Google Docs User Guide

Introduction

Google Docs is a free Google app that provides users with the ability to create, edit, and collaborate with others live on the web. It creates a single place for you to access your document from anywhere. There are mainly four types of Document that you could use for free:

This is a high-level user guide demonstrating the basic functions of Google Docs and how to use it.

To get started with Google Docs, all you need is to create a free Google account.

Google Account Creation

You are required to create a Google account by using your work email (@toysrusasia.com). Here are the steps:

1. Please visit https://accounts.google.com/

2. Click “Create account”, then select “For myself”

3. If you see the below form, please click “Use my current email address instead”

4. Please register with your details and your work email (@toysrusasia.com) and finish the rest of the steps. Done!

Create a new Google Doc by Yourself

If you would like to create a new Google Doc, you will need to:

1. Logged in with your account and please click the button on the top right-hand corner of the screen.

2. You will then see a list of Google Apps. For example, if we would like to create an online Word doc, let’s click onto “Docs” logo.

3. Google will provide some templates for your reference. If you do not need them, just select “Blank” to start with a blank document.

4. You could then input your information there.

Share the Google Doc with the Others

If you would like to share the document that you own or which you have the “Editor” access with the others, you can

1. Click the “Share” button on the top right-hand corner

2. Share with specific people

a. Add the email(s) of the user(s) that you are going to share with

b. Then you will need to select
(1) The access level of the users, whether to be a “Viewer” to view only; “Commenter” to be able to view and leave comments; or “Editor” to be able to view, comment and also edit your document

(2) Whether you want Google to send automated email to the users to notify them as being added to this document

(3) Whether you have any specific message to those being invited (optional)

(4) Hit “send” when you are done

***Attention: Each user being invited will receive a notification email individually.

If you received the email and are invited to read a Google Doc, you could click the link on the notification email and access.

If you wish to invite other people to read the doc too, you could NOT just simply forward the email that your received to other users because that link on the email is specifically dedicated to your Google account.

Otherwise when the other users click onto the link you forwarded, they would see the below message asking them to verify their identity as the link was not sent to them initially.

You have to either tell the author to give access to other users, or if you have the editor access of the doc you could follow the above steps and invite other users.

3. Share with everyone who has the link

a. Click “Change to anyone with the link”

b. Then you will need to select
(1) the access level of the users, whether to be a “Viewer” to view only; “Commenter” to be able to view and leave comments; or “Editor” to be able to view, comment and also edit your document

(2) After the access level is set then you can hit “Copy link” and share the link with anyone you would like to share with. Everyone with this link will be having the same access level.

Import a Microsoft Document to online Google Docs

To import a Microsoft document from your PC to Google, you have to

1. Go to the header bar, click onto “File” > Select “Open”

2. Then you would see the below pop-up box. Go to the “Upload” tab. You could either drag your file to this area or select a file from your device to upload.

3. After the file was successfully uploaded, it would be opened in a new tab and shows your document online.

Export the online Google Doc to your PC

To export the document on Google to your PC, you have to

1. Go to the header bar, click onto “File” > Select “Download”

2. You will see a list of export file format. Please select the one you want.

Make a copy of the Existing Google Doc

If you would like to make a copy of the existing Google Doc to be another document on Google, you will have to

1. Go to the header bar, click onto “File” > Select “Make a copy”

2. You will then see the pop-up as below.

Give this file a new name, and then tick the setting where appropriate. Then hit “OK”.

3. After the file was successfully copied, it would be opened in a new tab and shows your copied document online.

4. If you are going to share this copied document with the others, make sure you follow the above steps and give them access.