{"id":6742,"date":"2018-02-20T09:30:31","date_gmt":"2018-02-20T09:30:31","guid":{"rendered":"http:\/\/blogs.sussex.ac.uk\/tel\/?p=6742"},"modified":"2018-02-23T10:10:31","modified_gmt":"2018-02-23T10:10:31","slug":"g-suite-share-collaborate-documents-presentations-online","status":"publish","type":"post","link":"https:\/\/blogs.sussex.ac.uk\/tel\/2018\/02\/20\/g-suite-share-collaborate-documents-presentations-online\/","title":{"rendered":"G Suite &#8211;  to share and collaborate on documents and presentations online"},"content":{"rendered":"<div id=\"attachment_6745\" style=\"width: 560px\" class=\"wp-caption aligncenter\"><a href=\"http:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/4654534343.png\"><img aria-describedby=\"caption-attachment-6745\" loading=\"lazy\" class=\"size-large wp-image-6745\" src=\"http:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/4654534343-1024x473.png\" alt=\"\" width=\"550\" height=\"254\" srcset=\"https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/4654534343-1024x473.png 1024w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/4654534343-300x139.png 300w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/4654534343-768x355.png 768w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/4654534343-100x46.png 100w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/4654534343-150x69.png 150w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/4654534343-200x92.png 200w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/4654534343-450x208.png 450w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/4654534343-600x277.png 600w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/4654534343-900x416.png 900w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/4654534343.png 1599w\" sizes=\"(max-width: 550px) 100vw, 550px\" \/><\/a><p id=\"caption-attachment-6745\" class=\"wp-caption-text\">(Image attribution: <a href=\"https:\/\/unsplash.com\/photos\/5QgIuuBxKwM?utm_source=unsplash&amp;utm_medium=referral&amp;utm_content=creditCopyText\">Photo by Headway<\/a> on <a href=\"https:\/\/unsplash.com\/\">Unsplash<\/a>)<\/p><\/div>\n<p><span style=\"font-weight: 400\">Microsoft Office is a suite of programs that I\u2019d imagine most people have encountered, whilst it\u2019s a good suite of programs and all University of Sussex staff have access to a full licence (<\/span><a href=\"http:\/\/www.sussex.ac.uk\/its\/services\/software\/owncomputer\/office\"><span style=\"font-weight: 400\">details on the ITS website<\/span><\/a><span style=\"font-weight: 400\"> ), it is not the only option.<\/span><\/p>\n<p><span style=\"font-weight: 400\">G Suite is a collection of programs created by Google, which is free to use. If you already have a Gmail account then you will have access to G Suite, otherwise you can sign up using any existing email address. There are three main programs; Google Docs, Google Slides and Google Sheets that are alternatives to Microsoft Word, Powerpoint and Excel respectively. <\/span><!--more--><\/p>\n<p><span style=\"font-weight: 400\">There are a number of secondary apps such as Google Calendar, Gmail, Google Hangouts and Google Forms but for this post we\u2019ll be focusing only on two of the most used programs, Google Docs and Google Slides.<\/span><\/p>\n<p><iframe loading=\"lazy\" title=\"Introducing G Suite (:60)\" width=\"550\" height=\"309\" src=\"https:\/\/www.youtube.com\/embed\/EZmXEFGFeNA?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe><\/p>\n<h3><b>Google Docs<\/b><\/h3>\n<p><span style=\"font-weight: 400\">Google Docs works like a more streamlined version of Word. Both have the same basic functionality for writing a text document, although Word has more advanced user tools and options such as watermarking, multi-column layout and advanced formatting. Google Docs provides an easier and simpler user experience as there are fewer options to pick from and a less cluttered interface. <\/span><\/p>\n<div id=\"attachment_6746\" style=\"width: 560px\" class=\"wp-caption aligncenter\"><a href=\"http:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/pasted-image-0.png\"><img aria-describedby=\"caption-attachment-6746\" loading=\"lazy\" class=\"wp-image-6746 size-large\" src=\"http:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/pasted-image-0-1024x536.png\" alt=\"\" width=\"550\" height=\"288\" srcset=\"https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/pasted-image-0-1024x536.png 