hi this is Russell Stannard from TeacherTrainingVideos.com. I am gonna look
at google docs today which is great for education and I'm gonna try to explain and show you the
different ways that a document can be shared and what that means for the people that you share it
with so when you create a document there's very various levels of editing or commenting or viewing
and I want to explain and show you what that means for the people that receive the document
and access it let's get straight into it so the first thing we need to do is to create a Google
Doc so I'm logged into Google I click over here on the right hand side click on my Google Drive
and I simply need to click on new and then come down to Doc's and then click on blank document
and we've now created a document now the best thing to do is the first thing we want to do is
click over here and just name your document give it a name so that you can easily find it again in
your Google Drive so I've just clicked there and added test Google Doc TTV teacher training videos
now if I was gonna say I wanted five different students to access this document and write their
ideas let's say for example I want their opinions on assessment what I would normally do is put a
title at the top so I would write opinions on and I've normally kind of give that a nice or
big font size so that's nice and clear and then what I tend to do so that my students are kind
of organized is that I will insert a table so we'll come down and insert a table and in this
case I'm gonna want a table it's imagine that I've got five students so I'm gonna put name here and
then I'm gonna put ideas here so they know exactly where they write their name and they write their
ideas and that's just because if I do it this way it would tend to mean that the content of
the Google Doc is a bit more organized and what I normally do is obviously move that over you don't
need so much space for the name and then often I even kind of make the document a bit bigger so
it's clear how much I'm hoping the students are going to write in the document if you click on
it and then kind of push down the the size of the different areas and that way it kind of can often
encourage students to write more so we've got a document ready now what we want to this document
is share it so another student can start to access a document and add their content in so I'm going
to add my content here so I'm gonna just put my name and then I'm gonna put my comments here
so I would write in my comments now obviously afterwards I'm now going to share this with the
other students in my group and they are going to access the document and add their ideas as
well so when a student wants to share or teacher wants to share the document with other students so
that they can access it they click on the share button over here and they kind of got two ways
of working they can either email the student so they can write their email addresses in and
then they've got three options of course as always three options you can edit can comment or can view
or if they don't have their email addresses and what I tend to do a lot is click on the shareable
link and then I'll copy that link into it model or I'll copy it into Moodle or I put it on a website
or put it in a blog so that people can click on it so it really depends whether you've got
access to their email account council not I'm gonna concentrate on the shareable link option
rather than the email address option but there are both ways of accessing students and then
three levels so when we're looking at access we've got three levels of how they can actually access
that content they can edit it they can comment on it or they can view it now view it is obvious it
means that they can simply view the document but they can't do anything with it I'm gonna start
by looking at can edit so if I click on can edit what does that mean so if I click on that option
so I've got the link here I'm gonna click on copy that link now I'm gonna log in using that link
as another student and see if I can contribute to the document so I'm now logging as if I was
another person so I've got that link and maybe it was shared to me on Moodle or maybe it was and I
can now add my I can write something so I'm gonna click here and write just just write something on
the screen okay so let's imagine that in this case my name is Tom and then I'm gonna click here and
say and right now interestingly enough if we now went back to the person that created the document
in the first place if we jump back those changes have immediately come on to that person's document
as well so the person that originally created the document any changes immediately appear on
their document as well now you can have 5 6 7 8 9 10 people working on the document the important
thing is though is to organize it so that people know where they're going to write otherwise it can
get very very disorganized if people just simply coming on right in anywhere on the screen it's
really important that the content is organized now one thing that teachers definitely don't
understand whenever I do the training they're kind of surprised at this and I want to see if I can
make this clear to you at the moment this document we are allowed to edit it if the person originally
created the document went back to the share button and changed it and said can only view ok and then
clicked on done that now changes access to this document and that means now that this document
can only be viewed by other people anyone with that link now before yes they could edit it now
they come so I've just come back to the document and notice now this is logged in as the person
who's accessing the document it says view only suddenly I can't write on the screen so this is
really important thing to understand in other words the link that you share if you change the
access level that will affect all of the people that are accessing your document now I'm going
to go back again now to the other person that is to the person who's created the document so I'll
just click back here again and I'm gonna change it back again so I'm going to click on here go to it
