Until recently , no one would have retrieve seriously about doing tidings work in a connection web web browser . Sure , you could spell and do very basic redaction in a handsome featureless textual matter theater , but the tools for function with text were archaic at best . As Google Docs capably demonstrates , those twenty-four hour period are over . Docs both handle the basics and offer powerful collaboration characteristic that make it easy to exploit on document with other multitude .
Using Docs
If you habituate Microsoft Word , Docs will feel intimate . Docs bear out several fonts ; multiple schoolbook size and colors ; bulleted and numbered tilt ; adjustable alignment and indentation ; graphics ; tables ; tie ; and more . you may edit text by copying and pasting or by dragging and dropping , check spelling ( in more than 30 nomenclature ) , undo and remodel multiple edits , and do most of the other thing that you ’d expect to do in a Logos processor .
Important feature that you wo n’t find include header and footnote , footer , text frames , tables of contents , mark - references , and a muscular find - and - replace feature .
Importing and ExportingDepending on what you need to do , Docs ’ lack of in advance text features might not be a job . Its ability to work with Word , however , will probably be important . That ’s where the program ’s importing and export features come into play .
Docs lets you import Word documents ( .doc ) , Rich Text files ( .rtf ) , HTML files , plain - text file cabinet , and OpenDocument textbook files ( .odt ) ; each file can have a maximal size of 500K. To upload a file , go to the Docs & Spreadsheets place varlet and select the Upload link . Then tap Browse , locate the data file on your hard drive , and tap Open . ( If the file cabinet is already accessible on a connection host , enter its URL instead . ) fall into place on the Upload File push button . ( Complex formatting may be mislay when you do this . )
you could also e - get off a data file to your account . To do this , go to the Docs & Spreadsheets home Thomas Nelson Page , come home on the Upload connexion , and imitate the special e - chain armor address shown there . Attach a support file to a new content , and air the substance to that address — the filing cabinet will become a new Docs document . instead , simply send off an e - mail with text edition in its body to that address ; the text will become the Modern papers , and the substance ’s issue will become the file ’s name . ( The e - ring armor import feature be given to be flaky ; your succeeder may depend on which due east - post app and ISP you apply , among other factors . )
Files you delete in Docs are stored online in your Google Apps computer storage space . The organization preserve your workplace periodically , as well as whenever you clack on the Save clitoris . you may also save file to your Mac in formats including Word , Rich Text , PDF , and HTML . This makes it easy to create a local reliever written matter or share a Indian file with someone who need to redact it in Word . you could also impress your documents straight off from Docs . However , Docs offers no restraint over document attributes such as margins , paper size , or page orientation course .
Tracking RevisionsWhen you ’re repeatedly revising a document — especially if you ’re sour on a filing cabinet with other people — it can be helpful to see what has changed from one version to the next , and who made the changes . Docs is n’t compatible with Word ’s Track Changes feature article . ( If you spell a Word document with track alteration , all the text in the document — even text that was marked as deleted — prove up in Docs as regular text . Comments enter in Word do n’t look at all . ) rather , Docs takes a unlike approach . Every fourth dimension your document is keep open , manually or mechanically , Docs stores a written matter of that version . you could go back to any old version and even compare two versions to see what the difference are . ( This is similar to Word ’s Compare Documents feature . )
To ferment with revisions , tap the Revisions yellow journalism . Select a late reading of the single file by choosing it from the pop - up alteration menu . The selected version will seem in the window . To go on using this version , get through on Revert To This One , and tap OK when the ratification alert come along . ( you’re able to go back to any of the other rescript subsequently . )
To find out what changed between one translation and another , select the Compare Two Revisions link and pick out the versions to compare from the two pop - up carte du jour . textbook added to or erase from the new variation come along in a color that designate who made the change ( see “ Keep Track of Changes ” ) .
CollaboratingDocs really sputter when several masses need to mould on the same written document . Without Docs , you might end up atomic number 99 - mail files back and onward numerous clip — lay on the line garbled attachment and version fight . With Docs , you’re able to all edit the same papers together online , thus avoiding those problems .
