UNIT- 4

CLOUD-BASED DOCUMENT PROCESSING:

GOOGLE DOCS
4.1 Creating new Google Docs documents and formatting text with fonts,
styles, and colors
CREATING A NEW DOCUMENT
Creating a new document is one of the most basic commands you need in Google Docs. You can
create a new blank document, or you can create a new document based on a template.
Create a Blank Document
1. Open a folder in Google Drive.
2. Click the New button.
3. Select Google Docs.

A new blank document is created.

NAME A DOCUMENT
1. Click in the name field above the document.
2. Type a new name, then press Enter.

3. The file is renamed.

4. Save and Close
Now that you've created and named the document, you're free to start working in it.
1. Make sure that changes have been automatically saved.

As long as you’re connected to the internet, Google Docs will automatically save your
work.
2. Close the browser tab.
Create a Document from a Template
You can also create a document from a premade template instead of creating one from scratch.
Google Docs has templates for several different types of documents, such as brochures, newsletters,
and resumes.
1. Click New.
2. Click the > next to Google Docs.
3. Select From a template.

The Template gallery appears, with tabs that sort templates into two groups. The
first tab is for templates you, or others in your organization, have submitted. The
second tab is for built-in templates.
4. Select a template gallery.
5. Select a template.

A new document from the template is created. Now, just fill in the placeholders.
Opening a file lets you resume working on a document that you have saved from earlier or that
someone else has created and shared with you.

Open a Document from Google Drive

You can open Google Docs files from within a Google Drive window.
1. Navigate to the folder with the document you want to open.
 2. Double-click the document.

The document opens in its own tab.

Open a Document from Google Docs.

If you don't have a Google Drive tab open, you can browse for and open documents from within a
Google Docs window.
1. Click File on the menu bar.
2. Select Open.

A dialog box opens, where you have a few ways to find a document to open.
o Search for a file name in the search field.
o Browse through the folders in your Google Drive.
o Click a tab to view your Shared With Me, Starred, or Recent files.
3. Navigate to (or search for) a document.
4. Select a document.
5. Click Open.

The selected document opens in its own tab.

Rename a Document
1. Click the document name near the top of the screen.
2. Edit the document name.
3. Press Enter.

Even if you change a document's name, its URL stays the same, so anyone you might have
shared the document with won't lose their access to it.
Copy a Document
If you want to use some of the content from an existing document to create a new document,
you can create a copy.
1. Click File from the menu bar.
2. Select Make a copy.

3. Enter a Name for the copied document.

4. (Optional) Specify the Folder where you want to save the copied document.
5. Click OK.

Google creates and displays the copied document.

Move a Document
You can also move a document to a new folder in Google Drive.
1. Click File from the menu bar
2. Select Move to.

3. Navigate to the desired folder.

4. Click Move here.
You can also move documents by clicking the folder icon next to the document
name.

Delete a Document
Finally, you can delete a document if you no longer need it.
1. Click File from the menu bar.
2. Select Move to trash.

Google deletes the document and moves it to the trash in Google Drive.
Select a Block of Text

Selecting text is a very important skill in Docs. Whenever you want to edit or format text,
you first need to select it. There are multiple ways to select text, letting you select a small
amount to entire paragraphs at once.
1. Click and drag across the text you want to select.
You can select any amount of text from this method, from a single character to
your entire document.
OR
1. Click at the beginning of a text block.
2. Hold down the Shift key.
3. Click at the end of a text block

Everything between the points you clicked is selected at once.

Select a Word
1. Double-click a word to select it.
Select a Paragraph
1. Triple-click in the left margin for the paragraph you want to select.

Select Everything
1. Click Edit on the menu bar.
2. Click Select all.

Edit Text
1. Select the word you want to replace.
2. Type a new word.
Copy and Paste
Copying text lets you duplicate the selected text so it can be used somewhere else.
1. Select the text you want to copy.
2. Click Edit on the menu bar.
3. Select Copy.

A copy of the selected text is placed in the Clipboard.

Press Ctrl + C.
4. Click where you want to paste the text.
5. Click Edit on the menu bar.
6. Select Paste.
Press Ctrl + V.

The text you copied is duplicated in the new location.

Cut and Paste

When you cut text, it is removed from its original location and placed in the Clipboard.
1. Select the text you want to cut.
2. Click Edit on the menu bar.
3. Select Cut.
Press Ctrl + X.

4. Click where you want to paste the text.

5. Click Edit on the menu bar.
6. Select Paste.
Move with Drag and Drop
You can also move text around in a document by simply clicking and dragging selected text.
1. Select the text you want to move.
2. Click and drag the text to a new location in the document.

The selected text is moved to where you dragged it.

Undo and Redo

The undo and redo commands are very useful for working with text in a document.
Undo
1. Click the Undo button on the toolbar to undo the last action.
Press Ctrl + Z.
Your last action is undone. For example, if you had deleted an item and then decided you
wanted to keep it after all, undo would make it reappear.
Redo
Redo is the opposite of undo: it redoes an action you have undone. For example, if you
decide that you do, after all, want to delete an item that you have just brought back with
undo, you can redo the action.
1. Click the Redo button on the toolbar to redo the last action.
Ctrl + Y.
The last action you undid is redone.
Click the Redo button multiple times to redo multiple actions.

