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At Mojo, we rely on collaboration tools and productivity apps to get more washed throughout the day. We use a multifariousness of apps like Basecamp, Pivotal,Slack, andDropboxto communicate and share files, notes, and tasks. Simply what virtually collaborative document editing? Nosotros've got you lot covered with this detailed how-to.

We use Google Workspace (formerly GSuite, aka Google Apps) and one of our favorite apps is Google Docs. As part of the apps suite, Google Docs is a word processing app for teams and it allows you lot to create and manage documents online very hands.

Then why would you want to use Google Docs?

Simple:collaboration. I'm sure you've experienced the clunky, frustrating process of editing a Word document via email between one or more people. Track changes, forward the file in an email, accept changes, revise, email dorsum ... etc. Who has the most contempo version? Where is the nigh recent version? In my feel, it is the reverse of a streamlined process.

Google Docs eliminates these frustrations, and adds some actually absurd collaborative features that Word just doesn't take, similar existent-time commenting – but nosotros'll get to that in a minute.

But, we know from experience that not everyone is on board this train. Working in a Google Doc is still unfamiliar to many people.

I issue we run up against is knowing how to invite someone to edit a Google Md, and making sure that the person nosotros're asking knows how to edit it. It's happened a few times – nosotros senda Google Dr. to someone (accessed by a link) only to have them save it or paste it into a Word document and send information technology back to united states with their changes. This defeats the purpose of document collaboration, but it happens considering the recipient is but not familiar with how a Google Physician operates.

In this post, we'll talk over how to create a certificate, how to invite someone to edit a Google Doc, and all of the steps in between.

How to Create a Google Doctor

To create a document, you showtime go to your Google Drive interface. Drive is where all of your G Suite documents are stored. Once you are logged in with your Google account (either via Gmail or your Google Apps for business concern account) you can get to your apps in a few ways, just i easy manner is to find this icon at to the meridian of your screen.

Click "Drive" and yous'll see a listing of all of your current documents. If you have non created any, the screen volition have no documents.

To create a new doc, click on the "Create" button and you'll see some options:

Drive has familiar file management tools, like add together a new folder or upload an entire folder. From here, you can create a new document. You can as well create a new spreadsheet (Sheets, similar to Excel) or presentation (Slides, similar to PowerPoint), but we'll stick with a standard certificate for now.

Once you lot create a new document, yous'll run across a blank page with a standard set of give-and-take processing tools at the tiptop.

The starting time thing y'all'll want to do is name your doctor. Exercise this by clicking the words "Untitled certificate" at the top and giving it a new proper noun. Note that it automatically saves as you go.

Now you are ready to write! You can treat this merely like a regular Give-and-take document. Type and format away.

Additionally, your certificate is stored in the cloud, which means you lot don't take to worry about saving it to your figurer or losing it. It automobile-saves continuously, so all you lot need to do to get back to it is open up your web browser, go to your Google Drive, and click on information technology. Easy!

Collaboration

At present that you have created a doc, it's time to come across where Google Docs actually shines. Allow's fix up a scenario that might exist familiar to you. You are working on a document that requires feedback and input from others in your office. So you put together a report as a Word document and electronic mail it to a group of four other people with the annotation: "Please give me your changes." Each person then makes notes and changes in the doc and emails it dorsum. Now you have five different versions that you need to consolidate back into one. Ugh!

A Google Medico eliminates this headache. All you would need to do is "share" the doc with your co-workers and enquire them to brand their changes directly in the aforementioned certificate. Y'all are now working onone document equally opposed to 5 different docs.

To do this, click on the "Share" button in the upper right.

You volition run across the share screen, which presents many options. Nosotros'll go through a couple of our most frequently used share options.

1. Share With People Exterior Your Company

Go shareable link: Hither is a trick that will save you a TON of time, not to mention tears and headaches. If y'all demand to share this dr. with someone exterior of your company, who may or may not fifty-fifty accept a Google account, this is the identify to go. Click on "get shareable link."

Adjacent, you'll want to select "Anyone with the link" and below yous tin select the access level (can view, edit, etc).

Now, click Save. You've made the certificate accessible to anyone who has this particular link.

Now, copy the link and can send an email to the person or grouping you want to interact with. This characteristic comes in really handy when you know someone doesn't necessarily use Google Apps or they're unfamiliar with signing in to access a Google Doc.

2. Limited Sharing for Higher Security

The to a higher place example would permit anyone to access a document, provided they have the link. If yous desire to share a certificate with just a particular person and you want to guarantee no one else can access information technology, apply this method. Just recall, you may have trouble on the other stop if the person you're inviting doesn't have a Google business relationship attached to the electronic mail you lot're sending to.

