Google Docs is an amazingly useful application that allows rea
l- time collaboration among users situated at distant locations. This application facilitates its users to access a common file, read, write and make changes to it. This file is then saved at the Google server so that it can be viewed by all of its users. By default the files and documents are stored on the Google Docs but they can also be saved on the user’s personal computer. The file types supported by this application include word processing files, spreadsheets and presentations.
Another great thing about Google Docs is that it is free for all the users whether they have a GMail account or not. All the services provided by Google Docs are absolutely free. Other document sharing applications are also available in the market but they require fees.
This application allows the user to create projects. In this project, the user can choose the file type and can also add other users who shall be permitted to access the document. Access privileges can also be defined such as some users can only be allowed to read the document and not to make any amendments to the documents.
First of all, the user will create an account on the Google Docs site i.e. docs.google.com. A working email address will be required for creating an account. The email address should not necessarily be of GMail. Google Docs support all email addresses.
Once the account is created, the next step is to login to the account. A Welcome page shall open up and there the user can click on the ‘New Document’ button so as to open a new document.
This document as mentioned above can be a word processing document, spreadsheet or presentation. The user can choose the file type based on his/her requirements. The document can be edited almost the same way as we do the MS Office documents.
Then the step comes to add a list of users who will be accessing the document. At the top right corner of the screen, there is a button labeled ‘Collaborate’. Once it is clicked, a form appears asking for the email addresses of the users whom you want to grant permission.
Permissions can be of two types:
If the main user wants to assign read/ write access privileges to other users, he/ she should select ‘As Collaborators’. To assign restricted access to other users, he/she will select ‘As Viewers’.
With Google Docs, every document can have a group of members who can access the document online. All the members of the group are sent an email which contains a link to the document that is easily accessible online by every member, at any time of the day. Mobile Google Docs are also available for users who want to share these documents on mobile devices. This is how Google Docs makes it easy to share the documents and work mutually and simultaneously.