Google Calendar

GOOGLE CALENDAR AND

GOOGLE DOCS
A step by step guide to use Google calendar and Google Docs

OCTOBER 11, 2019

AIT EXTENSION, ASIAN INSTITUTE OF TECHNOLOGY
P.O. Box, Klong Luang, Pathumthani 12120, Thailand.

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 Google Calendar and Google Docs

Table of Content

Table of Content .......................................................................................................... 1

Logging on .................................................................................................................. 2

Setting Up Google Calendar for the first time ........................................................ 4

Calendar Settings ....................................................................................................... 5

Type of Views ............................................................................................................. 6

Knowing the Calendar Workspace .......................................................................... 7

Managing Single Event on the Calendar ................................................................. 8

Managing Multiple-days Event on the Calendar .................................................. 10

Managing Repeat Event on the Calendar .............................................................. 11

Managing Task on the Calendar ............................................................................ 14

Adding Public Calendars......................................................................................... 15

Sharing Calendars.................................................................................................... 17

Request Contacts to Share Their Calendars ......................................................... 19

Managing Keep Notes .............................................................................................. 19

Final Exercise ........................................................................................................... 21

Google Docs Logging on .......................................................................................... 23

Google Drive: Start Screen...................................................................................... 25

Modifying Document ............................................................................................... 30

Reviewing Document Changes ................................................................................ 30

Managing Documents in Folders ............................................................................ 32

Collaboration ............................................................................................................ 33

Revert the Old Version of A Google Document .................................................... 35

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Logging on
Find and double click browser icon on the desktop. It can be any browser, such as Internet
Explorer, Google Chrome, Mozilla Firefox, Safari or other browser.
Type in the address bar: http://www.gmail.com
► Note:
You have to have Google account before you can access any Google Apps.

The Google Gmail screen appears. Enter your user name and password to login.

► Note:
Stay signed in
There is facility in Gmail to remember your username and password in particular
computer. If you tick the check box () then the next time you visit
http://www.gmail.com, the browser will automatically logged you in and open your mail
box.

Once the user name and password are verified, the screen will show the Gmail main page with list
of e-mails you received.

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To access the Google Calendar, click on the Apps button ( ), then on the pop up window, click
on Calendar.

The Google Calendar application is shown in separate tab.

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Setting Up Google Calendar for the first time

► Note:
You can do setting in another way (will be covered in the next section), if you cannot see
this pop-up window

If you are accessing your Calendar for the first time, you will be presented with a welcome message
similar to the following screenshot:

Click “Got It” button at the bottom shown in red color box in the above picture. You will then see
the “Calendar” page according to the following picture.

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Calendar Settings

You can also change the setting of the calendar by clicking the setting button ( ) and
choose setting on the pop up window:

In the setting page, please ensure that the language is English (US), Country is Thailand, the time
format is 13:00. The rest you can customize based on your preference.

Once you finish changing the setting, go back to the Calendar page. Every time you make any
changes to the settings, it will be automatically saved and a message similar to
will appear at the bottom of the screen.
► Note:
To go back to the calendar, click the arrow on the top left corner.

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Type of Views
There are six different views to display the calendar: Day, Week, Month, Year, Schedule and 4 Days.
You can switch the view by clicking on each of them to see the different views.

► Note:
For this training purpose, we might need to switch from one view to another. Unless it is
specified, we will work on week view.

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Knowing the Calendar Workspace

There are some parts of the workspace that we need to explore:

Main menu button: Clicking this button will help you

hide the left pane and display the left pane. The picture
shown on the right hand side is known as the left pane.

Calendar: showing the current month, and if there is

any tasks or activities on particular date, the date will
be displayed in bold.

Add a friend’s calendar: This helps us to send a request

to a friend to add their calendar. Using the “+” sign on
the right side helps us to create a new calendar, browse
calendars of interests, from a URL and also through
importing.

My Calendars: Shows main calendar (usually the name

of the calendar is the same as the google account name)
and other calendar created/added under this account.

