User Document #2 Utilizing Google Docsmmessin5/4181/Revised/... · Excel, Word, PowerPoint and many other Microsoft Office applications. These documents can be created, modified,

User Document #2

Utilizing Google Docs

Matthew Messina

ENGL 4181

Spring 2012

Matthew Messina User Document #2 - Personas

Describe the Instrument

This user document will focus on Google’s most popular application Google Documents. Over

the last few years this service has grown from a basic

application to an advanced one where users can

collaborate on projects on large or small scales. The

biggest benefit of Google Docs is that the application

provides users with a free and ready to use version of

Excel, Word, PowerPoint and many other Microsoft

Office applications. These documents can be created,

modified, or edited by the user and shared with anyone

who has (or creates) a Google account.

Google Docs is moving from a tool that is

utilized only in the academic community to one that is

utilized in everyday applications in the personal and

corporate world. Some users may opt to use the service to keep track of personal items such as finances

or school work and some companies may use it to collaborate on projects and other aspects of their

business.

Approaching the Instructions

The instructions presented as a step-by-step guide with illustrations so that the users are able to

follow along closely and achieve success with as little room for error as possible. The instructions are

written in the way so that a user with minimal Internet experience can follow along and use the program

with the desired results. These instructions are written so that the user can create a Google account and

test out one of the applications that are provided by Google. For these instructions the user will be using

the spreadsheet application. Once they are comfortable with that application they are encouraged to

branch out to the other applications that Google has to offer.

Pre-Testing Strategy

The instructions will be briefly introduced to the test subject and then they will be given to the

user to test the instructions on their own. With the detailed instructions and screen captures there

shouldn’t be any questions that occur right away. If there is the instructor is available to answer any

questions and modify the instructions if deemed necessary.

Goals of the Instructions

There are four goals that the instructions wish to accomplish.

1. The user is able to create an account in less than 10 minutes

2. The user is able to locate the Spreadsheet Google Doc Application within 5 minutes of creating an account

3. The user is able to create valid data in the Spreadsheet Application within 5 minutes of opening the spreadsheet

application

4. The user is able to share the document with at least one user. That user can then verify that it worked


User Document #2 – Personas

Source: lawncarebuisnessprogram.com

Paul Huffines, 23. Paul is a recent college graduate who has decided to take over the family landscaping business. He is eager to improve his company’s customer base and work harder to organize the company internally. Paul is a novice computer user and sometimes has trouble using it to its fullest capability. However, he generally works hard and pushes through until he is able to complete the task at hand. Even though Paul is a novice at using the computer, he is great at surfing the internet and has no problem navigating the world wide web.

Source: UNC Charlotte Facilities Staff Directory

Lance Anderson, 47. Lance is the supervisor of a large work zone on a prominent college campus. Although when he first started working on campus computers were something that only the privileged workers got to use. Now that they are relatively cheap and easy to use his department is taking advantage of the technology and getting more accustomed to it. Lance is used to the Microsoft Office suite and familiar with using the Internet to check his email and play games. Once he goes outside his comfort zone he does have a tendency to get confused and frustrated which stops him from doing certain tasks.

Source: matec.org

John Wash, 53. John is a veteran of the computer world and has been using technology since he was a young adult. Currently he serves as the Director of Information Systems for a Fortune 500 company. John knows the ins and outs of all of the systems he is in charge of and works diligently to keep up to date with the latest technology and techniques. John is particularly interested in web based applications and sharing data and information with his coworkers and business associates. One of John’s biggest issues in the corporate setting is that he refuses to listen to those who want to help him.


User Document #2 Creating a Google Docs Account & Using the Google Docs Software Suite

-------------------------------------------------------------------------------- This document’s purpose is to create a Google account and then use the software that is provided by the Google Docs suite. Finally the user will be able to share their completed

document with the public or a specific user.

Before You Start: These instructions assume that you are using a personal computer that is attached to the Internet through some form of connection (Dial-Up, Wireless, Cable/DSL, etc.). This guide makes use of Google Chrome as its primary internet browser, but many other up to date browsers will work with these instructions. Browsers such as Internet Explorer, Firefox, Opera, and Safari are suitable replacements for Google Chrome. However, please note that using older version of any of these browsers may cause the application to malfunction.

Part 1 – Opening the Web Browser & Creating an Account Step 1:

Locate Google Chrome (or an alternative browser on your computer). Open the application and wait until it is fully loaded.

Note: As mentioned above, an alternate browser can be utilized for these instructions.

Internet Explorer Mozilla Firefox Opera Safari

Step 2: Locate the address bar at the top of the screen. Highlight all of the text that is currently in it and replace it with: https://accounts.google.com/NewAccount Press the enter key.

