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The following Google Docs suite lessons highlight the common features and capabilities of Google Docs, Sheets,
Slides, Forms, and Drawings. In addition to common toolbars and menus, the apps also work together sharing
content and data. Google Docs was created to be a powerful and unified productivity suite, with an emphasis on
simplicity, sharing and collaboration.
This module is unique in that it helps teachers understand these common features across all five tools. With a
broader understanding of how these tools work best together, teachers will ideally learn more robust practices
resulting in greater, effective teaching.
With a basic understanding of the Google Docs suite, you will be able to collaborate on Google Docs, in real-time or
asynchronously for quick and immediate feedback to improve the learning process.
You will learn how to:
UseGoogleDocstohelpstudentswritecollaboratively
Givefeedbacktostudentsinvariouswaystoimprovethewritingprocess
ResearchwithinGoogleDocs
Useofflinemodetocreateandeditdocuments
To start, review the Basics lessons below and conduct all activities. It is recommended you have another browser or
computer screen available to practice the step-by-step exercises.When you are finished, review the Advanced lessons
in this Introduction to Google Docs section to gain a deeper understanding of how to use these tools to impact
Google Docs Suite: Basics
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teaching and learning.
Lesson 1
Introduction to the Google Docs Tools (15 mins)
Google Docs is an online, collaborative suite of productivity tools including Docs, Sheets, Forms, Slides,
and Drawings. Teachers and students can work anytime and anywhere, from the classroom, on a field
trip, on the road, and at home. Teachers and students can collaborate simultaneously in the same Doc,
Sheet, Form, Slide, or Drawing, from almost any computer, tablet, or mobile device. With native apps for
Android and iOS and offline capabilities, Google Docs users can be productive even without Internet
access.
Create Docs, Sheets, Forms, Slides, and Drawings using home screen
You can access each app through its home screen. When accessing the home screen for an app, you will
only see files that can be edited or viewed with that app. For example, when you access the Docs home
screen, you will see Google Docs and Microsoft Word files but not spreadsheets or presentations. To
create a new doc, click the colored circle with a + in the lower-right corner of the page. When you install
and use the mobile apps for Docs, Sheets, and Slides, you will notice that the user experience is very
similar to the home screen for each app.
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Google Docs home screen: www.google.com/docs
Google Sheets home screen: www.google.com/sheets
Google Slides home screen: www.google.com/slides
Create a Google Form: www.google.com/forms
Create a Google Drawing: www.google.com/drawings
Create a doc using Drive
1. Toview,manage,andcreatefilesinGoogleDrive,goto:drive.google.com.
2. CreateaDoc,Sheet,Form,Slide,orDrawingbyclickingtheNewbuttoninDrive
3. Chooseafiletype.
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Lesson 2
Sharing Google Docs to Facilitate Student and Teacher Collaboration (30
mins)
4. Bydefault,anynewfileyoucreatewillbenamedUntitledandstoredinthefoldercalledMyDrive.
5. Nameyourfile.EitherclickonUntitledtoopenthefilerenamebox,orclickonFile>Renametolaunchit.
WhennamingfilesandfoldersinGoogleDrive,itisbesttobeasdescriptiveaspossiblesothatyouandyour
collaboratorscanleveragethepowerfulsearchfeaturetolocatethem.
WhenstudentsareworkingonprojectsinDrive,askingthemtouseastandardnamingconventionfor
whentheycreateaGoogleDoccanmakeforbetterorganizationandeasiernavigationfortheteacher.
Foramorecomprehensive,structuredsolutionformanagingstudentassignmentsinDrive,checkout
Google Docs sharing and collaboration features make it simple for students and teachers to work
together.
There are two settings for making your document available to others.
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Sharing:Permissionsforwhocanview,commenton,oredityourdoc
Visibility:Setwhocanfindyourdocandhowtheyaccessit
Share Google Docs with students and teachers
Using Google Drive, you do not need to attach a file to an email to share it. Instead, you can share your
file or folder online and set permissions for viewing and editing.
Sharing settings
When you create a new document, you are automatically the owner and the document is only visible to
you. You can share it, with individuals or groups, by permitting viewing, commenting, or editing.
For example, a teacher might give students view-only access to a syllabus or writing assignment, but give
editing access to a fellow teacher who is teaching the same subject and assigning the same work to her
students. A principal writing a proposed school policy change would grant teachers comment-only
access to a doc to disallow edits but collect feedback.
