Google docs – a usage scenario

So, as promissed in the post Google Apps fo the OU students – will other follow?,  here comes the usage scenario on Google Docs. The original text is included into the iCamp handbook

Google Docs

If you are fifty years old now and you think back to your studies you certainly remember having to work with one or two of your colleagues on a common document using a piece of paper and a pen, or maybe a typewriter. If you are thirty, you probably know nothing about what a pain it can be to have to write collaboratively using only pan and paper. When you were studying, you were already using a computer with a word processor to prepare your assignments and e-mail to share the documents with other members of your group. This is still the way the most people work. One person prepares the first version of the document and sends it as an e-mail attachment to the rest of the members of the group. Next, each person who receives the document turns on the ‘track changes’ option in the word processor and starts to edit the text. Once it’s ready, he or she sends the document back to its owner. And this is the precise moment in which the problems can start. The owner of the document receives several versions of the same text. He or she has to go through all of them, read comments, accept or reject changes and consolidate everything into one single file again. This is a very time consuming process, and is one, which often has to be repeated several times before the final version of a document is arrived and can be published.

Contemporary approaches to teaching and learning that emphasise the importance of collaborative knowledge construction require tools that facilitate collective production of knowledge artefacts in real time and from different locations. In this chapter we describe how Google Docs (see Appendix A for source information) can help you and other people in your group deal with the difficulties of handling multiple versions of the same file being send back and forth between the group members until the final version of the document is produced.

Practical use in e-learning course

In a learning situation Google Docs can be used by a group of students working together on a project which involves the creation of one or more of the most common knowledge artefacts: word documents, spreadsheets, and presentations. In the Google Docs online environment a group of students can share the editing rights to several documents, which they either uploaded from the hard drives of their computers or create from scratch. All the group members can work on the same document from different locations. A history of revisions helps not only to track the changes that have been made, but also provides information about their authors and allows any of the earlier versions of the document to be reverted back to. Once a document is ready, it can be saved to a student’s local computer in a variety of different file types, published as a web page, or posted to a blog.

Usage scenario

Karolina, Sebastian and Barbara study pedagogy at the Bata University in Zlin in the Czech Republic. For one of the courses they have decided to work together on a scientific paper, which they are going to present at an upcoming conference in Prague. As Karolina has joined the ERASMUS programme this year, she is currently at the University of Leicester in the UK, taking some of her courses there. Karolina, Sebastian, and Barbara decide to use the Google Docs tool in order to both write and prepare their presentation for the conference collaboratively. Within the Google Docs environment Karolina creates a new document and grants Sebastian and Barbara with permission to edit it. Karolina does not have access to the Internet from home. Fortunately, Google Docs allows her to make changes to the document when she is offline. In order to be able to do this she only has to install a small add-on named Google Gears. When she gets to the university and connects her laptop to the Internet, the changes will be automatically applied to the online version of the document and they will become visible to Sebastian and Barbara. Once the paper is ready and reviewed by the course facilitator, Karolina, Barbara, and Sebastian start to prepare the presentation for the conference. They choose one of the Google Docs presentation templates and start editing. Finally they set up several online meetings to view and discuss the presentation together. They do this either using chat feature provided by Google Docs or a VoIP application. They invite the course facilitator to the last of these meetings. While Sebastian does the presentation, the others listen, and make comments.


In the tutorial below we describe the steps that Karolina, Sebastian and Barbara have to take in order to carry out the actions describe in the above scenario.

In the first step, Karolina logs in to Google Docs using her Google Account. Once logged in, she selects the type of the file she wants to create by clicking on ‘New’ (a) in the menu bar.  Next, she renames her new document (b). Now she has to grant Sebastian and Barbara edit rights to the document. To do this she selects the document she wants to share (c) and clicks on the ‘Share’ link in the menu bar (d).

Karolina sets Sebastian and Barbara and the course facilitator as collaborators by entering their e-mail addresses into the field in the ‘Invite people’ section  (a). She also wants her new collaborators to be informed via email that a new document has been created (b). All the new collaborators receive a secure link to the newly created file.

Now each one of the collaborators – Karolina, Sebastian, and Barbara – can work on the article. Occasionally, their facilitator will also access the document to check on their progress and give advice to the young researchers

As Karolina cannot access the Internet from home, she wants to work on the document using the offline mode. To do so, all she needs to do is install a small add-on named Google Gears. She clicks on the “Offline” link in the upper right-hand corner of the Google Docs window and installs the program

Once their paper is ready, Sebastian saves it to the hard drive of his computer as a PDF file. To do so, he chooses the ‘More Actions’ menu at the top of the window and selects ‘Save as PDF’.

The next step is to prepare a presentation for the conference. The group decides to use one of the templates made available in the Google Templates Gallery, in the Students & Teachers category. Barbara opens ‘New’ menu and clicks on the ‘From template’ link. She is automatically directed to the Gallery where she can select an appropriate template. She renames the document and grants the rest of the group and the facilitator with edit rights to the document. Preparing a presentation in a collaborative way requires several real-time meetings. Each time that the group decides to meet in a virtual environment to discuss the presentation, one of its members clicks on the ‘Start presentation’ button in the upper right-hand corner of the interface (a).

Once the presentation is ready, the group members must brush up on their presenting skills. Taking the initiative Sebastian assumes the role of a presenter (a). Karolina, Barbara and the group facilitator are his audience. Sebastian also invites some other students to join this virtual meeting by sending them its URL (b). All the participants use Skype to listen to and discuss presentation made by Sebastian. They also use the chat feature (c) to give any comments or suggestions.

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