Google Docs is an open source tool available for people using Gmail. Google Docs, as the name suggest is a bundle used for documentation management. It is one of the major set of tools used by corporations. If you do not have MS Office and want to work on a similar platform, Google Docs is your place. Through Google Docs you will be able to create documents, PowerPoint presentations, spreadsheets, and forms. It is compatible with MS Word, MS Excel, MS PowerPoint and vice-versa.
Google Docs gives the users the flexibility of creating, editing, and accessing their documents from multiple devices. Another major advantage of using Google Docs is that it lets you collaborate with multiple people and work simultaneously. You can also chat and add comments to the document. Also, you wouldn’t have to worry about saving the document every time you edit it. Documents in Google Docs are automatically saved and can be accessed offline too.
What you need to know about Google Docs:
As a student, you need to know just the basics of how to use the Google Docs. Here’s a list of good-to-know information regarding Google Docs:
- You should know how to create a document using Google Docs and share it with others.
- You should know how to create a presentation and share it with others.
Apart from this, you should also know how collaborative editing works. It is an added advantage if you know what etiquettes to follow when you collaborate with a big group and how to edit documents in such scenarios.
How it is used in the industry:
Google Docs are used in the industry for the purpose of collaboration. Technical communicators are required to collaborate with multiple teams to work on a product documentation. Some of the common usage of Google Docs are listed below:
- Shared Google Spreadsheet: Google Spreadsheet is used for tracking assignments for the whole team as well as for individuals. Usually, each writer has a separate tab in the spreadsheet in which they feed information and updates about the assignment they are working on. The spreadsheet is edited and updated according to the work completed and delivered. Documentation Managers often use this to keep track of who is doing what and it saves them time from asking everyone to send a status report.
- Shared Doc: This is used by writers and editors of a team for the purpose of collaborative documentation. Shared Docs are mainly used to share the documentation structure and outline. They are not entirely used to write a document or a help manual.
How it is used in the MSTC Program:
Google Docs is of great help to students in the program when they have to do a group project. Students find it convenient to collaborate with group members and work on their presentations and papers. On the other hand, instructors often use Google Spreadsheet for the purpose of presentation Sign-up.
They often create a Spreadsheet and share it with the class so that the students can decide how they want to go about class presentation. Instructors also use Google Forms in case they want to get students opinion on any issue in class.
How can you access Google Docs:
You can access Google Docs using your NCSU Email ID. Google Docs is available to you through the Google Drive. In order to create Documents, Presentations, and Spreadsheets you need to access your Drive first.
To access Google Docs using your NCSU Gmail account:
- Log into NCSU Gmail account.
- Click the The list of Apps offered by Gmail is displayed.
- Click Drive from the list. Google Drive opens in a new tab.
- Click New. The options are displayed in the form of a drop-down menu.
- Select Google Docs/Google Sheets/Google Slides if you want to create a document/spreadsheet/presentation respectively.
Where can you learn more about Google Docs:
The best place to learn the tips and tricks of using Google Docs is the Google Support website. It provides all the necessary information you need to know and learn about Google Docs.
The Support Forum for Google Docs can be accessed at https://support.google.com/docs/answer/49008?hl=en
Apart from this, NCSU Office of Information Technology offers free training sessions for students on Google Apps. You can register for this training at http://google.ncsu.edu/help/training.