Handouts

http://docs.google.com/#all Video: http://www.youtube.com/watch?v=eRqUE6IHTEA What is Google Docs?  Google Docs is a program that offers the ability to share and collaborate on documents through the internet instead of doing it by email attachments. Individuals can select who is able to edit and view their documents. People do not have to download Google Docs or have to download the documents onto their personal computer, which is a huge advantage of the program. Google Docs also helps eliminate the issue of having to continuously email out the most current version of the document. On Google Docs the most current document will be available since it is edited in real time. You have access to the documents from anywhere just as long as you have an internet connection. This eliminates the issue of only having a document saved to your personal computer, for example. It is completely free and an easy way to share documents online. Here is a step by step guide on how to navigate Google Docs: 1. Go to www.google.com/docs. 2. If you have a gmail account you are able to just sign in to Google Docs. If not, click on get started and create a new account. Fill in the required information for a Google account and select I accept. Create my account. Once you have a Google account you are able to log in using your email address and password. 3. You can create a new document by clicking new and select the type of document you would like to create. Then you click save and it will save it in your folder. You can also upload a file from your computer. You select upload at the top and browse. A window will pop up to locate the file on your computer and hit open. Then you can name the file and select upload. The file will appear in your folder. If you are uploading Microsoft files, make sure they are saved in the 1997-2003 Microsoft file formats because Google Docs is currently not compatible with Microsoft Office 2007. 4. To share a file, select the file in your folder so that it is checked. Then select share at the top. A window will pop up and you can choose if you want the individual to be able to just view the document or have the ability to collaborate and be able to edit the file. So select either as collaborators or as viewers. Then you enter the email address of the person that you want to share the file with. Finally you hit invite collaborators or viewers to share the file. 5. You can create a new folder by hitting new and selecting folder. The new folder will appear and you just type in the name at the top where it says New Folder. Then you can type a description and hit save. The folder will appear in the left panel. 6. To move files to a specific folder you check the file that you want to move. Then hit move to at the top. Choose the folder that you want to move it to and hit move to folder. The file will be moved to that particular folder.

7. To control privacy settings you hit the blue link at the top called settings. Then select RSS Feeds and you can control the privacy of the documents you upload. Select change settings on the right. To allow means your documents can be viewed by public RSS readers. Selecting do not allow means that RSS readers will not be able to read your documents. Hit save to update your privacy setting changes. 8. To sign out select the blue sign out link at the top right. 9. This is a brief overview of the basic features of Google Docs but there are many additional attributes that are beneficial. Benefits of Google Docs • Ability to conference with group members while everyone is viewing and editing the document • Common work area to collaborate on ideas and update files in real time • Do not need to have Microsoft Office to access and update files, just a computer with internet access and web browser • Can download shared files to PDF which can then be submitted to the class website • No need to email back and forth files which have been edited • Easy and free to use Drawbacks of Google Docs • Cannot upload Microsoft office 07 file format • Does not support picture formats such as (.jpeg, .gif, etc) • Have to send out invitations to files one at a time

http://drop.io/ Drop.io is the simplest way to share files online. Simply set up a private space to drop any files by phone, email, web, widget or fax and then share them with whoever you want via a variety of outputs. Want to know more? via twitter (follow us) latest updates

Notes A drop is a chunk of space you can use to store and share anything privately (pictures, videos, audio, documents, etc.), without accounts, registration, or an email address. Drops are not "searchable" and not "networked;" they just exist online as private points for exchange between individuals or groups. Create as many drops as you want in as little as two clicks and set things like a password, whether others can add to the drop, and how long you want it to exist (you can renew later). Drops can be flexibly used in a range of ways from sharing family photos and videos to collaborating on group projects. Each drop has five primary input methods – the web, email, voice, fax and a FireFox 3 add on – in addition to a few secondary ones like "widgets." Anything you input into a drop can then be retrieved on the web at that drop location. Also, you can do cool things like: A. Create new drops quickly/ via phone: (Email/MMS [email protected] to create drops on the fly) B. Download as zip file: click download as zip and download the whole drop at once C. Drop.io on your phone: type in your drop's name in your phone's browser. For example, www.drop.io/dropname/m will format the drop for your phone. Now you can use drop.io from anywhere. And that is just the tip of the iceberg Drop.io is rooted in a model which highlights trust and transparency with the intent of minimizing the amount of information needed to share privately. It does not require embedded accounts, identity, search, or any other social elements. Its core philosophy is to create a simple, private system based on inputs and outputs. Users send "in" files (documents, images, videos, audio files, archives, and more) via various methods (web, mms, email, phone and fax) into their "Drops." Once in the drops, users can view their content and move it "out" via the web, email, mms, fax, custom twitter messaging, and dropcasting (podcasting). *Need Help? Check out drop.io/help or email [email protected] *Have an idea or wish for drop.io's development team? Email us over at [email protected] or leave a message at 646-495-9204 x66083. Please note that this number is for ideas only, not for customer support. *Address: 68 Jay Street, Suite 413, Brooklyn, NY 11201

https://buzzword.acrobat.com/#o Adobe Buzzword With Adobe® Buzzword® you can create a document, share it with colleagues, and review and revise it collaboratively on the web. Buzzword runs from Adobe secure servers, and your documents are stored there, so they are always available on the web. Buzzword has two views, the Document Organizer and the Editor. Which view you start in depends on how you arrive at Buzzword. If someone sends you an e-mail message with a link to a Buzzword document, clicking the link opens the document in the Editor. Starting Buzzword from Acrobat.com opens the Document Organizer. Either way it’s easy to switch from Organizer to Editor, or you can keep both views open at once.