Here is a quick overview of the roles of collaborators in Docs, Sheets, etc:
Owners can:
EditGoogledocuments,spreadsheets,presentations,anddrawings
Inviteeditors,commentators,andviewers
Deletefilesandfolders
Note:Tofullydeleteadocument,spreadsheet,presentation,ordrawing,andremoveaccesstoit,you
needtodeleteitandthenEmptyTrash
Removeaccessforanycollaborator
Transferownershiptoanotherperson(ownershipcanonlybetransferredtoanotheruserinyourGoogleApps
forEducationaccount)
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Uploadanddeletefileversions(syncedoruploadedfilesonly)
Addandremovesomethingfromafolder
Editors can:
EditGoogledocuments,spreadsheets,presentations,anddrawings
Inviteorremoveothercollaborators,iftheownerhasgiveneditorsthispermission
Downloadorsyncsomethingtoanotherdevice
Viewthelistofothercollaborators
MakeacopyofsomethingtosaveinGoogleDrive
Uploadanddeletefileversions(syncedoruploadedfilesonly)
Note:Editorscannotpermanentlydeleteafileorfolder
Addandremoveitemsfromafolder
Viewers can:
Viewfilesandfolders
Downloadorsyncsomethingtoanotherdevice
MakeacopyofsomethingtosaveinGoogleDrive
Commenters can:
CommentonGoogledocuments,spreadsheets,andpresentations
Viewdocuments,spreadsheets,andpresentations
Downloadorsyncthedocument,spreadsheet,orpresentationtoanotherdevice
Makeacopyofadocument,spreadsheet,orpresentationtosaveinGoogleDrive
Visibility settings
In addition to explicitly sharing your document with individuals or groups in your domain, you can
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choose to make your document more widely accessible via links or search. These visibility settings are
detailed in the text below:
Visibility options: Private, Anyone with the link, and Public on the web
There are up to five different visibility options for docs.
Note: To determine the current setting for your document, hover your pointer over the Share button.
Private
When you create a document, you are the only person with access to view or edit it (unless it is created
in a shared folder). You can explicitly add collaborators that have Google Accounts. Private docs are not
visible to anyone other that the specific collaborators that the owner has added.
People at your organization with the link
Every Google Doc that is created has a unique web address link (also known as a uniform resource
locator or URL). This option allows viewing of a doc by anyone at your school who has the link. If you also
select the Allow anyone to edit option, they can also edit the doc. The link can be easily shared via chat,
email, and calendar invites.
People at your organization can find and access
Docs with this visibility will be indexed by Google Drive search and may be opened by anyone in your
organization.
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If your Google Apps administrator allows sharing outside of your organization, you will also be able to
make a file Public on the web or available to Anyone with the link (no Google Account required).
Administrators can control the default visibility of docs from the Google Apps Admin console settings for
Google Drive.
Anyone with the link
A Google Doc with a visibility of Anyone with the link is like an unlisted phone number. In the same way
that anyone who knows an unlisted phone number can call it, anyone who knows the web address link
of a Google Doc in this category can view it. If you also select the Allow anyone to edit option, anyone
with the URL will also be able to view and edit your document. Sign-in is not required, so viewers and
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editors may be anonymous.
This is a great setting if you want to provide easy access to information to a large group of people. For
example, if you want to share a syllabus and a book list, you could put that info into document and set
the visibility to anyone with the link. Documents in this category are generally not indexed by search
engines, but they may show up in search results if the Google Doc URL appears on another webpage
that is indexed.
Public on the web
Set a Google Doc to public if you want to make it publicly available to anyone. Public documents may get
indexed by search engines, can show up in search results, and anyone who finds the web address of the
document can access it. If you also select the Allow anyone to edit option, anyone that finds the
document will also be able to edit your document.
This is a great setting if you are trying to get the word out about something happening in your school or
district. For example, you could create a flyer for a school event, save it as a public document, post a link
to it on your blog, and maybe ask other teachers or students to do the same.
Note: There are sharing limitations on Google Docs. You can explicitly share a Google Doc or file with 200
viewers and editors (combined), or you can make your Google Doc available to anyone by changing its
visibility option.
Only 50 people can edit and view a document, spreadsheet, presentation, or drawing at the same time.
Additional users will still be able to view the item, but they will not be able to edit it, and they will not be
visible to others working on the item.