Format Text and Paragraphs

Apply Bold, Italic, or an Underline

1. Select the text you want to format.
2. Click a formatting button.

o To bold, Ctrl + B.
o To italicize, Ctrl + B.
o To underline, Ctrl + U.
 o
Change the Text or Highlight Color
You may need to change font color to make text stand out, comply with brand standards, or
add visual appeal.
1. Select the text you want to format.
2. Click the Text color or Highlight color button.
3. Select a color.

If you don’t like any of the available theme colors, select Custom to display the Colors dialog
box.
Use Additional Formatting Options
There are additional formatting options that are only available in the Format menu.
1. Select the text you want to format.
2. Click Format on the menu bar.

3. Select Text.
4. Select a formatting option.
In addition to bold, italic, and underline, you can apply strikethrough, superscript, or
subscript formatting.

Change Font
Changing a font itself will have the greatest effect on the appearance of text.
1. Select the text you want to format.
2. Click the Font list arrow.
3. Select a font.

The text is now set in the selected font.

When changing fonts, be sure to choose the right font for the tone of your document. Don’t
use casual script fonts in a professional document, and also avoid using too many fonts at
once.
Font Type Examples Description

Serifs are small details at the ends of some letter

Times New Roman,
Serif strokes, meant to improve legibility. Suitable for both
Georgia, Merriweather
header and body text.

Arial, Century Gothic, Sans serif fonts lack the small details at ends of letter
Sans Serif Helvetica Neue, Roboto, strokes, leading to a plainer look. Suitable for both
Verdana header and body text.
 These fonts are meant to mimic handwriting, either
Script Caveat, Lobster, Pacifico calligraphic or casual. Useful in very specific designs,
but unsuitable for body text and most headers.

All letters and symbols use the exact same amount of

Courier New, Roboto space. Useful when displaying computer code, or
Monospace
Mono when precise vertical alignment between lines is
important.

Change Font Size

Changing the font size helps differentiate between titles, headers, and body text.
1. Select the text you want to format.
2. Click the Font size list arrow.
3. Select a font size.

4. The font size changes.

Font size is measured in points (pt) that are 1/72 of an inch. The larger the
number of points, the larger the font.

4.2 Adding images, tables, and other elements to documents, page layout,
margins, and orientation

Add an image to a document or presentation

1. On your computer, open a document or presentation in Google Docs.

2. Click Insert → Image.
3. Choose where to get your image from.
• Upload from computer: Insert an image saved on your device.
• Stock & web: Insert stock images, GIF files, stickers, and Google images.
• Drive & Photos: Use an image from your Google Drive or Photos library.
• Camera: Use your device’s camera to add an image.
• By URL: Insert a link to your image or insert a .gif.
4. Click Insert or Open.
Add and edit tables
Organize information in a document or presentation with a table. You can add and delete
tables, and adjust the size and style of table rows and columns.

Add a table

1. On your computer, open a document or a slide in a presentation.

2. Click Insert Table choose how many rows and columns you want to add.
• Tables can be as large as 20 x 20 cells.
3. The table will be added to your document.

In Google Docs, page layout settings are managed through the Page setup menu. This allows
you to control the physical dimensions and whitespace of your document.

Accessing Page Setup

To change these settings, go to File > Page setup. A dialog box will appear with the
following options:

1. Orientation

You can choose how your document is positioned:

• Portrait: The default vertical orientation (8.5" x 11"). Best for letters, essays, and
standard reports.
• Landscape: A horizontal orientation (11" x 8.5"). Ideal for wide tables, charts, or
certificates.

Tip: You can apply orientation to the Whole document or Selected content if you need a
single landscape page in a portrait document.

2. Margins

Margins define the white space between the edge of the paper and your text.

• Default: Google Docs usually defaults to 1 inch (2.54 cm) for the top, bottom, left,
and right.
• Customizing: You can enter specific values in the text boxes for each side.
• Visual Adjustment: You can also change margins by clicking and dragging the grey
areas on the ruler at the top and left of your document.

3. Page Size and Color

While in the Page setup menu, you can also adjust:

• Paper Size: Common options include Letter, Legal, and A4.

• Page Color: This changes the background color of the digital "paper."
4.3 Sharing, real-time collaboration, tracking & revisions, Comments,
Suggestions

Google Docs is designed specifically for these collaborative features. Here is how to manage
sharing, tracking, and communication within a document:

1. Sharing and Permissions

To let others access your document, click the Share button in the top right corner.

• Restricted: Only people with specific email addresses can open the file.
• Anyone with the link: Anyone who has the URL can access it.
• Access Levels:
o Viewer: Can read but not change or comment.
o Commenter: Can read and add comments/suggestions but cannot edit the text
directly.
o Editor: Can make any changes, share the file, and manage users.

2. Real-Time Collaboration

When multiple people are in a document:

• Presence: You will see colorful icons (avatars) at the top representing each person.
• Cursors: Each collaborator has a colored cursor with their name, showing exactly
where they are typing in real time.