1024w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/pasted-image-0-300x157.png 300w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/pasted-image-0-768x402.png 768w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/pasted-image-0-100x52.png 100w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/pasted-image-0-150x79.png 150w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/pasted-image-0-200x105.png 200w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/pasted-image-0-450x236.png 450w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/pasted-image-0-600x314.png 600w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/pasted-image-0-900x471.png 900w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/pasted-image-0.png 1600w\" sizes=\"(max-width: 550px) 100vw, 550px\" \/><\/a><p id=\"caption-attachment-6746\" class=\"wp-caption-text\">A Google Doc<\/p><\/div>\n<h3><b>Google Slides<\/b><\/h3>\n<p><span style=\"font-weight: 400\">Google Slides enables you to create presentations that are informative and visually interesting due to its up to date styles and templates which look both modern and fresh. The navigational structure is very similar to Powerpoint but with a more minimalist approach. It also includes features such as a Q&amp;A for presenters to answer questions from the audience and the ability to easily search for Youtube videos and then directly embed them in your presentations.<\/span><\/p>\n<div id=\"attachment_6747\" style=\"width: 560px\" class=\"wp-caption aligncenter\"><a href=\"http:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-20180219.png\"><img aria-describedby=\"caption-attachment-6747\" loading=\"lazy\" class=\"size-large wp-image-6747\" src=\"http:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-20180219-1024x540.png\" alt=\"\" width=\"550\" height=\"290\" srcset=\"https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-20180219-1024x540.png 1024w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-20180219-300x158.png 300w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-20180219-768x405.png 768w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-20180219-100x53.png 100w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-20180219-150x79.png 150w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-20180219-200x106.png 200w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-20180219-450x237.png 450w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-20180219-600x317.png 600w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-20180219-900x475.png 900w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-20180219.png 1600w\" sizes=\"(max-width: 550px) 100vw, 550px\" \/><\/a><p id=\"caption-attachment-6747\" class=\"wp-caption-text\">A Google Slides Presentation<\/p><\/div>\n<h3><b>The cloud<\/b><\/h3>\n<p><span style=\"font-weight: 400\">G Suite and OneDrive are cloud-based so can be accessed from \u00a0any computer, tablet or mobile device. Rather than relying on a USB stick you can access all your Google Suite documents and presentations from any computer in any classroom as long as it\u2019s connected to the internet.<\/span><\/p>\n<p><span style=\"font-weight: 400\">This also means all your documents are securely backed up in the case of a device failing to work or being lost. G Suite documents also automatically save themselves as you work meaning there&#8217;s no worries about a program crashing or forgetting to save a document. \u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">You\u2019ll be given 10GB of free cloud storage with your Google account in a file storage system called Google Drive, which is where all G Suite documents are stored and accessed. Its useful to note that G Suite documents don\u2019t count against this limit so you can keep creating as many new files as you\u2019d like. <\/span><\/p>\n<p><span style=\"font-weight: 400\">Of course there are some downsides and limitations, the most notable being that as G Suite is online, it needs an internet connection to work properly. \u00a0If you go offline you can still access G suite documents but they won\u2019t auto save and will have limited functionality until you re-connect to the internet. <\/span><\/p>\n<p><span style=\"font-weight: 400\">Whichever cloud-based tools and storage you are thinking of using, the ITS website offers some good <\/span><a href=\"http:\/\/www.sussex.ac.uk\/its\/help\/faq?faqid=2550\"><span style=\"font-weight: 400\">advice on file storage<\/span><\/a><span style=\"font-weight: 400\"> and the Library has advice on <\/span><a href=\"http:\/\/www.sussex.ac.uk\/library\/researchdatamanagement\/\"><span style=\"font-weight: 400\">Research Data Management<\/span><\/a><span style=\"font-weight: 400\">.