Sunday, January 29, 2012

CLOUD COMPUTING: Cloud Sharing and Collaboration using Google Chrome Browser and Google Documents


SHARE and COLLABORATE an Uploaded Document using Google Docs (Documents). Part 2. Uploading a document refers to uploading a document from your computer's document program (such as MS Word or OpenOffice) saved on your hard drive in to the Google Docs program (a Cloud, aka. Internet software document program). After uploading a document in to Google Docs you can then share and collaborate (edit it by adding content, etcetera) the document in real-time (at the same time) with others.

In order to use the Google Docs program and to share and collaborate an 'uploaded document' you must first install the Google Chrome Browser at this link: www.google.com/chrome and, you must also create a Google Account, a Google Gmail address, and a Google Plus Profile at this link: https://accounts.google.com/NewAccountNOTE: Just recently Google has made signing-up for a Google+ Profile a mandatory requirement of signing-up for a Google Account. Creating a Google Account automatically gives you a Gmail address. Once these steps are completed and you are back on the Google Chrome Home Page click on More (at the center of the page) and scroll down to and click on Documents to load and use Google Docs.


UPLOAD a DOCUMENT from your Computer in to the GOOGLE Docs Program. Click on the red 'Upload' button (it is beside and to the right of 'Create' at the upper left of the Google Documents Home Page) and when you scroll over it you will see the word 'Upload' appear. From the 'Upload' drop down menu click on Files or Folders and choose a document file, for share and collaborate practice purposes, that is on your computer's hard drive to upload it in to Google Documents.

After choosing and clicking on a document file the 'Upload Settings' pop-up screen appears. By default 'Convert your document to Google document format' is already selected for uploading a MS Office Word document or another type of word processing program (such as Oracle's free OpenOffice) document file. Or, you can opt to upload and 'Convert an Adobe PDF document file' to Google Documents format. Click on 'Start Upload'. Once upload finishes you will see 'Upload complete' in the pop-up screen and on the Google Document's Home Page your uploaded document now appears under 'TITLE'. Close (X) the 'Upload complete' pop-up screen.

Now that you have uploaded a word (text) document from your computer's hard drive into the Google Documents (Cloud, aka. Internet software) program you can practice 'Share and Collaborate a Google Document' with a friend. Below are step-by-step instructions via (1) SHARE an Uploaded Document using Google Docs, and,  (2) COLLABORATE an Uploaded Shared Google Document.

(1) SHARE an Uploaded Document using Google Docs. Click on the blue Share button at the upper right (NOTE: There are 2 other Share options; at the upper right click on File> Share or File>Email Collaborators) and you will open the 'Sharing Settings' pop-up screen. You will see 'Who has access' and under these words is 'Private-Only the people listed below can access' and to the right of these words click on 'Change' and you can select Public, Anyone or Private access. For now, use the default Private for sharing access to your document with only certain people and just click on Cancel to keep this default setting and to get back to the Sharing Settings pop-up screen. 

At the bottom of this pop-up screen is 'Add People' and just beneath it, click inside (or directly on) 'Enter names, email addresses, or groups' and another screen pops-up that allows you to enter a person's Gmail address by typing it in or click on 'Choose from Contacts' to add the other person's Gmail address. For this Google Document sharing and collaboration practice just type in one of your friend's Gmail addresses. Have this friend practice Google Document collaboration with you later by following the collaboration steps below. And, to the right is 'Can Edit' to give your friend permission, by default, to Edit, Comment, and View your document after you Gmail it to them. You must use this default 'Can Edit' (already selected by default for you) to enable share and collaborate and for practice purposes. NOTE: You can select just Comment (only) or View (only) permissions but 'Can Edit' allows others to Comment on, View and Edit your Google Document.

 Also, at the bottom of this Sharing Settings pop-up screen is 'Notify people via email-Add message', put a check mark beside it and add a message if you choose to. You can also 'Send a copy to myself' (of this document to your own Gmail) so do so by placing a check mark beside it. Another option is to 'Paste the item itself into the email' (means Gmailing a copy of the entire document, not just its link to the other person) your option.

At the very bottom of this Sharing Settings pop-up screen in very small print is: 'Editors will be allowed to add people and change the permissions' click on 'Change' and allow editors, by default, to change (edit) your document, or select 'Only the owner (you) can change the permissions' then choose Save or Cancel to get back to the 'Sharing Settings' screen and to save all the sharing options that you have selected click on 'Share & Save' and the person(s) who you have given share permission to will appear under 'Who has access' (on this screen). Now click on Share & Save and the other person will get an automatic Gmail message of your Google Document to share and collaborate with you on.