Other calendars: will display list of calendars we are

subscribed in, including other’s shared calendar.

Terms – Privacy: This will lead you to a new page

where the terms of using google calendar is described.

► Note:
By default, there will be one primary calendar (the name of the calendar is the same with
the account number) and another calendar for keeping tasks created.
We can add as many calendars, but only one tasks calendar can be created in one account.
We can show or hide the calendar by clicking the square on the left side of the calendar’s
name. If the square on the left side of the calendar’s name is empty, then the information
on that particular calendar will not be displayed, and vice versa.

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Managing Single Event on the Calendar

» Adding single event

► Case:
You need to enter one event called “Meeting with Advertisement Agency” scheduled on
12 November from 10:00 to 11:00.

To add single event on 12 November 2019,

first navigate the workspace so it will
display the Mon 11/12 day on the main
window (this is valid when you are in the
week view). Click at the cell where row
10am and day Monday 11/12 met, to open
the create / edit event pop-up window.
Make sure that the date and time is correct
by checking the information on the blue
color text box or the time option below the
box.
Enter Meeting with Advertisement Agency
in Add title: text box, then click on Save button. There will be notification displayed on bottom of
the screen saying that the event is saved.

► Note:
By default, the activity will have one-hour duration. To change the duration, you can
click on the event to Edit event.

» Modifying single event

► Case:
The client said they want to re-schedule the meeting to Wednesday, 13 November 2019,
from 15:00 to 17:00.

To modify the existing event, double click on the event name on the event we are going to modify
(Meeting with the Advertisement Agency). It will show the event setting page where you can modify
the event.

► Note:
When you click the event name, it will show the details of the meetings. At the top of the
dialogue box, it will show you the options to delete the event, mail the event to guests,
other options such as print, duplicate, publish the event, change the owner and close the
dialogue box. It will also display the time of the meeting, when will be the notification
sent and the name of the calendar.

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Double click the event name on the Calendar or click the button to on the pop up window
to view the edit page of the event.

In this page, change the date to the new one (13 November), starting time (15:00) and ending time
(17:00).
Give more information regarding this event: enter Meeting room 201 at Add location text box, and
give any information on Add description text box. You can change the color for the event to
differentiate it with other events. Click Save button.

» Deleting single event

► Case:
The meeting was cancelled.

To delete the existing event, you can do either of these two ways:
1 Click on the event on the Calendar. It will show the pop up with the detailed information of that
particular activity. Click on Delete event to delete this event.
or
2 Double click on the event name, it will bring you to the event setting page, and on this page, click
on “More actions” and then click “Delete” button from the drop down list.

► Task:
Try to create two or three events in your calendar. You can decide the name and duration
of your events.

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Managing Multiple-days Event on the Calendar

► Note:
Managing multiple days Event is similar to managing the single day event discussed
above. Only the difference is the placement of the event, instead of placing the event in
the cell of calendar workspace, it will be placed on top of the calendar workspace.

» Adding multiple-days event

► Case:
You plan to attend two days seminar on Marketing Strategies, 26-27 November 2019.
You need to put this information on your calendar.

To add multiple-days event on 26 - 27 November 2019, first navigate the workspace so it will
display the Mon 11/26 day on the main window. Click at any cell on that column (Mon 11/26), to
open event pop-up window.
Skip entering the information on this pop-up window and click on the More options. In the Event
setting page, enter Seminar on Marketing Strategies 2019 in the Add title event text box; click the
check box “All day” at the bottom of the title; then set the from date and end date to confirm with
the date of seminar. You can enter additional information for this event, and click save.
The event will be shown in the main space, right below the date.

► Task:
Try to create another multiple-days event in your calendar named Company Retreat, from
11-12 December 2019. The venue will be in Holiday Inn Pattaya.

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» Modifying multiple-days event

► Case:
The seminar is postponed for one day. You need to adjust this change in your calendar.

► Task:
Try to modify the multiple-days event called Seminar on Marketing Strategies 2019 and
adjust the schedule to the new one.