When sharing a file with a large number of viewers, the best course of action is to use the Publish to the
Web option for Docs, Sheets, Slides, and Drawings.
Share and access Google Docs in your school
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You can share a syllabus document with another teacher and give them edit access to make changes.
You can then also share the document with your students, giving them only view access where they are
unable to make changes.
To add specific editors and viewers:
1. OpentheGoogleDocyouwanttoshare.
2. ClickShareintheupperrightcornerofthedocument.
3. AtthebottomoftheSharingsettingswindow,underAddpeople,typetheemailaddressesofthepeopleyou
wanttosharewith.Youcanaddasingleperson,multiplepeople,orevenchoosefromalistofyourcontacts.
4. Totherightofthelistofnames,chooseCanedit,Cancomment,orCanviewfromthedropdown.
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5. Twoquickoptionstoconsider:
Bydefault,peoplewhocanedityourGoogleDocwillalsobeabletoshareitwithadditionalpeople;you
canremovethatabilitybyclickingChangenexttoEditorswillbeallowedtoaddpeople…beforeyou
clickShare
Bydefault,everyoneyoushareaGoogleDocwithwillgetaninvitationemail;ifyouwouldrathernotnotify
them,unchecktheSendemailnotificationsbox;theywillhaveaccessthenexttimetheysignin
6. ClickShare.
When you share the document with an individual directly, the document will appear in their Incoming
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folder in Google Drivewith the document name bolded.
If you selected to have an email notification sent, the individual will receive an email message with a link
to the shared document:
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Share Documents with Google Groups
Sometimes you want to share documents with specific groups both inside and outside your school – a
department, a class, a grade level, club, or any other type of group. Instead of having to enter names
individually for every document, you can take advantage of groups in Google Apps.
Sharing with a group follows the same steps as following an individual--simply use the unique group
email address. You can assign whether the group has edit or view access.
Note: the access level is the same for every member in the group.
To learn about creating a Group, check out more in the Support Center.
In both of these options, you will need to share the link with your school for them to be able to access
the document – it will not automatically appear in their doclist.
The sharing limitation for viewing the document does not apply with visibility settings, however, the
limitation for editing a document still applies.
Share Google Docs outside your school
To share Google Docs with individuals or groups without an Google Apps account, your domain
administrator must enable the setting to allow sharing outside your school domain. If your domain
administrator has enabled the setting to share outside the domain, then you will be able to share just as
you would with any other individual or group.
You may see a warning if your domain administrator has selected this to appear:
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If your domain administrator does not allow you to share outside your school Google Apps domain, you
will see an error message if you enter in an email address that is not associated with your domain:
Embed documents into a blog or website
In addition to publishing Google Drive documents as a webpage, you can also access a snippet of code to
embed a published Google Doc onto your blog or website.
If you are using Google Sites, you can always insert Docs, Sheets, Slides, and Forms directly from the
Insert menu.
To embed the doc in a website or blog, you can find the embed code for a document by following these
steps:
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Lesson 3
Editing and Formatting Options in Google Docs (25 mins)
1. Openthedocumentyouwouldliketopublish.
2. ClicktheFiledropdownmenuonthetoprightofthepageandselectPublishtotheWeb…
3. Ifyouhavenotalreadypublishedyourdocument,clicktheStartpublishingbutton.
4. BeneaththeDocumentlinkboxistheembedcode.Copyandpastethiscodeontotheappropriatepartofyour
blogorsite.
Google Docs, Sheets, Slides, and Drawings have a number of options for editing and formatting content.
In this lesson, you learn about the editing and formatting options that are available across all of the
productivity apps.
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Edit a Google Doc
To edit a Google Doc that you own or have edit permissions on, click on the doc in Documents List view
on the Docs, Sheets, or Slides home page. The Google Doc will open, and you can immediately begin
editing it.
Copy and paste in Google Docs
Google Docs is designed to let you copy and paste text and images between all of your online docs –
even if you are going from one Google Doc type to another.
This can be useful for collecting information across a variety of media or the process of outlining and
drafting in a document, while moving content over to a presentation.
There are two ways to copy and paste: keyboard shortcuts and the web clipboard menu. Check out the
Support Center for more information on copy and paste in Google Docs.
