How to use Google

DocsPresented by:

Kris Gibson, Brittany Connors, Karey Klemm, Andrell Williams,

Lisa Raymond and Liat Rothfeld

N1: When you have collaborated with other teacher professionals, have you wanted for all members to see a

document and edit the same document and have all members be able to view it? There is nice tool that is

called Google Docs that allows collaboration between professionals and also allows all users to edit the

document. One of the best qualities about this product is that it is free—yes I said FREE—to use on the

internet. Throughout this tutorial, we will be introducing you to the Google doc program, set you up with a

Google account, and then show you how to create, edit and post documents.

Text: insert all of our names there.

Graphics: Google docs logo and a computer

Animation: There is a pulse animation with the title of the presentation, as well as the computer has an

animation between the computer and the world.

Interaction/Activities: Click on Google docs icon to go to next screen.

Slide 1

Does this look like your group when it

collaborates? How often do we have to meet

with other colleagues during a lunch time,

after school, before school, or while at home?

N2: How many times have you been disrupted at home regarding your work at your school? Now I know many

of us do not care to talk “business” after hours, but sometimes there are times that I just want some time for

myself away from school. Google Docs allows you those times. Google docs allows you to create a document

that all participants can add to, edit, revise, etc. It also allows you to use Goggle spreadsheets and other

software while you are using Google docs. No more having to write something out on a piece of paper and wait

for a reply. With Google Docs you create an account, create a document, and send an invite to the other

participants. Once those participants have logged in, they can change and edit the document that you created.

You can even do it simultaneously!

Text: (enter any specific instructions regarding the text that you what displayed on the screen)

Graphics: Collaboration picture

Animation: picture and graphic has animation already included.

Interaction/Activities:

Slide 2

Ready to Learn? This presentation will help you to understand how to

use two parts of Google Docs: the word processor and

the presentation creator.

Here we go!

Slide 3

Script: This presentation will help you understand how to

use two parts of Google Docs: the word processor and

presentation creator.

N3: On this screen, you will have to create your Google account in order to use this free software. Once you

create your username and password, which is then approved, you will be required to provide other information

as well. You will also be asked to verify that the email you gave is current. They will send you an email that will

prompt you to click on the link.

Text: No text with this slide

Graphics: Screen shot of Google Docs and the arrow pointing to the login

Interaction/Activities: (enter any navigational/programming tasks that you’d like to accomplish…example, user

clicks here and goes to this screen number)

Slide 4

Do you know the basics of

Microsoft Word?

Great!

Then you are already on your way to learning the basics of Google

Documents!

Slide 5

Script: Do you know the basics of Microsoft Word?

GREAT! Then you are already on your way to learning the

basics of Google Documents.

Why Use Google

Documents? FREE

Accessibility

Storage capabilities

Timely

Collaboration

User-friendly (similar to word processing programs)

Script: Google documents offers many benefits. To begin, Google documents is a free program to use. All the

user needs to sign up is a gmail account, which is quick, easy, and also free. One major benefit is that the user

is able to access their documents from any computer with an internet connection. This eliminates the need to

carry a laptop, flash drive or external hard drive. The program does not require software downloads or

installations. The program also allows the user to save their documents in a secure online storage facility and

doesn’t bog down the computer’s storage space. This also means that if your computer were to crash, your

documents wouldn’t be lost! The storage space allotted to each user is equal to about 100 pages. Google Docs

enables multiple people in different locations to collaborate simultaneously on the same doc from any computer

with internet access. Often, people email their documents for others to review, wait for them to reply and then

make the necessary changes. Simultaneous collaboration cuts down the wait and work time. There is no

longer a need to go back and forth, comparing and consolidating information. Google Documents is also user-

friendly. It has similar capabilities offered by popular word processing programs like Microsoft Word. Most

users don’t have to spend a ton of extra time learning about the program before creating a Google doc. The

next slides will demonstrate some of the similarities between Google Documents and Microsoft Word. The

purpose is to show that if one knows how to create a document in Word, they will have no problem creating a

similar document in Google Docs.