Organize documents The Document Organizer shows all your Buzzword documents, both your own and those others have shared with you. To open a document in the Editor, double-click its icon. To create a new, blank document, click the New Document icon in the toolbar. Use the Sort icons in the Organizer toolbar to change how documents are grouped: by author, by date modified, by size, or other options. A. Buzzword menu B. Sort icons C. New Document icon D. Meet icon E. Go to Acrobat.com F. Collaborator bar G. Share button H. Collaborators I. Synchronator

Edit documents The Editor is designed to let you work with a minimum of clutter. The six sliding toolbars at the top of the window let you choose fonts and text styles and format paragraphs. You can also use the toolbars to add lists, images, tables, and comments to a document. Move the pointer over a toolbar icon to identify it. Click the icon to expand the toolbar, and move the pointer over any option in the toolbar to see tool tips: A. Toolbar B. Ruler tab C. Toolbar icons D. Share button E. Collaborators F. History icon 2 3 4

G. Flagged word count H. Word count I. Zoom J. Synchronator Like the sliding toolbars, other Buzzword features are minimized when not in use and expand when you need them. • Use the ruler to set margins, tabs, and indents. To display the ruler, click the ruler tab located just under and to the left of the toolbar. • Click the History icon to view (or revert to) previous versions of the current document.

• Click the Zoom bar to change your magnification. • The Synchronator shows whether you have unsaved changes, and whether you're connected to the Internet. Click it at any time to save your latest changes. A. History icon B. Zoom icon C. Synchronator icon Choose Buzzword > Settings & Preferences to change settings such as your user name, e-mail address, and user icon.

Collaborate on documents Buzzword gives you new ways to work together on documents. Rather than e-mailing multiple documents to collaborators, Buzzword maintains one master one copy where a team of people can collaborate. These features make collaboration easy and direct: • Shared documents, where everyone works on one copy by making comments and editing • Assigned sharing roles, including author, co-author, reviewer, and reader, that allow different contributors to perform different tasks in a document • The ability to add comments that include text, tables, and images • A history of document versions that are always available • A Collaborator bar showing who is invited to collaborate on a document and when each person last viewed the document You can share a Buzzword document with as many other people as you want. You and other Buzzword users can have the document open at the same time—you can see their changes, and they can see your changes. You can also share a document for reading only, or for commenting only: others can place comments alongside the document but can't change it. The Collaborator bar appears at the bottom of the Buzzword window in both the Document Organizer and the Editor. It shows who is sharing a document and what role they have. It also shows who has the document open. The person currently changing the document is shown as 5

“editing.” The bar can also show you who has read a shared document and when. Look for the icon next to a name: • A solid white outline indicates that the person has read the current document. • A dotted white outline indicates that the person has read an older version. • Moving your mouse over an icon shows the date and time. • An envelope indicates that an invitation has been sent but that your new collaborator has not yet accepted the invitation. • A white slash (/) indicates that your collaborator has not yet opened the document. • A green or red box indicates that a person has the document open or is editing it. To share a document, click the Share button in the Collaborator bar. Enter the e-mail addresses of one or more people and assign a role to each collaborator: co-author, reviewer, or reader. They receive an e-mail containing a link to the document. When they click the link, the document opens in Buzzword (after a brief sign-up process, if they are new users). Note: Buzzword includes its own fonts. When you share a document, others see the same layout on their screen as you see on yours.

Document roles Buzzword users can take the role of author, co-author, reviewer, or reader. • Authors are the original creators of a document. Authors can invite others to share a document and assign any role. In addition to adding a collaborator, authors can change the role of any other collaborator or remove a collaborator. Authors can write, edit, and add to comments made by others. Authors are the only ones who can delete a document. • Co-authors are like authors, except co-authors cannot delete a document. A co-author

can remove a document from their own organizer, but the document remains for others. • Reviewers can add their own comments to a document. They cannot add comments to comments made by others. Reviewers can’t share a document with others. • Readers can view a document but can’t comment or share the document with others. You can use roles to control how others interact with your shared document. For example, you can send out a document and assign everyone the role of reviewer instead co-author. If everyone is a reviewer, no one can change your original content. Move the pointer over a collaborator and click the context menu button to display the menu of roles. If you are the document author or co-author, you can change the role of any other collaborator, or change access to the document for any individual. Choose a role for that person or choose Remove if you no longer want to share the document. Note: A co-author cannot change the role of the author or remove the author. 6

Collaborate in real time Two or more users can collaborate in real time by sharing control of the document. When one person edits the document, that person has control and others cannot edit at the same time. To release control, click the Synchronator or go to Document then Save. A document is also released after an auto-save. For example, if one collaborator is inactive for a time, the document auto-saves and automatically becomes available to others for editing. You can add comments at any time if you have author/co-author or reviewer rights. Even though two users can't simultaneously edit a document, co-authors can collaborate in real time using the comments feature. For example, if one co-author is writing, the other co-author or a reviewer can add a comment that immediately appears in the document. Note: Click the Synchronator at any time to save your changes.

Collaborate using comments The commenting feature allows users who are not online at the same time to communicate with each other, answer questions, and edit as a team. Comments are small documents within the main document. You can use them to illustrate ideas. For example, you can add images in a comment to show exactly how you want a section to appear. You can also add formatted text and tables to a comment. A co-author can cut content from the comment and paste it directly into the document. See Using comments. Comments are stored with the document. If you delete a comment during a review, you can retrieve previous versions of the document that contain the deleted comments

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