» Deleting multiple-days event

► Case:
You decided for not joining the Seminar on Marketing Strategies 2019. In this case, you
need to delete this event in your calendar.

► Task:
Try to delete the multiple-days event called Seminar on Marketing Strategies 2019.

Managing Repeat Event on the Calendar

► Note:
Repeating event can be seen as one single event, with the specific time boundaries, but
repeated regularly. It can be repeated for particular time duration.

» Adding repeat event

► Case:
You plan to have regular, weekly, one-hour meeting called Weekly Management Meeting
every Monday from 09:00. The venue will be at Meeting room 212. The meeting will be
starting from next month for the next two months.

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To add repeat event first navigate the workspace so it will

display the Mon 4 November (Why?) day on the main
window. Click at cell on column (Mon 11/4) row 9am, to
open the create / edit event pop-up window.
Click on More options » to open event setting page. In this
setting page, enter Weekly Management Meeting for the
title of the event, Meeting room 212 in the location.
Since we need to make this event repeated weekly, then
click on the “Does not repeat” and select the “Custom”
from the drop-down list to open the “Custom recurrence”
pop up window.

In this pop up window, make sure that 1 and Week is selected in Repeat every boxes. Change the
day from S (Sunday) to M (Monday), and for Ends, choose “On” then select 31 December for the
end of the duration. Click Done button.
Add more information as you wish, then click Save.
To see whether the repeated events are properly set, click on Month view. The series of events will
be shown similar to the screen shot below:

» Modify whole series of repeat event

► Case:
You need to adjust the repeated event you just created. Instead of having it for one hour,
the members prefer to have it on 30 minutes only.

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To modify the repeat events, first click on any repeated events (not necessarily to click on the first
event of the series). In the event setting page, change the duration, then click on save.
The Edit recurring event pop up window appear, and it gave you three option:
This event The changes will be applied only in this selected event
only. The rest of the events will be remaining the same
This and following The changes will be applied from the selected event and
events all the following
All events All events (including past events) will be changed.

For our exercise, please select All events.

» Modify one particular event in the repeat event

► Case:
On 09 December, since there will be a big event on that day, the meeting needs to be
shifted to Tuesday, 10 December 2019.

To modify one particular event in the repeat events, first click on the event name of that particular
event we need to modify. In the event setting page, change the date then click on save.
In the pop-up window, click on This event radio button to apply the changes only on this particular
event.

» Deleting one particular event in the repeat event

► Case:
Due to the holiday, there will be no meeting on 25 November 2019. To reflect this in the
calendar, we need to delete the event on that particular date.

To delete one particular event in the repeat events, first click on the event name of that particular
event we need to delete (on 25 November 2019). In the pop up window, click Delete. In the Delete
recurring event, select This event radio button and click Ok.

» Deleting whole events in the repeat event

► Case:
The management decided to cancel this weekly meeting.

To delete whole events in the repeat events, first click on the event name of any repeated event we
need to delete. In the pop up window, click Delete. In the Delete recurring event, select All events
radio button and click ok.

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Managing Task on the Calendar

► Note:
Task is different from event since task doesn’t have any time boundaries. We have to
define only in which date we would like to create this task.

» Adding task
► Case:
On Sunday, 24 November, you are planning to do two activities: washing car and
gardening. To ensure you will not forget to do these two activities, you need to add this in
the task calendar.

To add task, please ensure that the task panel is open in the right side of your workspace.

► Note:
If you cannot see this panel, click on the button on the right side of the calendar.

If you are using the Task list for the first time, you may need to click “Get Started”. Once you see
the task pane as shown similar to the above picture, under My Tasks, click “Add a task” and type
Gardening in the below text box and press Enter from the keyboard. Then click on the button
on the left side, to open the dialog box. Click “Add date” to add the date (24 November 2018) and
you can add more information in the notes text box. Once you finish, click on <- to go back to the
list.
To add Wash the car task, click “Add a task” and follow the previous step to add this task.
If you wish to add subtasks, you can add through “Add subtasks” button.