Slide 6

SimilaritiesMicrosoft Word Toolbar

Google Documents Toolbar

Undo

Function

Text

FormattingText

Alignment

Script: There are many basic similarities between

Microsoft Word and Google Documents. Some of the

more obvious and user friendly options are available

on the toolbar. Many of the options available in Word

are also available in Google Docs. Additionally, many

of these options are displayed exactly the same in

both programs. Some examples include the undo

function, text formatting and text alignment options.

Also, many of the tab options are also very similar.

Google Documents, like Word documents can be

saved for later use or they can be printed. Both

programs offer an insert tab that allows the user to

add images, video, links, tables, and/or shapes to the

document.

Slide 7

More Similarities

Microsoft Word Google Documents

Script: Both programs auto-monitor spelling and grammar. When a potential error is detected, the program

underlines the text with a red wavy line seen above. Each program also has a help tab to answer additional

questions and to provide assistance to new users.

Slide 8

Next up:

Google Presenter!

Slide 9

Script: You can see that creating a Google document is simple if you already know Microsoft Word basics. Now you

will see how simple it is to create Google presentations.

Google PresenterA web 2.0 based application

presented by:

N1: Google docs offers a way to create presentations similar to PowerPoint presentations. It is called Google

Presenter. Here is some information about what Google Presenter has to offer and the implications it can have

in the classroom.

Text: N/A

Graphics: Google logo

Animation: The Google logo can appear a few seconds after the slide starts

Sound: N/A

Interaction/Activities: N/A

Slide 10

Step 1: Open a new presentation in

Google docs. Step 2: Create your presentation.

Step 3: Click Share to make your presentation available to others to view or to collaborate on.

N1-Script Once you sign in, click on Documents. Then click on the drop down menu under the create new tab.

Click on Presentation. This will open Google Presenter. A fresh slide will appear and you can begin to create

your project. Use the tool bar to customize your slideshow by adding different themes or pictures. After you are

finished with your project or as you continue to work on it, you can share it with others. This will make the slide

show available online to those who you have invited to share it with. You have the option to invite people to

collaborate on the project with you or to just view the project. Another neat feature is that you can import a

presentation that you have created in PowerPoint.

Text:

Graphics: the screenshots to show the functions of Google Presenter

Animation: Each of the steps can fly in after each click

Sound: N/A

Interaction/Activities: N/A

Slide 11

Collaborate, view, or

comment on a

project, regardless of

location

History is saved, so drafts

can be viewed

Chat feature allows

collaborators or viewers

to make comments as

they view or work on the

project

Google Docs can be

translated into 25 different

languages

Project can be embedded

into a website or blog

Can upload a

presentation made in

Microsoft PowerPoint

Users must have an

internet connection

and an account with

Offers less

customizing features

as Microsoft

PowerPoint

Doesn’t have audio

features

Advantages and Limitations of Google Presenter

N1:

There are a lot of features that Google Presenter offers that makes it a unique and useful tool. Here are a few

of the advantages and limitations of Google Presenter.

(read limitations first, then advantages as they appear on mouse click)

Text:

Graphics: the Google logo.

Animation: Bullet points will appear one at a time

Sound: there is a sound button for the last bullet point on limitations

Interaction/Activities: n/a

Slide 12

Ways to use Google Presenter in the classroom

Create presentations for open

house or parent’s night; post the

presentation on a classroom

blog or website afterward.

Upload pictures of student work

to have playing when parents

visit the classroom.

Create a lesson with teacher’s

notes for students to use

independently as a review or to

make up a missed lesson; this

can be posted on the classroom

website or blog for students to

have access to at home.

Create lessons that have a visual

appeal to students to increase

motivation and participation.

Create collaborative projects with

other students. Students can be

in the same class or can be in

classrooms from different

schools in different cities or

countries.