Text formatting
You can format text the same way in each app from the Format menu:
FormattextincludingBold,Italic,Underline,andStrikethrough
Aligntext
Right
Center
Left
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Justified
In Docs, Slides, and Drawings, there is a formatting toolbar.
This toolbar includes the following options:
Font(availableinFormatmenuinSheets)
Fontsize(availableinFormatmenuinSheets)
Bold,Italic,andUnderline
Fontcolor(seepicturebelow)
Insertlink
Insertcomment
Alignparagraph
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Alignspacing
Numberedlist
Bulletedlist
Decreaseindent
IncreaseIndent
Clearformatting
To see which menu option corresponds to the text you are using, simply click the text in your document.
The color on the text color and highlighted color menus will reflect the color you are using. If you click
the drop-down menus, the color in use will have a check mark next to it.
Paint format tool
Google lets you copy the formatting you have applied to a specific section of text to another section
using the paint format tool. If you are familiar with the paint format tool in Google spreadsheets, this
works in a similar manner.
To use this tool, select the text that is formatted in the way that you want to copy. Then, click the
paintbrush icon in your toolbar, and select the text to which you want to apply the formatting. The
formatting from the original text will be copied to the selected text.
To change the formatting in multiple places within your document, double-click the paintbrush icon .
You will enter a mode that lets you highlight multiple text selections, and apply the same formatting to
each selection. When you are done applying formatting to these selections, click the paintbrush icon
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again to turn it off.
You can also use the paint format tool with keyboard shortcuts. Ctrl+Option+C will copy the formatting
of the text you have selected, and Ctrl+Option+V will apply any copy that formatting to a different text
selection.
Paragraph formatting
Docs, Slides, and Drawings has standard selections for line spacing, paragraph alignment, and lists.
If you would like to change the spacing of the document, follow these steps:
1. Clickthelinespacingbuttononthefarrightofthetoolbar.
2. Selectanoptionfromthemenu.
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If you would like to change the alignment of a paragraph, place your cursor somewhere in the paragraph
and click one of the alignment buttons.
Start a numbered or bulleted list by clicking on one of the list icons.
Add images
You can enhance your document by inserting images. Google Docs also lets you choose to display the
image inline with text or in a fixed position.
1. ClicktheInsertdropdownmenufromthetoolbarandselectImage.
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2. Dependingonwhatimageyouwouldliketoaddtothedocument,clickoneoftheoptionsbelow,andfollow
theseinstructions:
Upload:ChooseanimagefromyourcomputerandclicktheUploadbutton;alternately,youcandragan
imagefromyourdesktopifyourbrowsersupportsthisfunction;thisfeatureisavailableonlyinthelatest
versionsofChrome,Firefox,andSafari
Takeasnapshot:Useyourwebcamtocaptureanimagetouseinyourdocument
ByURL:TypetheURLofaanimagefromtheWebandclickSelect
YourAlbums:YourPicasawebalbumswillautomaticallybedisplayedwhenyouselectthisoption;you
canthenscrollthroughanalbumtofindtheimageyouarelookingfor
GoogleDrive:IfyouhaveimagesstoredinGoogleDrive,thenyoucaneasilyinsertthemintoyour
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document
Search:Enterasearchtermtofindanimageusingoneoftheimagesourcesbelow;onceyouhavefound
whatyouwerelookingfor,clicktheimageandtheSelectbuttonandchoosetosearchwith:
Googleimagesearch
LifeMagazineimagearchives
Stockimages
Addimagestoyourdocsfromahighqualitystockphotogallery
SimplygotoInsert>Image,selectSearch,thenStockimages,andthensearchfortheimagesthat
youwant
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Drag and Drop Images
Images can also be inserted into Google Docs directly from your desktop through drag and drop. This
feature is a great time saver! For now, you can use image drag and drop with the latest versions of
Google Chrome, Firefox, and Safari.
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Insert links
Auto-Link
When you type something that documents recognizes as a link, it will become a link automatically. Try
typing docs.google.com, www.google.com, or an email address in a document to try it out.
If you do not want your text to be a link, you can undo the auto-linking by pressing Ctrl + Z (Cmd + Z on a
Mac). And if you think you will never want automatic link detection, you can disable it by opening the
Preferences dialog from the Tools menu.
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Lesson 4
Refining the Feedback Process with Comments (20 mins)
Comments and notifications
Comments are useful for the feedback and revision process of drafting a document, as teachers or peer
editors can add ideas or questions without disrupting the contents of the document. You can highlight
as many or as few words you want to begin a comment.
To add a comment to your document:
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1. Placeyourcursororhighlightthetextwhereyouwouldlikeyourcommenttoappear.
2. FromtheInsertmenu,selectComment.
3. YoucanalsousethekeyboardshortcutCtrl+Alt+M(Cmd+Option+MforMac)toinsertacomment.
4. Typeyourcommentintheboxthatappearstotherightofthedocument.
Work with Comments
After inserting a comment, there are two places you can work with it inside the document: within the
comment or in the comment stream, accessible from the Comments drop-down menu in the top right
of your document next to the Share button.
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You can reply to a comment with a new post, edit or delete a previous comment you have inserted, and
resolve the discussion to remove it from the document. Resolving a discussion removes the discussion
from the document, but resolved threads will always be available under the Comments drop-down
menu.
Note: When another user responds to your comment, you receive an email notification. If you respond
to this email, your response will appear as a reply to the comment you received.
Document comments
From the Comments drop-down menu, you can review all comments, including those comments that
have been resolved. From this menu, you can also change the notification settings for comments.
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Sometimes it can be cumbersome to have to scan through your document to view all comments. If you
click the button, you can keep track of all comments throughout the document, including
those that have already been resolved. In this view, you can also make comments about the entire
document.
Notifications and engaging with others
Comments are most useful when you leave them for others to review. You can easily target your
comments at particular students, respond to comments from within email, and easily keep track of the
comments people leave in your document without having to continuously return to the document.
Add others to a comment
You can easily add others to a comment by typing+ followed by a contact’s name or email address into a
comment. For example, you would type +johndoe if my contact was [email protected]. Your
contacts will auto-populate when you start typing.
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Adding someone to a comment will email them a notification containing the comment thread. If that
collaborator does not want email notifications, they can always mute or change their notification settings
from a link at the bottom of a notification email for the doc.
Clicking the word Change will open a new browser tab or window with your options for notification for
the doc.
If you have been added to a comment and are not receiving email notifications, you may want to check
your email spam folder.
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Lesson 5
Accessing Google Docs Offline (15 mins)
Adding someone in a comment can also assist you in managing your Google Docs:
Addingotherstocommentscanallowyoutoeasilyasksomeoneforinputinadoc,withouthavingtoemail
themwithalongemail
Thiswaytheyarenotifiedaboutthecomment,canjointhedoc,andbecomeinstantcollaborators
Note: Adding someone to a comment will not add them to the sharing settings of the document. If you
add someone to a comment who does not have viewing or editing rights to the document, they will not
receive a comment notification in their email inbox.
Resolve a comment
When a comment has been resolved, you can close the comment by doing the following:
1. Selecttherelevantcomment.
2. ClickResolveinthetoprightcornerofthecomment.
If you want to see a comment that you have closed, you can find it by clicking Comments in the top-right
corner of your file. You can reply to a comment directly from the box or reopen a closed comment by
clicking Re-open in the top-right corner of the comment.
Change discussion notification settings
You can control your comment notifications. Click the Comments button, then click Notifications.
Overview
You can access files on your mobile device even when you have no Internet connection by setting up
offline access in the Google Drive, Docs, Sheets, and Slides apps. You can also edit documents,
spreadsheets, and presentations offline in the Docs, Sheets, and Slides apps. Note that while all
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spreadsheets can be viewed offline, only spreadsheets created in the new version of Sheets can be
edited offline.
You are able to view Google Docs, Sheets, and Slides even when you do not have an Internet connection.
You are also able to edit Googledocuments offline. This is particularly useful when you are on an
airplane, train, or anywhere without a connection to the Internet.
Here are some important notes about using Google Drive and Google Docs when you are offline:
YouwillneedtoenableofflineaccessforGoogleDriveandeachGoogleDocsappyouhaveinstalledtostart
accessingyourdocuments,spreadsheets,presentations,anddrawings,withoutanInternetconnection
OfflineaccessisonlyavailableintheGoogleChromewebbrowseronyourcomputerorChromebook
OfflineaccessisavailableonlyforDocs,Sheets,Slides,andDrawings
Youcaneditandcreatenewdocuments,spreadsheets,andpresentationswhileyouareoffline
YouwillneedtoallowofflineaccessseparatelyoneachcomputerwhereyouwanttoviewyourGoogleDrive
offline
Offline access is not currently available for every part of your Google Drive. The table below indicates
what you are able to view and edit while offline.
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Use Google Drive offline securely
Offline access is allowed on a computer-by-computer basis. In other words, you must allow offline access
for each individual computer where you would like to view your documents and spreadsheets without
an Internet connection. Offline copies of your documents and spreadsheets will be synced to each
computer where you have enabled Google Drive offline.
Anyone with access to a computer with offline access enabled will be able to view all of your synced
documents and spreadsheets when they open Chrome. To help protect the security of your data, we
strongly advise that you do not allow offline access on public or shared computers. Instead, allow offline
access on personal computers where only you have access, and where your access to the computer is
password protected.
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Allow offline access for your computer
To enable offline access on your computer:
1. Navigatetohttps://drive.google.com.
2. ToturnonofflineaccessusingthenewGoogleDrive,clickthe Settingsmenuintheupperright.
3. ClickSettings.
4. IntheOfflinesection,checktheboxnexttoSyncyourworktothiscomputersothatyoucaneditoffline.
5. Thiswillalsoenableofflineaccessonanyappsyouhaveinstalled,suchasDocs,Sheets,orSlides.
6. ItwilltakealittlewhileforyourDrivetosyncwithyourcomputer,buteventuallyyoushouldhaveofflineaccess
toallofyourGoogleDocs.
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Lesson 6
Printing Google Docs (15 mins)
Print and print preview
Sometimes it is useful to have a hard copy of a Google document, like if you need to hand in a report to
your principal.
Print in Chrome
When you print in Chrome, your Google document will print exactly as it appears in Google Drive.
Because of this, there is no Print preview option. When your document is ready to print, follow these
steps:
1. Fromthedocumentyouwouldliketoprint,selectFile>Print.
2. Adialogboxforyourprinterandprintsettingswillopen.
3. Whenyouareready,selectthePrintbutton.
Print preview and print in Firefox® or Safari®
To preview how your document looks before you print it, go to the File menu and select Print preview.
This will generate a preview of what your document will look like when it is printed on paper. If you like
what you see, move on to the following steps to print the document. Or, you can go back to editing.
To print a Google document in Firefox® or Safari®, follow these steps:
1. Fromthedocumentyouwouldliketoprint,selectFile>Print.
2. APDFfilecontainingyourdocumentwillautomaticallydownload.Whenthedownloadcompletes,openthe
PDFfile.
3. InyourPDFviewer,gototheFilemenuandselectPrint.
4. Adialogboxforyourprinterandprintsettingswillopen.
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5. SelectthePrintbutton.
You can also download a document to another file format, and then print that file. To download a
document, follow these steps:
1. Fromyourdocument,totheFilemenuandnavigatetoDownloadas…
2. FromtheDownloadas…submenu,selectthefileformatyouwouldliketodownloadyourdocumentto.
3. Findthedownloadedfileonyourcomputer,andopenit.
4. Printthedownloadedfile.
Page Setup
If you would like to change your page settings before printing, follow these steps:
1. ChoosePageSetupfromtheFilemenu.
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2. InthePagesetupdialogbox,youcanchoosehowyourdocumentwillappearwiththefollowingspecifications:
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Pageorientation:landscapeorportrait
Papersize:Letter(8.5inchesx11inches),Legal(8.5inchesx14inches),orA4(210mmx297mm)
Margins:top,bottom,left,andright
Pagecolor
3. Onceyouhaveselectedyourspecifications,clickOKatthebottomofthesettingswindow.
Print Sheets
There are several print options for Sheets as noted below.
Print your Sheet as a PDF
Choose the File menu and select Print. Select formatting options from the Print settings window and
click the Print button. A PDF of your Sheet will appear as a preview and a print dialog window will allow
you to choose standard print options such as the printer to use, sizing options, and more.
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Export your spreadsheet to an .html file
Choose the File menu and mouseover the Download as option. Select .html. This opens your
spreadsheet in a new browser window. Then, print from your browser's File menu by selecting the
Print menu option.
Format your printed Sheet
When printing your Sheets, you have several options to format the printed version of your Sheet.
Note: These options are only available if you print your spreadsheet as a PDF.
Printonesheet,allsheets,oraselectioninasinglespreadsheet
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Lesson M
Using Google Docs on Tablets and Mobile Devices (30 mins)
Ifyouchoosetoprintaselection,theprintedselectionistherangeofcellsyouselectedbeforeopeningthe
PrintSettingsdialog
AdjustthesizetoFittowidthorActualsize
ChooseeitheraLandscapeorPortraitlayout
Selectyourpapersizefromthedropdownlist
ChecktheboxesintheOptionssectiontorepeatrowheaders,printwithoutgridlines,includethedocument
title,includesheetnames,orincludepagenumbersonyourprintedcopy
If you primarily access Google Docs in your classroom with Android devices, Chromebooks, or iOS, you
can access Docs, Sheets, Forms (Chromebook only), Slides (Chromebook and Android only), and
Drawings (Chromebook only) through Google Play for Education for Android, the Android Play Store, the
Chrome Web Store, and the iTunes App Store. There are individual apps for Drive, Docs, Sheets, and
Slides for Android and iOS, with Slides only being available on Android. Keep in mind that only Forms
and Drawings can be created and edited on Chromebooks, not Android or iOS, and the Chromebook
must have an Internet connection.
Google Docs on tablets and mobile devices
Minimum requirements for Google Docs on a mobile browser
Depending on the mobile device and operating system you are using, you might be able to access, view,
or edit your Google Docs through your mobile browser. You will also be able to access, view, and share
files that you have uploaded to Google Docs. Check out our Support Center for Android and
iOS requirements.
View
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Users can view Google documents, spreadsheets, presentations and drawings on the mobile browser of
most phones that support HTML. Google also supports viewing other file types through the Documents
List on a mobile browser.
Edit
Users can edit Google documents and spreadsheets on a mobile browser if they are using one of these
devices and operating systems:
Androiddevicesversion2.1andabove
iPhoneandiPaddeviceswithiOS3.0andup
MobilebrowsersonearlierAndroidplatformssuchasEclairmaywork,butthesearenotfullysupportedfor
GoogleDocs
Supported languages
Google supports mobile editing in many languages using Android and iOS devices . To learn more about
the languages available and how to set the language, check out the Support Center.
Edit a Google document in a mobile browser
Edit text
To edit a document in a mobile browser, open it from the Documents List. Then, press the Edit button in
the toolbar at the top of the document. Touch the part of the document you want to change, and the
mobile device’s keyboard appears.
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Google relies on your mobile phone to input text, so depending on the phone you have, you might be
able toenter text by speaking.
Speech to text transcription
On Android and iOS, you can use speech-to-text conversion to enter text.
To speak to enter text on Android Devices:
1. Touchatextfield,oralocationintextyouhavealreadyenteredinatextfield.
2. TouchtheMicrophone ontheonscreenkeyboard.
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3. Whenyouseethemicrophoneimage,speakwhatyouwanttotype.
Say “comma,” “period,” “question mark,” “exclamation mark,” or “exclamation point” to enter
punctuation. (Spoken punctuation is supported only in English at this time.)
When you pause, what you spoke is transcribed by the speech-recognition service and entered in the
text field, underlined. You can touch the Delete key to erase the underlined text. If you start typing or
entering more text by speaking, the underline disappears.
To improve processing of your voice input, Google may record a few seconds of ambient background
noise in temporary memory at any time. This recording remains on the device only fleetingly and is not
sent to Google.
To speak to enter text on an iPhone or iPad
1. Touchatextfield,oralocationintextyouhavealreadyenteredinatextfield.
2. TouchtheMicrophone ontheonscreenkeyboard.
3. Whenyouseethemicrophoneimage,speakwhatyouwanttotype.
4. ClickDonewhenyouarefinishedspeaking.
Say “comma,” “period,” “question mark,” “exclamation mark,” or “exclamation point” to enter
punctuation.
Copy, paste, and select
You can use the editing tools available on your mobile device for selecting, copying and pasting text
when editing your Google documents. For example, you can copy and paste text from Google
documents into another phone application and vice versa.
About text formatting
When you edit the text of a document on your mobile browser, you will notice that even complex
formatting is preserved.
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These formatting options will not change when you edit a document on a mobile browser:
Orderedandunorderedlists
Bold,italics,underline
Textsize
Textcolor
Headingstyles
Currently, Google does not support web fonts in the mobile browser version of Google documents. Web
fonts will be preserved when you open the document on your computer.