3. Comments and Suggestions

These tools allow you to discuss changes without permanently altering the text.

• Comments: Highlight text and click the Add Comment icon (blue speech bubble) in
the right margin. Use @name to tag someone and send them an email notification.
• Suggesting Mode: In the top right (under the "Share" button), switch from Editing to
Suggesting.
o Any text you delete will be "crossed out."
o Any text you add will be highlighted in a different color.
o The owner can click the Checkmark to accept or the X to reject the change.

4. Tracking and Revisions (Version History)

Google Docs saves every change automatically. You can view or revert to older versions
using Version History.

• Access it: Go to File > Version History > See version history.
• What you see: A list of dates and times on the right. Clicking one shows who made
what changes (color-coded by person).
• Restore: Click Restore this version at the top to revert the entire document to that
point in time.
• Naming: You can name specific versions (e.g., "Final Draft Before Review") to find
them easily later.
4.4 Extensions and add-ons

1. Google Workspace Marketplace

This is the primary hub for finding official add-ons created by third-party developers.

• How to Access: Go to Extensions > Add-ons > Get add-ons.

• Popular Categories:
o Writing & Citations: Tools like EasyBib or Paperpile for academic
referencing.
o Signatures: DocuSign or eSign for signing documents directly.
o Formatting: Lucidchart for diagrams or MathType for complex equations.
• Managing Add-ons: Use Extensions > Add-ons > Manage add-ons to uninstall or
update them.

2. Chrome Web Store Extensions

While "Add-ons" live inside the document, "Extensions" are browser-wide tools that change
how you interact with Google Docs.

• Grammarly/LanguageTool: These provide real-time spelling and tone checks across

all your Google Docs tabs.
• Dark Mode: Extensions that change the interface to a dark theme.
• Office Editing for Docs: Allows you to open and edit Microsoft Word files directly
in your browser without converting them.

3. Google Apps Script

For power users, Apps Script allows you to write custom JavaScript code to automate your
workflow.

• Access: Go to Extensions > Apps Script.

• Capabilities: You can create custom menus, automate repetitive formatting, or link
your document data to Google Sheets or Gmail.

4. Helper Extensions (Add-ons for Specific Tasks)

• Mail Merge: Extensions like Yet Another Mail Merge (YAMM) or Autocrat can
pull data from a Google Sheet to create personalized letters or certificates in bulk.
• Translate: While Google Docs has a built-in translator (Tools > Translate
document), some add-ons offer more granular, real-time translation for specific
paragraphs.
 Question And Answer

Q1: What are the two primary ways to create a new document in Google Docs?

• Answer: You can create a new blank document from a folder in Google Drive or
create one based on a premade template (such as a resume or newsletter) from the
Template gallery.

• Create a Blank Document:

• Open a folder in Google Drive,
• Click the New button, and
• Select Google Docs to start from scratch.

• Create a Document from a Template:

• Choose from a variety of premade templates (such as brochures, newsletters,
or resumes) by clicking New,
• Selecting the arrow next to Google Docs, and choosing From a template.

Q2: How does Google Docs handle saving your work?

• Answer: Google Docs automatically saves your work as long as you are connected to
the internet.

Q3: Describe the steps to move an existing document to a new folder.

• Answer: You can move a document by clicking File > Move to and navigating to the
desired folder, or by clicking the folder icon located next to the document name at the
top of the screen.

Q4: What is the difference between Serif and Sans Serif fonts according to the unit?

• Answer: * Serif fonts (e.g., Times New Roman) have small details at the ends of
letter strokes to improve legibility.
o Sans Serif fonts (e.g., Arial) lack these small details, providing a plainer look.

Q5: How can you visually adjust page margins without using the Page Setup menu?

• Answer: You can change margins by clicking and dragging the grey areas on the
ruler at the top and left of the document.

Q6: Explain the three different access levels available when sharing a document.

• Answer: * Viewer: Can read the document but cannot make changes or comments.
o Commenter: Can read and add comments or suggestions but cannot edit the
text directly.
o Editor: Can make any changes, manage users, and share the file.

Q7: What is the purpose of "Suggesting Mode" in Google Docs?

• Answer: Suggesting Mode allows users to propose changes without permanently

altering the text. Deleted text is "crossed out," and added text is highlighted in color,
allowing the owner to accept or reject the changes.
Q8: How can a user revert a document to a previous version?

• Answer: Go to File > Version History > See version history, select the desired
date/time from the list, and click Restore this version.

Q9: What is the difference between "Add-ons" and "Extensions" in the context of
Google Docs?

• Answer: * Add-ons live inside the document and are found in the Google Workspace
Marketplace (e.g., DocuSign for signatures).
o Extensions are browser-wide tools from the Chrome Web Store that change
how you interact with Docs across all tabs (e.g., Grammarly for spell
checking).

Q10: What tool would a "power user" use to write custom JavaScript code for
document automation?

• Answer: They would use Google Apps Script, accessed via Extensions > Apps
Script.

Section 3: Short Technical Reference

Task Shortcut/Command
Undo last action Ctrl + Z
Paste text Ctrl + V
Apply Bold Ctrl + B