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» Mark task as completed

► Case:
You finished washing the car, and you want to mark your task as completed in the list.

To mark the task as completed task, click on the check box on the left side of the task name. Once
you click it complete it will go under the “Completed” task list. To bring it back you need to go to
the “Completed” task list and click the tick mark on the right side again to mark as incomplete.

» Deleting task
► Case:
You cancel the gardening activity, and you would like to delete this from your task
calendar.

To delete one task, first click the button on the right side of the name of the task, then click on
delete button ( ) on the top part of task panel.

Adding Public Calendars

► Note:
You can add calendars available, such as the holiday calendar, to be included in your
calendar.

» Adding Calendars
► Case:
You want to add two calendars in your calendar system: Holidays in Thailand and
Holidays in Pakistan

To add calendars, click on the ‘+’ button on the

right side of “Add a friend’s calendar” to open the
drop down menu. From this menu, select Browse
calendars of interest to open list of calendars
available.
From the list, click Regional holidays, choose
Holidays in Pakistan, click the preview to see the
calendar. Click close to close the preview window then click the check box on the right side to adopt
this calendar to your calendar.

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Do the same for the Holidays in Thailand calendar.

Once you finish adding these two calendars, go back to

your calendar by clicking the and check whether

these two calendars are listed in your Other calendars
section.

► Note:

You can assign different color for each calendar. To do this, click on the button ( ) on
the right side of the calendar, then in the drop down menu, click your preferred color.

» Removing Calendars
► Case:
You want to remove calendar(s) in your calendar system.

To remove calendars, click on the ‘+’ button on the

right side of “Add a friend’s calendar” to open the
drop down menu. From this menu, select Browse
calendars of interest to open list of calendars
available.
From the list, find the calendar you are subscribe
on. To remove it from your list, uncheck the check
box on the right side. Go back and the calendar will
be not in the list.

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Sharing Calendars

► Note:
You can share your calendar to others to view, or, you can also request others to share
their calendar to you.

» Share Your Calendar

► Case:
You want to share your calendar to others.

To share calendar to others, click on the button on the right side of your calendar you are going
to share, then on the drop down menu, choose Settings and Sharing. It will show the calendar
settings page.

From the left hand side menu choose Share with specific people, and then click Add People from
the right hand side pane. Once you clicked, a pop up box will appear where you need to enter the
email or name of the people and need to set the permission level. In the Permission Setting, you can
choose one out of four option available:
See only free/busy (hide Your contact will be able to only see your schedule where
details) you have marked as free or busy.
See all event details Your contact will be able to see all the events entered in
your calendar but cannot modify it.
Make changes to events Your contact will be able to see all the events entered in
your calendar and modify it.
Make changes and Your contact will be able to see, make changes and even
manage sharing manage your calendar sharing.

Choose See all event details, then click on Done/Ok button. Check with your contact whether they
can see your calendar. The calendar should be displayed under Other Calendars panel on the left
side of the workspace.

» Change the Sharing Permission

► Case:
You want to change the permission of your shared calendar

To change the setting of your shared calendar, click on the button on the right side of your
calendar you are going to share, then on the drop down menu, chose Settings and sharing. It will
show the calendar settings page.

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In the Permission Settings, on that particular contact, you can change the permission, then go back
to the calendar.

» Remove the Sharing

► Case:
You want to remove your sharing

To remove the sharing, click on the button on the right side of your calendar you are going to
share, then on the drop down menu, chose Settings and sharing. It will show the calendar settings
page.

In this page, click on the ‘X’ icon for the contact whom you want to stop viewing your calendar.

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Request Contacts to Share Their Calendars

► Note:
You can share your calendar to others to view, or, you can also request others to share
their calendar to you.

» Share Your Calendar

► Case:
You want to see your contact’s calendar.

To be able to see other’s calendar, you have to send

request to your contact by email. To do it so, click
on the text box on the right side of Add a friends
calendars and type the email address of your
friend. Another pop up window will appear and
click Request access. An e-mail will be generated
and sent to your contact. Once your contact
approve, you will be able to see your contact’s
calendar.

Managing Keep Notes

Click the on the right side and you will see the
Keep Notes pane on the right side as shown in the
following picture. Click the Take a note… to take
note. A dialogue box similar to the picture shown on
the right side will appear. Using this dialogue box,
the note can be archived, deleted and completed.
Later on the saved notes can be pinned, it can also be “opened in keep” and add further features,
such as collaborator, pictures,

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Final Exercise
1. Login to your designated email address. Example, aws0X.ite@gmail.com. ‘X’ represents the number
provided in your login email details.
2. Add the following single events in your calendar
a. Meeting with Advertising Company on 21 November at board room during 10:00 to 11:00 am.
b. Meeting with Marketing Department on 28 November at Room#212 during 2 to 3 pm.
c. Meeting with Finance Department on 04 December at board room during 2:30 to 3:30 pm.
3. Meeting with Marketing Department on 26 November shifted to 26 November during 11:30 am to 12:00
pm. Please change the date and time of the meeting to reflect on your calendar.
4. You will be attending a workshop on “Human Resource and Performance Management” during 6 – 8
November 2019 at Sindh Project Office, room number AB2157. Please add this multiple day event to reflect
the event on your Calendar.
5. The organizer informed you that the event is rescheduled during 7 – 9 November 2019 instead of 6 – 8
November 2019. Please change the dates of the event accordingly to reflect the correct dates of the event
on your calendar.
6. You have been suggested by your management to attend a weekly meeting starting from December 2018
to January 2020 on “Weekly Management Meeting”. The meeting will be held every Monday from 9:00 to
10:00 am. The venue of the meeting will be Board Room.
7. The management realized that the weekly meeting for 1 hour is to long. The management has decided
to change the duration of the meeting to 30 minutes instead of 1 hours. Please change all the duration of
the “Weekly Management Meeting” from 9:00 to 9:30 am.
7. The management just realized that Monday, 06 January 2020 is a government holiday (assume). The
weekly management meeting for this week only will be shifted 07 January 2020. Please change the weekly
management meeting for this week only to 07 January 2020 to reflect the change dates on your calendar.
8. Due to unavoidable circumstances the weekly management meeting on 13 January 2020 has been
cancelled. Please remove the weekly management meeting on 13 January 2020 to reflect that there is no
weekly management meeting.
9. Please add “Muslim Holidays”, “Holidays in Pakistan” and as a big fan of Cricket add the calendar for
Pakistan under International Cricket Council – ICC.
10. Please change the “Pakistan” Calendar color to “Basil”, change “Holidays in Pakistan” calendar to
“Mango” and “Muslim Holidays” to “Tomato”.
11. Please share your calendar with the groups seating in front and behind your group. Please give them
the permission to “See all event details”.
12. Please add an event on “Meeting with the Office Management Skills Group 0X”, ‘X’ represents your
group number. The meeting will be held on 9th January 2020 at Room#225. The discussion of the meeting
will be “Planning on preparing the report and Individual Action Plan for the course on Office Management
Skills held at AIT Extension during 07 to 011 October 2019”. The meeting duration will be 1 and half hour
from 9:30 to 11:00 am. Please invite the groups to your event seating in front and behind your group.
13. Please check if you have received invitation from your colleagues. Please accept and/reject the
invitation received. Please see if your colleague has received notification once you accept or reject the
invitation.
14. Please check if your colleagues have received invitation from you. Find out if your colleague accepted
or rejected your invitation.

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15. Change the date of the meeting mentioned on 9th January 2019 to 10th January 2019. Please check if
the attendees have received email regarding the changes.

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Google Docs Logging on

Find and double click browser icon on the desktop. It can be any browser, such as Internet
Explorer, Google Chrome, Mozilla Firefox, Safari or other browser.
Type in the address bar: http://www.gmail.com
► Note:
You have to have Google account before you can access any Google Apps.