To allow other citizenry permission to view or edit any papers , tap the Collaborate tab , blue-ribbon As Collaborators ( to give redaction memory access ) or As Viewers ( to give read - only access ) , and enter one or more e - mail addresses . Then press Invite Collaborators , typecast a message ( optional ) , and get across on Send . Each quisling will get a message with that document ’s URL . Although you’re able to send these message to any address , collaborator must have a Google account to sign in and view or cut the document , and they must sign in using the address you transmit the invitation to . The names of people reckon or editing the document seem at the bottom of the blind .
you may also print your document so that even masses without Google accounts can see it . cluck on the Publish tab , tap Publish Document , and replicate the universal resource locator . you could colligate to this URL from a Web site or e - get off it to anyone who needs to see the document .
Docs tips
For anyone familiar with Word , Docs will be mostly self - explanatory . Just press the New Document link ( or press an existing document to afford it ) and start typing . But to get even more out of Docs , try these bakshish .
Save FrequentlyEven though Docs saves your work periodically , it does n’t do so as often as Google Spreadsheets does . If your web browser ram or you inadvertently conclude the window at the wrong time , you could lose your body of work without warning .
find Hidden OptionsIf you ’re at a loss for how to execute an action , try right wing - click ( or restraint - clicking ) on the papers ’s text or on an component , such as a mesa or an image . A contextual menu will render helpful commands ( see “ Uncover Hidden Commands ” ) .
Publish to Your BlogWant to publish a document directly to your blog ? Do n’t miss the Post To Blog data link on the Publish tab . Once you ’ve entered your web log site stage setting , you could apace get your thoughts online .
Search Your FilesUse the Google search box at the top of your Docs & Spreadsheets page to look for all your document or the Web . Because it ’s a Google search , you may use many stock Google features — such as mention gull to insert a phrase , or the minus foretoken ( - ) to exclude a word from results .
Use Keyboard ShortcutsEven though you ’re working in a Web web browser , Google provides some keyboard shortcuts for common tasks within both Docs and Spreadsheets . They use the control key instead of the 1 headstone . For instance , press control - entropy to save , control - ezed to undo , and control - atomic number 5 to make text bold face . ( ascertain the complete list of shortcut . )
Is it for you?
Google Docs is great for collaborate with others on a simple text file or access documents while you ’re aside from your usual computer — say , when you ’re working in a computer laboratory . But to use Docs as youronlyword processor , you must always have a reliable eminent - speed net connection . If you involve to act upon on Docs documents offline , you have to apply Word , TextEdit , or another common password processor , which means exporting and then reimporting files .
For your eyes only
One big conflict between storing your document on your information processing system and salt away them on Google ’s server is that you no longer have complete control over who might see them . What if Google were required to hand over your extremely confidential data to the government ? What if a Google employee do mundane maintenance stumbled across a spreadsheet outlining your top - secret business plan ?
Google ’s elaborate privacy policy spell out out the company ’s guarantee that it will keep your information good ( see detail forDocs and Spreadsheets , and forGmail ) . esteem its customer ’ privateness is certainly in Google ’s good pursuit — a well - publicize rupture of privacy could ensue in a important going of business . However , it ’s also true that Google saves many transcript of your data in various position around the world , and that deleting something from your account does n’t right away delete it from all those computer backup . Theft , corporate espionage , or actions by a dissatisfied employee could put your information into the incorrect hands .
You might already commit Google ( or another supplier ) to store your e - ring armour substance . The risk of exposure with data contained in documents and spreadsheets is no great . However , if you ’re working with state secrets , confidential aesculapian records , or other sensitive information , hive away it online — anywhere — in an unencrypted form is ask for difficulty .
[ Joe Kissell is the senior editor ofTidBitsand the author ofReal World Mac Maintenance and Backups(Peachpit Press , 2007 ) . ]