<\/span><\/p>\n<h3><b>Sharing and Collaboration<\/b><\/h3>\n<p><span style=\"font-weight: 400\">It is very easy to share your G suite documents with others, all you need is their email address and you can give anyone access to view the live version of your document from their web browser. This means they\u2019ll automatically be able to see any changes you make to your document as you make them in real time rather then having to send files back and forth over email. So if you are sharing resources with students you can update the central document and it will update for all your students.<\/span><\/p>\n<p><span style=\"font-weight: 400\">You can also work collaboratively with other users on G suite documents in real time allowing them access to write and edit your document together or allowing them to add comments and suggested changes to a document. This can also enable you to create collaborative lecture or seminar notes with your students.<\/span><\/p>\n<div id=\"attachment_6748\" style=\"width: 560px\" class=\"wp-caption aligncenter\"><a href=\"http:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-2018021944.png\"><img aria-describedby=\"caption-attachment-6748\" loading=\"lazy\" class=\"size-large wp-image-6748\" src=\"http:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-2018021944-1024x394.png\" alt=\"\" width=\"550\" height=\"212\" srcset=\"https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-2018021944-1024x394.png 1024w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-2018021944-300x115.png 300w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-2018021944-768x295.png 768w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-2018021944-100x38.png 100w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-2018021944-150x58.png 150w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-2018021944-200x77.png 200w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-2018021944-450x173.png 450w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-2018021944-600x231.png 600w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-2018021944-900x346.png 900w, https:\/\/blogs.sussex.ac.uk\/tel\/files\/2018\/02\/media-2018021944.png 1035w\" sizes=\"(max-width: 550px) 100vw, 550px\" \/><\/a><p id=\"caption-attachment-6748\" class=\"wp-caption-text\">A Google Doc being collaboratively worked on.<\/p><\/div>\n<p><span style=\"font-weight: 400\">Any edits take effect immediately, and past versions of documents are automatically saved in case you need to revert back to an older version. This prevents version control issues. <\/span><\/p>\n<p><span style=\"font-weight: 400\">There is also a sidebar chat for each document which allows those with access to chat and discuss edits and changes to the document. This can be great for students working in groups on projects to communicate as they collaboratively complete work. <\/span><\/p>\n<h3><b>More useful features.<\/b><\/h3>\n<p><span style=\"font-weight: 400\">G Suite documents are compatible with Microsoft Office documents and vice-versa, this means if a colleague sends you a Microsoft Word document you\u2019d be able to open it in Google Docs, view and edit it and then send it back to them as a Microsoft Word document. This also means all your current Microsoft files and documents can be used with Google Docs. A recent update has also allowed you to add comments to Microsoft Word files in the same manner you would add them to a Google Doc <\/span><\/p>\n<p><span style=\"font-weight: 400\">Google Docs also has an Explore feature that reads your document\u2019s content and then offers information and images about related topics from around the web.\u00a0\u00a0<\/span><span style=\"font-weight: 400\">The explore feature can also be used within Google Slides where it helps provide a range of layouts and styles based on the content of your presentation, allowing you to quickly create a visually engaging presentation.