LESSON 3 CONT'D: GOOGLE DRIVE, DOCS, SHEETS AND SLIDES - investing in great minds; to do great things...
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LESSON 3 CONT'D: GOOGLE DRIVE, DOCS, SHEETS AND SLIDES


Posted July 27, 2017 0:26 AM

GOOGLE SHEETS

Google sheets allow you to handle task lists, create project plans, and analyze data with charts and filters, and much more.

With Google Sheets, you can create and edit spreadsheets directly in your web browser—no special software is required.

Google sheets are closely related to excel. The major difference however is that, with Google sheets:

  • Multiple people can work simultaneously on a document,
  • You can see people’s changes as they make them, and every change is saved automatically

Quick facts about sheets

  • Google sheets was originally called Google spreadsheets
  • It has up to 2 million cells.

How to create  a new Google sheet

There are 2 ways to do this:

  • From the Sheets homepage (google.com/sheets/about): Click on “Go to Google sheets.”
  • OR
  • From Google Drive: Click New > Google Sheets > Blank spreadsheet or from a template.

Import and convert old spreadsheets to Sheets

If you have an existing spreadsheet you created in another program, you can easily import and convert it to Sheets. To do this, the following steps would help:

  • Go to Drive
  • Click New > File Upload.
  • Choose the existing spreadsheet from your computer to add it to Drive. Supported files include .xls, .xlsx, .xlt, .ods, .csv, .tsv, .txt, and .tab.

In Drive, right-click the spreadsheet you want to convert.

Select Open with and choose Google Sheets.

When you convert your spreadsheet from another program, a copy of your original file is created in the Sheets format. You can then edit it in your browser as you would with any other Sheet.

Enter and edit your data

Rename your spreadsheet: Click Untitled spreadsheet and type a new name.

Enter text or data: Click a cell and start typing.

Insert more items: Click Insert and add notes, functions, charts, images, drawings, and more.

Customize formats and fonts

In your spreadsheet, select the cells you want to customize, and then use the menus and toolbar to change their formats.

Work with rows, columns, and cells

You may use the following steps to create rows, columns and cells in a spread sheet:

  1. To add rows, columns, and cells—Select a cell or block of cells. Then, on the menu bar, click Insert and choose where to add the row, column, or cells.
  2. Delete or hide rows and columns—Right-click the row number or column letter and select Delete or Hide.
  3. Delete a cell or a block of cells—Select the cells you want to delete. Click Edit > Delete cells and shift up, or Edit > Delete cells and shift left.
  4. Move rows and columns—Click the row number or column letter to select it. Then, drag it to a new location.
  5. Freeze header rows and columns—Keep some data in the same place as you scroll through the rest of your spreadsheet. On the menu bar, click View > Freeze and choose an option.

Work with multiple sheets

Add a sheet: At the bottom of your spreadsheet, click Add sheet  plus to add another sheet.

Delete or copy a sheet: Open the sheet. Then, at the bottom of your spreadsheet, on the sheet’s tab, click the Down arrow, and select Delete or Duplicate.

Share and collaborate

You can only share files you can edit or own:

To do this:

  • Open the file you want to share.
  • Click Share.
  • Enter the email addresses or Google Groups you want to share with.
  • Choose what kind of access you want to give people:
  • Can edit—Collaborators can add and edit content, and add comments.
  • Can comment—Collaborators can add comments, but not edit content.
  • Can view—Collaborators can view the file, but not edit content or add comments.

Click Send.

Everyone you shared with will receive an email with a link to the spreadsheet.

Add comments and replies

If team members are not available to collaborate in real time, leave feedback and questions for them to see later.

Select a cell.

In the toolbar, click Insert comment.

Add your notes and click Comment.

If a comment is important for a specific collaborator to see, enter + followed by their address. They’ll get an email with your comment, along with a link to the spreadsheet. They can then reply to your comment to answer questions or start a discussion.

When you’re done with a comment, click Resolve.

Print your spreadsheet

To print your spreadsheet, click File > Print or click Print .

You can choose which sheets to print, what features to include, and which layout you want.

Download versions in other formats

To download your spreadsheet so you can open it in other programs, click File > Download as and choose one of the following formats:

Microsoft Excel (.xlsx)

OpenDocument format (.odt)

Adobe® PDF document (.pdf)

Comma-separated values (.csv)

Tab-separated values (.tsv)

Web page (.zip)

Make a copy in Sheets

Copying a spreadsheet is useful for creating templates. For example, if you write a lot of project plans, make copies of one plan. Then, update each copy for a new project without having to format it again.

To make a copy of your spreadsheet, click File > Make a copy. You can rename the copy, change where you save it in Drive, and optionally share it with the same collaborators.

Email a copy as an attachment

If you need to collaborate with someone on your spreadsheet in your old program or format, such as PDF or Excel, you can email it as an attachment.

Click File > Email as attachment.

Select a format.

Enter the email addresses or Groups you want to send copies to.

(Optional) Enter a message.

Click Send.

Note: This sends a copy of the spreadsheet instead of sharing the original, so you won’t be able to use Sheets’ collaboration tools.

 

ASSIGNMENT

  • Use Google sheet to create a (colorful and neat) budget of cost and materials needed to organize a 1 day Digital Skills Training In your community.
  • Share the sheet with your facilitators for them to make real time comments.

GOOGLE SLIDES

Google Slides allow you to create and present professional pitch decks, project presentations, training modules, and much more.

As with Docs and Sheets, Google Slides makes it possible to build presentations right in your web browser—-no special software is required.