The Google Gmail screen appears. Enter your user name and password to login.

► Note:
Stay signed in
There is facility in Gmail to remember your username and password in particular
computer. If you tick the check box () then the next time you visit
http://www.gmail.com, the browser will automatically logged you in and open your mail
box.

Once the user name and password are verified, the screen will show the Gmail main page with list
of e-mails you received.

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To access the Google Drive, click on the Apps button ( ), then on the pop up window, click on
Drive.

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The Google Drive Start Screen is shown in separate tab, as shown in the next page:

Google Drive: Start Screen

There are many bits and pieces, but here are the ones you really need to pay attention to:

This is where most of the action in Drive takes place.

The button is similar to the “New” menu option in
many desktop software applications to create a new
file. Click on New will display options for creating the
New button
following types of files and folders:
• Documents
• Presentations
• Spreadsheets
• Forms
• Drawings
• Maps
• Folders

This displays the folders in your Drive account on the

left side of the browser screen. Click the small
triangle next to My Drive to expand or collapse the
list.

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This displays the list of computers synchronized with

this account. Click the small triangle next to
Computers to expand or collapse the list.

This displays the files shared with the account. The

attachments sent through email are also listed on the
right-hand side of the screen.

This displays the list of files recently accessed using

this account. The files are displayed on the right-hand
side of the screen.

This displays the list of files marked as starred using

this account. The files are displayed on the right-hand
side of the screen.

This displays the files in the trash. Similar to google

accounts, the deleted files will remain in the trash for
30 days. After 30 days the files in the trash will be
deleted. You can click the Empty thrash to
permanently delete the files to free up spaces.

This displays if there is any back up created.

This displays the total storage of the account. Google

drive storage includes the emails, associated
attachments and any files and folders uploaded. The
total storage is 15 GB. You can upgrade the storage
by buying storage space from google.

Your files and folders in Google

Drive

The list takes up the central area of the browser

window. Click a folder to see the files it contains.

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Search field

The search field is located at the top of the browser

window. It lets you search the contents of every file
in your Google Drive repository. Using the above
search area you can choose the type of documents
stored in your drive.

Using the above screen you can do advanced search

by selecting the appropriate fields.

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Profile associated with the account

To log out of Google Drive, click on the drop-down

menu to the right of your profile photo, and press the
Sign Out button.

. Creating Document

To create document, click the New button ( ) on the left side

of the screen to open the dropdown menu. Choose
Google Docs ->Blank Document
to create a new document. A new document page is created in separate
tab.

► Note:
For this exercise, we will try to create one document about Universal Declaration of
Human Rights.

Please type this document in the document, using Arial, 11pts font for the whole document except
the header (14pts, bold). The “Preamble” should be bold, too.

Universal Declaration of Human Rights

Preamble
Whereas recognition of the inherent dignity and of the equal and inalienable rights of all members
of the human family is the foundation of freedom, justice and peace in the world,

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Whereas disregard and contempt for human rights have resulted in barbarous acts which have
outraged the conscience of mankind, and the advent of a world in which human beings shall enjoy
freedom of speech and belief and freedom from fear and want has been proclaimed as the highest
aspiration of the common people,

Whereas it is essential, if man is not to be compelled to have recourse, as a last resort, to rebellion
against tyranny and oppression, that human rights should be protected by the rule of law,

Whereas it is essential to promote the development of friendly relations between nations,

Whereas the peoples of the United Nations have in the Charter reaffirmed their faith in fundamental
human rights, in the dignity and worth of the human person and in the equal rights of men and
women and have determined to promote social progress and better standards of life in larger
freedom,

Whereas Member States have pledged themselves to achieve, in co-operation with the United
Nations, the promotion of universal respect for and observance of human rights and fundamental
freedoms,

Whereas a common understanding of these rights and freedoms is of the greatest importance for the
full realization of this pledge,

Now, Therefore THE GENERAL ASSEMBLY proclaims THIS UNIVERSAL DECLARATION

OF HUMAN RIGHTS as a common standard of achievement for all peoples and all nations, to the
end that every individual and every organ of society, keeping this Declaration constantly in mind,
shall strive by teaching and education to promote respect for these rights and freedoms and by
progressive measures, national and international, to secure their universal and effective recognition
and observance, both among the peoples of Member States themselves and among the peoples of
territories under their jurisdiction.