Create a presentation of a unit of

study. Add to the document as

you progress through the unit.

Create a visual book log of the

books read in class.

Create online flashcards for

vocabulary words; add pictures to

show the meanings of the words.

Ideas for Teachers Ideas for Students

N1:

There are many ways that Google Presenter can be used in the classroom. For example, teachers can use

Google Presenter to showcase students’ work and post it on the classroom blog or website. Students can

collaborate on projects throughout the semester. They can add to a document as they work through a unit so

that they have a final project at the end. Here are a few ideas for how it can be used. The trick is to be creative

and think outside the box.

Text: n/a

Graphics:

Animation: Fade in

Sound: N/A

Interaction/Activities: This slide will contain a link to show how Google presenter was used by students or the

teacher

Slide 13

How to embed Google Presenter in a blog posting

Click here for a

screencast

demonstrating how to

embed a Google

Presentation into a blog

post

N1:

One of the most unique features of Google Presenter is that you can embed a presentation into a blog or a

website. This is a screencast of me embedding a sample presentation made in Google Presenter into a Blog.

After you have created you presentation, go the top right corner of your screen where it says share. Click on the

drop down arrow and at the bottom you will see Publish/embed. Click on this. Now I want to check the box that

says start slideshow as soon as the player loads. I also want to check the box that restarts the slideshow after it

ends. I also have the option to change the timing for advancing the slides. I will change it to 5 seconds so that

the viewers will have plenty of time to reach slide. In the box you see the HTML code. You just need to highlight

this code and click copy. Now you want to open your blog and click on new post. First I will add my title. Now I

click on edit html and I paste my code in there. Now all I have to do is click on publish my post and then I will

view my blog. As you can see the presentation made in Google Presenter is embedded into my blog. I even

added a video into my presentation and this will also play in my blog.

This feature for embedding Google Presentation in a blog or a website is a really useful tool. It allows for a large

audience to view the project that you made.

Text:

Graphics: This slide will have a link to my video

Animation: N/A

Sound:

Interaction/Activities:

Slide 14

How to share your Google doc

Animation:

There will be a slide that pops up in the

PowerPoint presentation that says “How to

share your Google doc”

Slide 15

Next

Text:

The PowerPoint will transition to the next

slide which will be a screenshot of Google

doc.

Slide 16

So what’s next?

Interaction/Activities:

After showing them the screen capture the next slide will show a

video tutorial of me explaining how to share a Google Doc

Slide 17

The Video Tutorial

Video

Script: No one wants to read their work over and over again. Everybody wants somebody else's approval.

That’s what Google doc allows you to do. You are able to share your work with classmates, instructors, people

in your social networks, or friends. To share your doc after creating it, you simply click share (and then you'll

actually see me sharing one.)

Slide 18

Sharing Your Doc

VideoVideo

Script: Under the tool bar to the right you will see the option share. There are three options when sharing: edit,

view, or publish to web. If you choose email edit who ever you email can edit your doc. If you choose email

view they can only read your doc. If you choose publish to the web it will give you a url or a html code to place

on to your website.

Slide 19

Sharing Your Doc

VideoVideo

Script: After you choose your option, you type in the email address of the person you want to send it to. (I will

show them how to get an error message). If you put in their name and (did you mean to add the word “not”?)

the email address, you will get a an error message

Slide 20

Sharing Your Doc

VideoVideo

Script: So don’t put the recipient’s name just their email, and then click

share. Then you will see this message.

Slide 21

Sharing Your Doc

VideoVideo

Slide 22

Script: This shows you who you emailed and shared

your doc with.

The Conclusion

Video

Slide 23

Script: Ok so let’s wrap this tutorial up!

Today you learned how to use Google

Docs.

You learned how to create a Google

Document and Google Presentation.

Finally you learned how to share your doc

with friends, family, instructors, and those

in your social network.