Google Suite Sharing and Collaboration

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Google Suite Sharing and Collaborating Share documents for collaboration Share a folder full of documents Export documents to various formats Publish documents to the web

July 15, 2018

Digital Maestro Magazine • Google Suite Sharing and Collaborating

TABLE OF CONTENTS SHARING AND COLLABORATION

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SHARING

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EDIT PERMISSION

5

VIEW PERMISSION

9

COMMENT PERMISSION

10

MULTIPLE SHARE OPTIONS

11

CHANGING OWNERSHIP

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SHARING WITH MANY

12

SHARE LINK OPTIONS

13

PREVENT COPY AND DOWNLOADS

14

OWNER PRIVILEGES

15

FOLDER PERMISSIONS

15

EXTRA SHARE OPTIONS

17

EXPORT AND DOWNLOAD

19

PUBLISHING AS WEB CONTENT

20

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Google Suite Sharing and Collaborating • Digital Maestro Magazine

Sharing and Collaboration

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Contributions made by each student in a group are easy to determine. Each user in a shared document receives a color to identify modifcatons by that user. User accounts appear in the version history list.

oogle Suite includes Docs for word processing. Slides is a presentation application. And sheets is a spreadsheet application. The sharing and collaboration options are similar across applications.

Version history is useful for restoring lost document information. Restoring a Google provides three options for document to a previous state is intuitive. sharing. The options include edit, view, Erased information is restored without and comment permissions. The edit losing other edits. permission is often used for collaboration. Edit permission gives that user the Understanding how it works same options to change the document as the owner of the document. Users with Working with shared documents needs edit access cannot delete the original someone to share documents with. document. This option is only available Find two or three people that would be willing to learn with you. Here is an to the owner. option if you can’t. Create two or three With edit permission, users contribute Gmail accounts. Share documents with content. Users add to or change content these accounts. It helps if you have two contributed by others. All contribu- diferent browsers open. One browser tions and deletions are in the document for each account. history. This history is viewable by any user. The history is available through the version history option in the File menu.

Let’s take a look a version history before sharing for collaboration.

Version History Version history is useful when collaborating on documents. Through version history, we see changes made to a document over time since its creation. Contributions from others to the document are accessible in the version panel. This is useful when working with students.

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Digital Maestro Magazine • Google Suite Sharing and Collaborating

Sharing

Edit Permission

There are a couple of buttons available to share a document. Within each document type, there is a share button. This button is in the top right corner of the page. A document must be opened to see the button.

Sharing documents with edit permission allows the recipient to make changes.

This includes renaming the document.

Each person with edit access has permission to change content within the document. The version history of a document is very important at this stage. Users have access to what others have added, modifed, or deleted. This is like tracking in Microsoft Word.

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Google Drive has a share option in the toolbar. This eliminates the need to open a document for sharing. Within Google Drive, we select one or more documents and click the Share icon in the button bar.

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Edit access for collaboration is best when limited to a handful of accounts. Too many accounts working on the same document is confusing. Here is a suggestion when working with students. I group students and then designating one as the recorder. It is the recorder’s job to gather and record responses or content into the document. This option works well in professional development sessions too.

Edit includes permission to share the document with others that do not have access. They have the option to change the permission for existing users. The permission options include edit, view, or comment only.

A fourth permission is one where ownership of a document is transferred to another. The owner of the document is the only one that can transfer ownership to another user. Transferring ownership happens when the owner will no longer be part of the document.

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Google Suite Sharing and Collaborating • Digital Maestro Magazine Go to Google drive and create a new word-processing document. Use this link, https://drive.google.com, to access Google drive. You will need to have a Google Drive account. Click the button that reads new and select document.

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Click the share button. The button is in the upper right corner of the page.

Folder upload

Google Docs

A share dialog box will open with Goo le Sheets basic share options. These options are misleading. There are a variety of options Type the title of the document at the top hidden within this simple box. We will be of the page. Title the document [Intro- exploring them throughout the lessons. duction to Astronomy: Mars]. Click the paragraph styles selector and choose Share with others [title].

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The box opens to display a feld where I we provide the email address of a person’s account. This is the email The frst line in a document helps to account of the person with whom we provide a fle name to the document. want to share this document.

Click in the document fle name section.

This is above the menu section. The The feld accepts several email document is currently titled [untitled addresses. Each email address must be document]. A document needs to have a separated by a comma. The icon on the right side designates that the account fle name before Sharing. email addresses will get edit access.

Click the icon to reveal the other options.

Leave the permission icon set to edit and Page 6

Digital Maestro Magazine • Google Suite Sharing and Collaborating provide an email address for someone.

This person will have complete edit access to the document. Click the send button.

collaboration frst hand. Several people can edit the document. All content created or modifed is viewable by all users. They will see all changes updated live as long as they are viewing the document while changes are being made.

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The recipient will receive an email. The email will inform the recipient that they are being invited to have access to the document. A link to the document is available in the email message.

The user does not need to open the email to access the shared document.

The Shared document is available in the recipients Google drive. Within Google Drive, there is a section on the left called shared with me. The user will go to this section to fnd the shared document. All shared documents will be here.

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When the document is being edited by several users at the same time each user gets a color identifer. This identifer helps others determine who is making additions or modifcations.

The user information is available in the top right-hand corner next to the share button. Each user gets a generic icon that is color-coded to match the cursor on the document.

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The user's information is also available by hovering the mouse over the cursor.

The user's name will appear above the color-coded cursor.

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Share the document with someone you know. With someone that is close by. In this way, you will be able to observe your

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Google Suite Sharing and Collaborating • Digital Maestro Magazine

Edit history

document at diferent times or dates.

Add content to the document with your partner. These additions and modifcations are being recorded in the document version history. The version history is part of every document.

Sets of modifcations display as a group of modifcations or as individual modifcations. During a time interval all modifcations are grouped together. A disclosure triangle is available to the left of each group of modifcations. This is so To see the document version history we can view the individual modifcations click fle in the menu and select version made within that group. history.

Click a version history to see the document as it was written at that time. The Do.wn~oad as document will update to refect additions Ema'il as attachmen t... or medications for that time. Clicking ,_ rthe version does not erase any existing V,ersion history

Nla1 content. This is only a preview.

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To return a document to a previous version, click on the version day and A panel will open on the right. This panel time. A button with the option to restore contains the color-coded accounts that to this version is available. Clicking this created or modifed content.

Button will update the document to refect the content created up to that ,I time.

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If a user did not contribute or change content then that user will not appear in this panel. The version history is grouped to provide easy access to versions. Versions are grouped by time of day and by date. They are grouped by user account if diferent users edited a Page 8

All edits made after that time or still available. This means that we can return to the last edits before the selected version.

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