Step 3: The webpage will begin to load and you are now presented with a screen that gives you the option to create a new Google Account. This page contains several different fields that are all required to be filled out in order to register on Google’s webpage. It is important to read all of the questions carefully and answer all of them accurately. Below is an explanation of what fields are available on the “Create an Account” Page.

https://accounts.google.com/NewAccount


The “Create an Account” Page

Your Current Email Address – This field contains a valid and active email account you will use as your login name for your Google account. Choose/Re-Enter a Password – This field is for a secure password you chose to login to your account Location – Your current country Birthday – Your date of birth in the MM/DD/YYYY format. Word Verification – Enter the text displayed on your page as a security measure Terms of Service – Be sure to read the terms of service before submitting the form.

Once the boxes have been filled out, click the “Create My Account” button, located at the bottom of the screen, in order to proceed to the next step. Step 4 Once you have submitted the form you will be presented with a confirmation page (unless any errors occurred).

Please note that the items circled in red will be different on your screen. The circled items will be the email address that you selected.


Step 5 Follow the instructions on the confirmation page. Navigate to the email account you have registered your Google Docs account with. Locate the email from Google and follow the instructions. It is necessary to activate your account now so that any issues are avoided later on in this guide.

Part 2 – Accessing Google Docs

Step 1 In your web browsers address bar type: http://docs.google.com and press the enter key. You should be greeted with the following screen:

*** If you are presented with a log-in screen enter the email address and password you

registered with in Step 4*** Note: This is Google Doc’s main interface page. If you have successfully reached this page you may proceed to Part 2 of this document.

http://docs.google.com/


Part 3 – Creating a Google Document File Step 1 From the main page select create

Step 2 A drop down menu will appear. Select Spreadsheet from the list.


Step 3 A blank untitled spreadsheet will load in a new window as shown below:

Step 3A Click on the text “Untitled spreadsheet”. A box will appear that lets you rename the worksheet.

Call it Pizza Consumed. Press OK.

Step 4 Fill in the table with the following information:

Cell B1: “Slices of Pizza Eaten” Cell A2: Sunday, Cell A3: Monday, Cell A4: Tuesday, Cell A5: Wednesday, Cell A6: Thursday, Cell A7: Friday, Cell A8: Saturday. Cell A10: TOTAL

Be sure to bold cell’s B1, A2-A8, and A10. This can be done by clicking on the cell and pressing CTRL and B at the same time on the keyboard. Additionally, underline cell A10 by highlighting it and pressing CTRL and U at the same time on the keyboard. The spreadsheet should resemble the one below:


Step 5 Fill in the table in cells B2-B8 in accordance to the amount of slices of pizza you have consumed over the course of the week (Be Honest!). If you did not consume pizza on a certain date enter 0 in the cell. After filling in the required data we will add a formula to cell B10 to sum the total amount of pizza consumed for the week. In cell B10 type: =SUM( While the cell is still active click in Cell B2 while holding down the mouse and drag to cell B8 and let go of the mouse. The range B2-B8 should be highlighted in green as shown below:

Press enter to complete the formula. The data range should be summed up in cell B10. Note that your data will be different from the one displayed here. Step 6 The table should appear like the one below (except with different values). If you are confident with the steps you have completed proceed to the final section of this guide Part 3.

Note: Your data may be different from this example!


Part 3 – Sharing Your Data

Introduction to Data Sharing: This next section will focus on sharing your data with the public and/or other users. In order to perform this action be sure your current spreadsheet is open as shown below:

Step 1 Select the Share button in upper right hand corner of the screen. Step 2 A new box will pop up on the screen. You are given the option to make the document public or to share it with specific individuals. Since we wish to keep our pizza consumption from public eyes we will only opt to share it with a few trusted individuals.

Step 3 Enter the email addresses of those who we wish to share our spreadsheet with in the Add people dialog box. If there is more than one recipient insert a comma after the email address. For this example we will only use one other person. Step 4 Click on the Add Message option (Under Notify Via Email). At this point you may type a message to the person who you are sharing the spreadsheet with. Click Share & Save once you have finished typing your message.


Step 5 The person will be added to the list of users who can edit and view the spreadsheet. This person will also be notified of this privilege via email.

-This is the end of the instruction guide. Please fill out the post-guide survey on the next page!-

Step 3

Step 4


User Document #2 – Post Test Survey Questions

1. The overall skill required to complete this tutorial was:

1 2 3 4 5

Easy Hard

2. The Screen Captures provided in the instructions were:

1 2 3 4 5

Unhelpful Helpful

3. Were the instructions necessary or did you feel that you could complete the task

without the instructions?

1 2 3 4 5 Not Needed Needed

4. Overall, how useful were the instructions provided?

1 2 3 4 5 Not Useful Useful

5. Were the length and detail of the instructions appropriate for the task?

1 2 3 4 5 Inappropriate Appropriate

Additional Comments: