Google Docs brings real-time collaboration to documents so teams can work on the same document at the same time and complete projects faster. Google Docs supports images, tables, equations, drawings, links, and more. The Social commenting feature allows for a quick gathering of feedback and approvals from the right people. You can edit documents created on other major word processing software or convert popular document formats like .doc, .docx, and .rtf to google docs to activate collaboration functions. Google Docs works with or without an internet connection and has dedicated mobile apps for iOS and Android.

Accessing Docs

Open your chrome browser.

Click on the Google apps icon on the top right or type in the URL docs.google.com

Creating and Importing Docs

Create a new file

In Docs, click Blank or select a template.

In Drive, click New and then next to Google Docs, point to the right arrow and click Blank document or From a template.

Import a file

If you have existing files, you can import and convert them to Docs files.

Go to Drive.
Click New and then File Upload.
Choose the file you want to import from your computer to add it to Drive.
In the Upload complete window, click Show file location
Right-click the file and select Open with and then Google Docs.

Converting your file from another program creates a copy of your original file in a Docs format. You can then edit the file in your browser.

Collaboration and Sharing

Using Comments

In Docs, select the text you'd like to comment on.
Click Add comment.
Enter your comment in the box.
Click Comment

Assigning actions

To direct your task or comment to a specific person, enter a plus sign (+) followed by their email address. You can add as many people as you want. Each person will get an email with your comment and a link to the file.
To assign the comment to a specific person, check the Assign to box.
Click Assign

Version History

On your computer, open a document.

At the top, click File and then Version history, and then See version history.

Choose the latest version. You can find who updated the file and their changes.

Optional:

To find grouped versions: In the right panel, click the down arrow to expand the section.

To return to the original current version, at the top left, click Back.

Suggesting Edits

In the top corner, make sure you’re in Suggesting mode.

To suggest an edit, simply begin typing where you think the edit should be made in the document. Your suggestions appear in a new color, and the text you mark to delete or replace is crossed out (but not actually deleted until the document owner approves the suggestion).

The document’s owner will receive an email with your suggestions. When they click any suggestion, they can Accept or Reject it.

Sharing files

Select the file you want to share.
Click Share.
Enter the email address or Google group you want to share with.
To decide what role people will have on your file, select Viewer, Commenter, or Editor.
Choose to notify people
Click Done

You can also choose to share the file by copying the link and sending it out to other people.

Integration with Gmail and Chat

Go to Google Chat or your Gmail account.
Select a space. Expand the space to full screen.
To open an already shared document, point to it in the chat then click Open in chat. The document opens to the right where you can make edits directly without changing tabs.
At the top right, click Close
Optional: To open the document in a new browser tab, at the top right of the conversation preview, click Open in a new tab

Enhancing your documents

Inserting links, bookmarks, images, tables, and drawings

The Insert menu lets you add different features to your document. Here are the highlights:

Image—Insert an image from your computer, the web, Drive, and more.

Table—Select the number of columns and rows to create a table.

Drawing—Create shapes, pictures, and diagrams right in your document.

Link—Add a link to another page or to a header or bookmark in the same document.

Bookmark—Add shortcuts to specific places within your document

Table of contents—Create an auto-generated table of contents that links to each heading in your document that has a heading style applied.

Using smart chips

Instead of linking files or other resources using links, you can use smart chips. You can add people, files calendar events, or even places.

Giving external members access to a Google Doc

Step by Step Guide

You can do this on either My Drive or Shared Drive, although Shared Drive is recommended.
You need to first create a folder where you will keep the Google Doc. Click on New Folder then name the folder.

You need to right-click on the folder, then navigate to Share then Share again.

A window will pop-up showing you who already has access, and under what permission.

Go to the General access section and click on the arrow there.
Click on Anyone with the link, to allow external access to the folder where the Google Doc is contained.
You need to then click on the arrow next to Viewer. It may not appear as Viewer and could be something else on your end.

You will see all possible permissions to assign.
You can choose Viewer if you want external members to only view the Documents in the folder.
You can choose Commenter if you would like external members to comment on possible updates to Documents within the folder.
You can choose Contributor if you would external members to have the ability to make add & edit files within the folder.
You can choose Content Manager if you would like to give external members full control over the folder.

Once your are done, you then open the folder and either create a new Google Doc or move an already existing one there.
Access your Google Doc and then click on the Share button on the top right.
You should be able to view the permission assigned to external members under General Access.

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