Workplace_Software_and_Skills_-_WEB_IlfJtcP-25

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Figure 2.40 (a) Gmail includes many apps. (b) Slides, which is similar to PowerPoint, is one of them. (Gmail is a trademark of Google
LLC.)
Like most application suites, Google continually expands and changes its offerings. Older applications may be
phased out over time, while the most popular applications undergo regular updates. Table 2.6 provides a
summary of Google offerings. In this course, we will focus mostly on Google Docs, Sheets, and Slides.
Application Type Description
Docs
Word
processing
Create documents such as reports, memos, and agendas
Sheets Spreadsheet Create data-based spreadsheets for storing and analyzing data
Slides Presentations
Create slide presentations such as for a workplace meeting or client
showcase
Gmail Email Send and receive emails
Calendar Calendar Schedule individual events and collaborative meetings
Search
Internet
search
Search the internet based on search terms
Table 2.6 Common Google Applications The Google Workspace includes applications for all the tools you need in the workplace
from communicating with colleagues to creating documents and presentations.
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Application Type Description
Maps
Maps and
navigation
Provide navigation directions based on location or address
Play
Application
store
List apps on android devices that are available for download
Meet
Online
meetings
Video Conference with others
Drive File storage Store files; similar to OneDrive; the cloud-based storage for files in Google
Contacts
Contact
information
Organize and store contact information such as email addresses and
phone numbers for people
Classroom
Educational
interface
Create a classroom interface to share files, turn in assignments, and have
class discussions virtually
Table 2.6 Common Google Applications The Google Workspace includes applications for all the tools you need in the workplace
from communicating with colleagues to creating documents and presentations.
Menu Overview
As you’ve learned, all the applications in the Google Workspace share some general features and functions,
which are found in the menus. Although there are slight differences between the apps, they all contain these
essential menus: File, Edit, View, Insert, Format, Tools, Add-ons or Extensions, and Help, as Figure 2.41 shows.
These menus are similar to the tabs in Office, but in Google they are called menus.
Figure 2.41 The main menu bars for (a) Docs, (b) Sheets, and (c) Slides are similar—from File to Help. (Google Workspace is a
trademark of Google LLC.)
Not only are there similarities between the various Google applications, but many of the menu options are
also similar to those you learned about in Essentials of Microsoft Office). As you progress through the course,
you will learn and practice most of the specific features within each menu. Here, our focus is on the essential
shared functions.
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File Menu
The File menu is used to open files in Drive, to create new files, and to print materials. In addition, the Make
Available Offline option lets you work on files when you do not have internet access. (See Figure 2.42.)
Figure 2.42 The File menu is mainly used for opening and saving documents. (Google Docs is a trademark of Google LLC.)
The File menu also has tools for saving and exporting files in different formats. Docs and Sheets are
compatible with their Microsoft counterparts, so users have the option of either working on a Word or Excel
file in Docs or converting the file into a Google file. This appears in the menu as the Save as Google Docs
command. Google files can be opened and edited in only a browser window, from your Drive.
Recall that Google automatically saves your work for you in the cloud. If you want to save files locally or to
other locations, you will need to use the Download command, which enables you to export the current version
of the document onto your own computer as a Word document, Excel spreadsheet, PDF, or some other file
format.
LINK TO LEARNING
If you own a smartphone, you likely already use the cloud to capture your text messages and other
activities performed on your cell phone. The cloud has become increasingly important in the business
world, and it is helpful to understand how it works. To learn more, watch this video on what the cloud is and
2.5 • Essentials of Google Workspace 113
https://openstax.org/r/78WhatIsCloud
how it pervades our lives (https://openstax.org/r/78WhatIsCloud) from Scientific American.
The Download command brings up the menu shown in Figure 2.43. Using Slides as an example, one of the
download options enables you to download your presentation as a PowerPoint file.
Figure 2.43 Download your presentation to one of seven other formats, including a PowerPoint file. (Google Slides is a trademark of
Google LLC.)
The File menu also allows you to explore your document settings. You can use the Email command to send the
file to one or more collaborators. The Document Details option contains the file’s statistics and technical data.
The Page Setup command can modify paper size or format; as in Word, you can make your document’s
orientation either portrait (vertical) or landscape (horizontal).
The two most critical tools in the File menu are Version history and Share. Version history is a feature unique
to Docs. Every time you make a change in a file, Google autosaves your document, keeping many versions of
the file. Version history allows you to revert to a previous version of a file or simply to look back at previous
versions for reference.
The Share command enables a document’s owner to invite others to work on it. It is used to tag or add
collaborators who can read, comment, develop, or edit the file.
If you want to create a copy of an existing file, you can use the Save a Copy command. As Figure 2.44 shows,
this command allows you to make a copy of your Doc and save the document under another name. You can
save it to the Drive, which uses the cloud, as discussed. Or you can save the file to your hard drive, but your
files are safer in the cloud, and using cloud storage allows you to free up storage on your local device.
114 2 • Essentials of Software Applications for Business
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https://openstax.org/r/78WhatIsCloud
Figure 2.44 Creating a copy of an existing file by using the Save a Copy command. (Google Docs is a trademark of Google LLC.)
Opening an Existing File
To open an existing presentation in Slides, first, go to Drive (called My Drive on your computer). You will see
your recently saved presentations listed across the top. Even if you are working offline, you will still have
access to your files. If you do not see your presentation file, click on Recent under My Drive in the left pane, or
scroll down.
Figure 2.45 shows a typical Drive page. Your most recent presentations will be shown across the top, and
below you will find all the files you created using one of the Google apps. Click on your presentation to open it.
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