► Note:
You can find the text file of this document (Universal Declaration of Human Rights.txt
attached in your e-mail). Highlight the preamble part of the text and copy it (ctrl+c), then
switch to Google Document, click right mouse, and on the context sensitive drop down
menu, choose paste.

After finish entering the text into the Google Document and format it as required, click on Untitled
document text at the top left corner of the browser. Type the name of this document as Universal
Declaration of Human Rights <xx>, with <xx> is your group number. Then click enter. The screen
will be similar to this:

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Click on the x sign on the browser’s tab to close this Google Document. The document we just
created is listed in the Google Drive main page.

Modifying Document
In the Google Document Start Screen, right click on the name of the document (Universal
Declaration of Human Rights) and then click Open with -> Google Docs to open the document in a
new tab. Or you can double click the document name to open the document in a new tab.

Reviewing Document Changes

You can trace the changes of one document (date of created, modified) by clicking on the View

Details button ( ). Please right click on the name of the document and choose the “View
Details” from the list. It will display the Display and Activity Panel at the right side of the screen.
The Details panel will show the detailed information of one particular document, while the Activity
will show the modification history of the document.

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Details Panels Activity Panel

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Managing Documents in Folders

If you have lots of documents, it would be better if you
organized these documents in different folders. To create
folder, click on “New” button, then from the drop down
list, click on Folder. Then in the New Folder pop up
window, specify the name of the folder. For our exercise,
give name Office for the new folder we are just creating.
Click on Create button.

The Office folder is created and listed in the workspace.

To move existing document in the folder, right click the document(s). The pop up window similar
to the following will appear and you can specify to which folder in your Google Drive you want to
move the selected document to, then click “Move” button.
For our exercise, move the Universal Declaration of Human Rights <xx> to Office folder.

To check whether you move the document properly, click on the Office folder. The screen will be
similar to this screenshot:

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The Office subfolder will be displayed on top, showing that

currently you are exploring its content. And currently the
Universal Declaration of Human Rights <xx> document is
listed under this subfolder.

► Task:
Go to the root folder by clicking My Drive, then try to search using keyword preamble,
and see the result.

► Note:
If the file found by search is located not in the same location of your current location,
then the result will show the name, followed by the folder name where this file is located.

Collaboration
One advantage of using Google Document is the ability of the document to be shared to others to
perform collaboration among them.

► Task:
Share Universal Declaration of Human Rights <xx> document to your contact and give
them permission to edit.

To start collaboration, click on the document to select

the document you want to share (Universal Declaration
of Human Rights <xx>), and click Share button (

) at the top right.

In the Sharing with others window, in the People: text
box enter e-mail address of the contact, then choose
Can edit to enable your contact to edit the document.
Click Send button.
The document is shared to your contact.

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► Task:
Ask your contact to edit your Universal Declaration of Human Right document, by
adding two articles at the end of the document. After saving, check in the status of the
document.

► Task:
Ask your contact to give comment on your Universal Declaration of Human Right
document, then check in the status of the document.

» Commenting the Document

To add comment on the document, select part of document
you are going to give the comment, then click on Comment

button ( ) located on the right side of the document

once the document is opened. In the comment pop up, write
the comment and click on Comment button.

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Revert the Old Version of A Google Document

► Task:
Sometime you don’t want to incorporate the changes made and want to revert your
document to the previous version.
To revert to the previous version, open the document. Then click on File
> See revision history > Version History. The Revision history panel will
be displayed at the right side of the workspace.

Select the list of revision in the panel, and you will see the changes made
(shown in different color). Select the version you want to revert, then click
on the Restore this revision to confirm.

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