<\/span><\/p>\n<p><span style=\"font-weight: 400\">Just like Office 365, G Suite and Google Drive will also be able to integrate with our new <\/span><a href=\"http:\/\/www.sussex.ac.uk\/tel\/learningtechnologies\/canvas\/\"><span style=\"font-weight: 400\">Canvas VLE<\/span><\/a><span style=\"font-weight: 400\">, this will enable academics to link or embed content from their Google Drive into their courses and allow students to share, view and contribute to Canvas Collaborations using Google Docs, Sheets and Slides.<\/span><\/p>\n<h3><b>Potential ideas for teaching<\/b><\/h3>\n<ul>\n<li><span style=\"font-weight: 400\">Share on-the-fly feedback on students\u2019 work using the comments and suggestions features in Google Docs or encourage students to provide peer feedback on each others\u2019 work using the same features.<\/span><\/li>\n<li><span style=\"font-weight: 400\">Share a Google Doc of a text, such as an example essay, and ask students to add comments and suggestions. <\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Set up a shared Google Doc for collaborative note taking.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Share the web address of your slides with students during class to allow them to make a copy, add their own notes, and go through them at their own pace.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">For more ideas or help with using G Suite in your teaching please contact Technology Enhanced Learning at <a href=\"mailto:tel@sussex.ac.uk\">tel@sussex.ac.uk<\/a>\u00a0<\/span><\/p>\n<h3><b>Further Resources<\/b><\/h3>\n<p><span style=\"font-weight: 400\">To get started with Google Docs simply visit <\/span><a href=\"https:\/\/www.google.co.uk\/docs\/about\/\"><span style=\"font-weight: 400\">https:\/\/www.google.co.uk\/docs\/about\/<\/span><\/a><span style=\"font-weight: 400\"> and sign up. <\/span><\/p>\n<p><span style=\"font-weight: 400\">Google has created a whole website full of <\/span><a href=\"https:\/\/gsuite.google.com\/learning-center\/\"><span style=\"font-weight: 400\">helpful guides to getting started using G Suite<\/span><\/a><span style=\"font-weight: 400\">. <\/span><\/p>\n<p><span style=\"font-weight: 400\">The Department of Education here at the University of Sussex successfully used G Suite for Education (a similar version of G Suite but with more features suited towards classroom organisation) \u00a0with a cohort of PGCE students. To read more about this please see \u2018<\/span><a href=\"http:\/\/www.sussex.ac.uk\/broadcast\/read\/38102\"><span style=\"font-weight: 400\">Sussex students to work with Google for Education<\/span><\/a><span style=\"font-weight: 400\">\u2019.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Microsoft Office is a suite of programs that I\u2019d imagine most people have encountered, whilst it\u2019s a good suite of programs and all University of Sussex staff have access to a full licence (details on the ITS website ), it<span class=\"ellipsis\">&hellip;<\/span><\/p>\n<div class=\"read-more\"><a href=\"https:\/\/blogs.sussex.ac.uk\/tel\/2018\/02\/20\/g-suite-share-collaborate-documents-presentations-online\/\">Read more &#8250;<\/a><\/div>\n<p><!-- end of .read-more --><\/p>\n","protected":false},"author":229,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[4924],"tags":[4901,4888,98304,161],"jetpack_featured_media_url":"","_links":{"self":[{"href":"https:\/\/blogs.sussex.ac.uk\/tel\/wp-json\/wp\/v2\/posts\/6742"}],"collection":[{"href":"https:\/\/blogs.sussex.ac.uk\/tel\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.sussex.ac.uk\/tel\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.sussex.ac.uk\/tel\/wp-json\/wp\/v2\/users\/229"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.sussex.ac.uk\/tel\/wp-json\/wp\/v2\/comments?post=6742"}],"version-history":[{"count":3,"href":"https:\/\/blogs.sussex.ac.uk\/tel\/wp-json\/wp\/v2\/posts\/6742\/revisions"}],"predecessor-version":[{"id":6754,"href":"https:\/\/blogs.sussex.ac.uk\/tel\/wp-json\/wp\/v2\/posts\/6742\/revisions\/6754"}],"wp:attachment":[{"href":"https:\/\/blogs.sussex.ac.uk\/tel\/wp-json\/wp\/v2\/media?parent=6742"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.sussex.ac.uk\/tel\/wp-json\/wp\/v2\/categories?post=6742"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.sussex.ac.uk\/tel\/wp-json\/wp\/v2\/tags?post=6742"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}