go on to the share button there and change that link back to can edit again I'm going to click
on done and now I'm gonna jump back to the other person and see if that is updated so I click back
here now sometimes what you have to do is just refresh the page because obviously that it's
changed now and suddenly now I can edit it again alright so that's really important to remember now
what I want to do now is focus on comments and first of all we're going to look at one of the
options which is instead of allowing people to edit the document we're going to actually only
allow them to comment what does that mean when you work with a Google Doc now I'm going to come back
again to the original person that created the document I'm gonna come up to the share button
I'm gonna change it yet again and this time I'm gonna say can comment only and I'm gonna click
on done so now we've changed the options anyone with this link can only comment on the document
let's jump back and login as the person now and it now tells me if we reload that's our level
now is only for commented now what does that mean this is quite interesting so there are actually a
few options still we can actually still write on the screen and we can just put it in but it's now
done in a slightly different way so we're writing in out onto the screen here so we can still write
on the screen that still seems to come out and if we now go back and look at what the
person who created the document sees they also see what has been suggested but they have this
extra button here where they can click and say yes I agree to it or no I don't like it so if
I just click there bang it disappears and if we come back so the actual to the person who wrote
that comment in notice it also disappears for them too a lot of teachers don't realize this and I'm
going to make this point again if the person who creates the document sets it so that the
level is can comment done so people can comment on the document what actually happens is if we
log in as a different person we can still write on the screen but what happens is it comes up
as a sort of suggestion and so if we come back to the person who originally created a document
we can click here and see that now that person can say yeah I like that so I'm going to accept
it or I'm not going to accept the suggestion and therefore and that's really useful I kind of like
that in fact I often like that sometimes better when I'm working with other people and I'm kind
of getting to work collaboratively with me and I'm sort of the editor to do that because then I can
quickly see what they've written I ever accept it or not so that's one of the powerful possibilities
you've got if you shift from editing to comment it so we've established that you can still write
in the document but it's much easier for the other person to edit it away you can also of
course actually comment on the side now we've not looked at this it's something that can be quite
useful I'm gonna click on it here this button in which it says open comment so I'm just clicking
on this one here and I've got this thing called common history and if I want to add a comment so
I'm just kind of select this part here right and then I'm gonna click on comment here notice that
when you select something you get the chance to comment on it ok click on comment here and I can
leave my comment on the side I also have that option as well ok and then I click on comment
so this time it isn't on the screen but rather at the side of it okay so I can do that as well
and as my comment so that's another way when you're in comment mode comment mode that you
can change your document so rather than actually writing in the document you're calming it on the
side now what does the other person see let's go back to the person who originally created
the document will they see the comments on the side and they can take action and then click
on resolve take action and then click on resolve okay interestingly enough and I didn't point this
out but I'm just gonna point this out to you as well that commenting on the side can also
be done in edit view so just to make that clear so edit view kind of allows you to write in the
document or leave comments on the side if I come back to the share don't forget I'm back now as the
person who created the document I'm going to click on can edit click on done if we now come back to
the person who's accessing the document and again we sometimes you have to refresh the page we know
now know that this person can edit has got the permission to edit again notice it says it here
ok so I can now actually right on to this document just immediately because I'm not now access only
as comment but I'm access as an editor but I can still add my comments on the side as well now what
I tend to do with the comment button is that I like to select the text and add the comment on
the side that way that works the best rather than clicking on this button here and clicking on add
comment I simply select the text wherever I want to and then just click on comment and I can add
my comment and that tends to be the best way to work it I hope I've made that all clear so you can
comment on the side and in the document both in comment mode and in edit mode but the difference
is when you do it in edit mode you can actually write in the document when you do it in comment
mode you can write in the document but the other person would didn't have to kind of accept or not
accept what you're saying I hope I've made that clear to you now now of course exactly the same
settings would be the case if you were sorry if we were to go back to apologies if we exactly the
same settings would be if we went back to sharing and instead of sharing through the link we were
sharing by simply sending an email address and emailing it to someone and of course we can set
them all three levels couldn't comment couldn't edit can view okay so it's exactly the same a
clickable link or email okay I really hope you found those videos useful please come to teacher
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