Even better, multiple people can work on slides at the same time. This means you can see people’s changes as they make them, and every change is automatically saved.

Quick facts about Google Slides

  • Google Slides used to be called Google presentation
  • Presentation files converted to .gslides Slides format cannot be larger than 100 MB.
  • Images inserted cannot be larger than 50 MB, and must be in either .jpg, .png, or non-animated .gif formats.

CREATE A NEW PRESENTATION

  1. Go to google.com/slides/about/
  2. Click “Go to Google slides”
  3. From Slides homepage: Click Create new presentation.

OR

  1. From Google Drive
  2. Click New > Google Slides > Blank presentation or From a template.

IMPORT AND CONVERT OLD PRESENTATIONS TO SLIDES

If you have existing presentations that you created in another program, you can import and convert them to Slides to collaborate with your team.

  • Go to Drive.
  • Click New > File Upload and choose a presentation from your computer. Supported files include .ppt (if newer than Microsoft® Office® 95), .pps, and .pptx.
  • Right-click the file you want to convert.
  • Select Open with and choose Google Slides.

Converting a presentation from another program creates a copy of your original file in Slides format. You can then edit it in your browser like any other Slides presentation.

CHOOSE A THEME

When you first create a presentation, you can choose a theme to give all your slides the same background and text styles for a consistent look and feel.

For theme suggestions, click Explore (Image looks like a star) and click a layout.

ADD AND EDIT CONTENT

  • Rename your presentation: Click Untitled presentation and type a new name.
  • Add text: Click Insert > Text box to add new text boxes, then click text boxes to type in them. You can also move, delete, or re-size text boxes.
  • Add images, videos, and more: Click Insert to add images, videos, shapes, slide numbers, and other features to your presentation. You can also move, delete, or re-size these inserted features.
  • Add notes: Use speaker notes to keep track of your talking points for each slide. In the presentation editor, notes appear beneath the current slide. When you present your slides, your speaker notes show in a separate window.

CUSTOMIZE YOUR SLIDES

To change the size of your slides, click File > Page setup.

Use the toolbar to customize your presentation even more. Here are the highlights:

Note: Text-related controls only appear on your toolbar when you are typing in a text box. Just start typing and you see these controls.

 

CREATE AND ARRANGE SLIDES

New slide —There are several ways to create a new slide. The easiest is to click the + button in the toolbar. You can choose a layout for the new slide by clicking the Down arrow.

Move slide —Drag the slide you want to move to a different position in the presentation.

To move several slides at once, Ctrl+click multiple slides before dragging them.

Duplicate slide—Right-click the slide you want to duplicate in the sidebar and select Duplicate slide.

Delete slide—Right-click the slide you want to delete in the sidebar and select Delete slide.

 

SHARE WITH YOUR TEAM

Just like in Google Sheets and Docs, you can only share a file you own or can edit, to do this,

  • Open the file you want to share.
  • Click Share.
  • Enter the email addresses or Google Groups you want to share with.

Choose what kind of access you want to grant people:

  • Can edit—Collaborators can add and edit content, or add comments.
  • Can comment—Collaborators can add comments, but not edit content.
  • Can view—People can view the file, but not edit or add comments.

Click Send.

Note that, everyone you share with will receive an email with a link to the presentation

ADD COMMENTS AND REPLIES

If you can not collaborate in real time, you can leave feedback and questions on the side for team members to look at when they open the presentation.

  1. Select a section of the slide.
  2. In the toolbar, click Insert comment.
  3. Add your notes and click Comment.

If a comment is important for a specific collaborator to see, enter + followed by their address. They will get an email with your comment, along with a link to the presentation. They can then reply to your comments to answer questions or start a discussion.

When you are done with a comment, click Resolve.

PRESENTING YOUR SLIDES

When you are ready to preview or present your slides, click Present (looks like the play button) at the top of the page. Click the Down arrow to see more options.

To see your speaker notes, click Presenter view.  Remember key presentation points with speaker notes.

When you move your mouse on your slideshow, a bar temporarily appears with controls to:

Printing your presentation

To print your presentation from the editor, click on File > Print or click Print.

In the preview that appears, you can scroll through your document on the right, or choose print options on the left.

 

Download versions in other formats

To download your presentation so it can be opened by other programs, click on File > Download and choose one of the following formats:

Microsoft PowerPoint (.pptx)

Adobe® PDF

Scalable Vector Graphics (.svg)

PNG

JPEG

Text file

Make a copy in Slides

Copying a Slide is useful for creating templates. For example, if you create a lot of pitch decks, make copies of one pitch deck. Then, update each copy for a new pitch without having to format it again.

To make a copy of your presentation, click File > Make a copy. You can rename the copy, change where you save it in Drive, and optionally share it with the same collaborators.

Email a copy as attachment

If you need to collaborate/work with someone on your presentation in your old program or format, such as PowerPoint or PDF, you can email it as an attachment.

Click on File > Email as attachment.

Select a format.

Enter the email addresses or Groups you want to send copies to.

(Optional) Enter a message.

Click Send.

Note: This sends a copy of the presentation instead of sharing the original, so you will not be able to use Slides’ collaboration tools.

ASSIGNMENT

  1. Using Google Slides, create a 3-slide presentation to show us why you deserve a spot on ‘MindThe_GapNG’s Business and Incubation Platform’.
  2. Share the slide with you facilitator, so they can view and make comments.

 

 


Tags: GOOGLE DRIVE, DOCS, SHEETS AND SLIDES
File Under: education
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