Make sure link sharing is fix to "Off" and send to particular email addresses. You can notwithstanding control access levels here, besides equally send an invite and personal bulletin direct to the individuals. Click "Send" and they will get an email notification.

Note that if you lot start typing an electronic mail address that is already in your contacts listing, it will auto-complete with their full name, and then you tin just select them from a listing as you can come across in a higher place. Otherwise yous can only type in their unabridged electronic mail address. Carve up multiple e-mail addresses with a comma.

Likewise annotation that by default you are inviting people to edit the doctor, although you can modify access to view only. If Edit is selected, this ways that the people y'all invite will exist able to make changes. However, don't worry ... you can always undo their changes (more on that later).

Then what happens now? Well, the people you invited will now get an electronic mail with a link to the dr..

Real Time Collaboration in Google Docs

Now they can merely click on the link to go to the doc and edit it directly online. So, what does real fourth dimension collaboration in Google Docs hateful?

Here's the absurd role: they tin can make all the changes they want at the same time , and every version is tracked and saved automatically. Additionally, you lot tin can compare and scroll back to any earlier version you want. People can also add comments to the doctor equally a mode of offer feedback without actually editing it.

While people are editing the doc, you tin can see information technology in existent time. You will be able to see who is viewing it based on their icon in the upper right, and you tin can come across who is making what changes in real fourth dimension. Here you can see Amy is editing, and in the second image below Amy has left, but at present Abby is in the document. If they were all 3 in in that location at the same fourth dimension, all three icons would appear.

How to Revert and Meet Revision History

If you desire to encounter the unabridged revision history of the doc, go to the "File" menu and cull "See revision history."

And so, y'all will exist able to track every modify. You will see a list of all the different versions along with time stamps and who made the changes.

Clicking on a version will show that version of the document to you. If yous want to roll back to a previous version, you can cull to "restore" that version.

This is my favorite part about Google Docs: existent-fourth dimension collaboration and the flexibility to revert dorsum to any version of the document at any time.

As you tin see, using a Google Dr. for collaborative editing is a very efficient process. Information technology means that everyone is but editing one document; everyone always sees the latest version; and all changes and comments are tracked and saved. Additionally, information technology can exist edited from tablets and mobile devices for even more flexibility.

Salve In Different Formats

You or your fellow editors may download a re-create of the md in another format, like Give-and-take or PDF, at whatever time. Go to File and select "Download as" to consign the doc in another format.

Means to Collaborate with Google Docs

You are probably getting an idea of all of the ways you tin can utilise this tool, but I want to share a few specific employ cases from our experience. You tin share docs inside your own organisation (via Google Apps) or yous can share docs with people outside your organization, also.

Some ways to utilize this astonishing tool include:

• Gathering Feedback: Draft a memo or policy in your part that needs group feedback
• Meeting Agendas: Create your agenda and share the link in a Calendar invite for upcoming meeting
• Meeting Minutes: Have notes during a meeting and share doc with attendees
• Sales Squad Information: Share a Google Spreadsheet with your sales team and inquire them to go along it up to date with stats
• Team Content Collaboration: Kickoff with an outline, get together feedback from team, and keep evolving the piece you're writing.
• Lath or Committee Planning: Group piece of work when serving on boards and committees

The possibilities are endless. Whatever time you need to collaborate on a document with someone else, it's a practiced possibility that Google Doc is the tool you need. Another advantages include:

• Compatibility: Information technology works on Mac, PC, iPad, mobile, and with no software required
• Deject Storage: Your document is stored in the cloud, so it's accessible anywhere and won't get lost.
• Saves Time: Much more than streamlined, since there is no demand to email attachments back and forth

At SpinWeb, we notice that Google Docs is a great place to keep "in-progress" stuff. We don't treat it as a permanent abode for a medico; rather, we use it as a stream of working docs that may eventually be exported to a more than permanent home, like Dropbox. It's a great identify to collaborate and create without committing to saving a agglomeration of files on your calculator.

I hope this has given you a good primer on the advantages of collaborating with Google Docs.

Prototype Credit: dennizn/Shutterstock.com

Steph leads our client delivery squad and is obsessed with delivering quality piece of work, creating an efficiency auto, and mastering the tools and disciplines to achieve success for our heroes. At dwelling, she loves listening to true criminal offence podcasts, playing with her daughters and 2 pugs, and singing in a local rock band with her husband.

hilbertaleirt.blogspot.com

Source: https://www.mojomedialabs.com/blog/your-guide-to-collaborative-document-editing-with-google-docs

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