Google Help Center for Sharing documents is at this link: https://support.google.com/docs/bin/answer.py?hl=en&answer=180199&topic=1360909&ctx=topic

(2) COLLABORATE an Uploaded Shared Google Document. Now that you have shared your document via your Google's Gmail (email) with your friend you have enabled collaboration allowing them, too, to access, view, share and edit (add content, etcetera) to this same document at any time from anywhere in the world via any Internet enabled device via their Gmail copy of the document. Collaboration on a Google Document is done in real-time meaning that you and the other person are editing and commenting on a document together at the same time (now). And, of course, you and your friend can individually access, view, share and edit (add content, etcetera) to this same document without collaborating on it at the same time.

On the Google Docs Home Page, click on your uploaded document's title to open it in Google Documents. To the right you will see, under the 'Comments and blue Share button', '<1 other viewer' with a small green box to the right of it. Scroll over this box and you will see your Gmail address appear. Click directly on '<1 other viewer' and you again see the green box and your Gmail address appear inside of a white pop-up screen.

While editing your Google Document when you notice that the [>1 other viewer], changes to [>2 other viewers] you will know that another person (your friend) is collaborating on your same document in real-time (now, at the same time) with you. And, beside your green box a red box appears, scroll over it and you will see the other person's Gmail address. Click on '>2 other viewers and both your Gmail addresses appear in the white pop-up box along with 'has opened the document' under both of your Gmail addresses.

Now click on your friend's (sharer's) red box (inside of the white pop-up box to the right) and you will see his edits inside of the document itself (to the left) that you're both working on appear with a red indicator at the end of each of his sentences or paragraphs. And, scroll over the red indicator and his name appears, too. When you edit (add content to the document, etcetera) your friend will see a green indicator inside of the document at the end of your sentences and paragraphs, and your name appears when he scrolls over your green indicator.

At the bottom right is a chat screen or click on the Comments button (beside the Share button at the upper right) to talk to each other about this document that you're both collaborating on. Your Comments (messages) to each other are also sent to and appear in your Gmail. Both of your edits are automatically saved, so when you're both done editing just sign out of Google Documents. If your collaborator signs out before you do you'll see 'has left' beside their Gmail address in the white pop-up box.

You have just shared and collaborated your first 'uploaded computer hard drive document' using the Google Documents (Cloud, aka. Internet) software program. Because your Google document is saved on the Internet (in the Cloud), not on your computer's hard drive, it is now mobile meaning that you can access it from anywhere at any time via any Cloud (Internet) connected enabled device, your own or someone else's. Just load Google Chrome, sign in to your Google Account, click on More (middle upper left of the Chrome browser Home Page) scroll down and click on Documents to open and use Google Documents.


Helpful Hint: When you load the Google Documents program you will see all of your documents listed under TITLE and there are option buttons above TITLE (and they are: Share, Organize, Move to Trash, Preview and More). To make these options appear you must first click on the small box beside the document that you want to work with and this click places a check mark inside of the box, making the options appear. To edit and format any document just click on the documents title under TITLE.

NOTE: A document uploaded from your computer in to the Google Documents program cannot be larger than 2 megabytes (MB), if you convert it to Google Documents format. Uploaded documents that you decide not to convert to Google Documents format can be 10 gigabytes (GB). However, this 10 GB document size is larger than and exceeds your free Google Docs storage limit of 1 GB. You must pay Google to use more than 1 GB of storage via this link: https://accounts.google.com/PurchaseStorage

NOTE: You can also use the Google Documents program to create spreadsheets and presentations, not just documents, similar to MS Office Suite which includes Word, Excel and PowerPoint.


*You and your friend can download the Google Docs App to access this document via your mobile phone at this link: http://www.google.com/mobile/docs/

*Google Documents Help Forum is at this link: https://groups.google.com/a/googleproductforums.com/forum/#!forum/docs, click on the Help Center link and its link appears: https://support.google.com/docs/?hl=en

*Google Docs Viewer lets you view documents without leaving your browser at this link: https://docs.google.com/viewer.

NOTE: You can also contact me with any of your computer related questions via my cnet.com profile at this link: www.cnet.com/profile/pamjparr/, then just click on: E-mail Pamela j.























Your Reactions:

0 comments: