select Edit text..., or select the shape and click the Edit text button in the toolbar).
- Type your text, and the text appears in the shape. You can modify the text by double-clicking the shape or by right-clicking and selecting Edit text....
Add word art
- Click the Insert menu and select Word art.
- Type your text and press Enter. Your word art will be added to the drawing canvas and you can format it like you would any other shape.
To cancel your changes as you’re typing your text, you can press the Escape key or click the x in the corner of the text field. If you’d like to create a new line of text, just press Shift + Enter.
Formatting Text
Formatting text in text boxes and shapes
When you select a text box or shape with text in it, the Bold, Italic, Text color, Align, and Font size toolbar
items appear. You can apply these styles to the entire text within the shape.
Formatting word art
When you select a word art shape, the Bold, Italic, and Font toolbar items appear. You can apply these styles
to the entire shape, as well as use the standard shape formatting options to set fill and border styles.
Change the size of your shape by resizing it directly, and keep in mind that pressing Shift while resizing will
preserve the text’s aspect ratio.