Access Google Docs on a mobile browser
You can access your Google Docs on specific mobile devices. To get started, point your mobile browser
to https://drive.google.com.
Here is what you can do from the Documents List in a mobile browser:
SearchforfilesandGoogleDocs
SortyourdocsbyName,LastModified,andLastOpened
NarrowyourdocsbyOwnedbyme,Starred,Documenttype,orCollections
Stardocs
Selectmultipledocs
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Open and view a file
When you open a document from your mobile browser, you will access the Mobile view by default.
However, you can switch to the Desktop view at any time by clicking Desktop at the bottom of the
screen. Desktop view is not available for Google spreadsheets.
After selecting the file you want to open, you will see a preview. You can browse through the multiple
pages of your file by clicking the arrow keys in the toolbar above the document. You can also zoom in
and out of the preview, using the magnifying glass buttons in addition to the toolbar.
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Supported file types
If you are using Google Docs from the mobile browser on an Android or Apple device, you can view the
following file types: .pdf, .ppt, .doc and .docx. You do not need to download the file, you can easily scroll
through the Google Doc and zoom in and out using the viewer.
Edit a spreadsheet on a mobile browser
To edit a spreadsheet in a mobile browser, open it from your Documents List. When you access a
spreadsheet from a mobile browser, we will show it to you in mobile view. From here you can edit
particular cells by selecting the Edit link for the relevant row.
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Create a Google Doc in a mobile browser
You can create and edit your Google document on specific mobile devices.
It is only possible to edit a Google presentation in your mobile browser by going to desktop view. Not all
mobile browsers support desktop view, and your editing experience may be slower as a result.
To create a document or spreadsheet:
1. TouchtheicononthefarrightofthetoolbaraboveyourDocumentsList.
2. Fromthedropdownmenu,selectthetypeofGoogleDocyouwanttocreate.
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3. Typeatitle.
4. TouchtheCreatebutton.
Google Docs Mobile on Firefox for Android:
Google Docs Mobile on Safari for iOS:
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To edit a document, open it from your mobile Documents List. Then, press the Editbutton in the toolbar
at the top of the document.
Collaborate on documents in a mobile browser
In a mobile browser, you can share your docs and collaborate with others - whether they are using a
computer or another mobile device.
How to share
To share, select one or more docs from your mobile Documents List, press the Share button, and select
the Share… option. You can also Get the link to share for public or unlisted docs, or email a Google
Doc as an attachment.
All of the sharing and visibility settings on your mobile device are exactly the same as they are on your
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computer.
How to collaborate
In your mobile browser:
Google automatically takes care of keeping your document up-to-date. You can keep an eye on the
status of changes from the menu above the editing space.
Here you will be able to tell if and when a collaborator last made changes.
Your document will automatically refresh as collaborators makes changes, but you can also press the
Refresh button on the menu bar.
Similarly, when you have made changes, Google Drive automatically saves the changes to your
document as you add them.
You can also save by pressing the Save button.
On your computer:
When you are working in the desktop version of Google documents, you can also continue to collaborate
with people who may be using a mobile device to access a document.
However, unlike other desktop collaborators, you will not see mobile collaborators in the chat window.
Also, when mobile collaborators add text, you will not see the presence of their cursor, though their text
will be added in real-time.
The other collaborative components of Google documents, such as revision history, will function as
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usual.
Print a Google Doc from your mobile browser
You can print your Google documents and spreadsheets from your mobile browser using Google Cloud
Print.
Set up Cloud Print
Before you begin, be sure you have set up your printer to work with Google Cloud Print.
When you use Google Cloud print from your mobile browser, your document or spreadsheet will be
printed with your printer's default settings.
for Education
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Print a document or spreadsheet
Be sure you are using a supported browser, and navigate to drive.google.com from your device. To print
a spreadsheet, press the Print… link at the top of your spreadsheet. To print a document, press the
drop-down menu to the left of the Edit button, and mark the Print option.
Next, follow the instructions on the screen to select the printer you would like to send your document or
spreadsheet to.
To learn more about utilizing Google Cloud Print to print a spreadsheet from your mobile device, check
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Google Certified Teacher
The Google Certified Teacher program is designed to recognize innovative educators from around the
world. Discover what it means to be a Google Certified Teacher.
out the Support Center.
Self-Check Questions
1. Only the owner of a Google Doc can give editing rights to others in a document.
True
False
CheckAnswer
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