Uploading and Organizing Files in the Cloud with Google Docs
If you’re going to spend an extended time in the cloud, then you’re going to need documents, spreadsheets, presentations, and whatever else you want to work on (and play with). In this guide, you will learn everything you need to know to work with your files on Google Docs.
Here are the steps to run through to get a file from your computer to the cloud:
- In Google Docs, click Upload. Google Docs transports you to the Upload Files page.
- Click Choose File. A file dialog box is opened, displaying the main directory on your computer’s hard drive.
- Click the file you want to upload.
- Click Open. Google Docs adds the file to the Upload Files page.
- In the Upload Files page, make sure the Convert document, presentations, and spreadsheets to the corresponding Google Docs format check box is activated. This is crucial if you want to edit your documents online.
- Click Start upload. Google Docs grabs the file, yanks it into the cloud, and then lets you know when the upload is complete.
- Click Back to Google Docs. Your uploaded file now appears in the list of documents.
Here are the steps required to crank out a new folder to sort and store related documents in Google Docs:
- Surf to Google Docs at http://docs.google.com.
- Click Create new.
- Click Folder. Google Docs creates the new folder and prompts you for a name.
- Type a name for your folder.
- (Optional) Type a description for the folder.
- Click Save. Your new folder appears in the My folders section.
Now that you’ve got a folder of two to work with, you can start getting your cloud affairs in order by moving files into the appropriate folders. Here are the steps to follow to move a document to a different folder:
- Activate the check box beside the file you want to move.
- Click Folders. Google Docs displays a list of your folders.
- Activate the check box beside the folder you want to use as the destination. (Truth be told, you can activate two or more check boxes, if you want, and Google Docs will make copies of the document in each folder.)
- Click Apply changes. Google Docs moves the file to the folder (or folders) you chose.
If you’re working on a new document, first give the document an name by following these steps:
- Select File, Rename. Google Docs prompts you to enter a name for the document.
- Type the name you want to use.
- Click OK. Google Docs applies the new name and saves the document.
For an existing document, Google Docs gives you five (yes, five) ways to save your work:
- Select File, Save. This saves your work and leaves the document open.
- Select File, Save and Close. This saves your changes and closes the document.
- Click the Save button in the toolbar.
- Press Ctrl+S.
- Click the Save now button above the menu bar on the right side of the window. This button says “Saved” if your document has no unsaved changes, and it immediately changes to “Save now” when you change anything in the document.
If you’ve created a file in the cloud, or if you’ve uploaded a file to the cloud using some other computer, you might want to download a copy of a file to your computer. Here’s how it’s done:
- Click the file to open it.
- Select File, Download as. Google Docs displays a list of file formats.
- Click the file format you want to use. Google Docs cajoles the Chrome browser into downloading the file to your computer.
Once you start using Google Docs you’ll see how handy and useful it can be. And if your computer crashes, you’ll be eternally grateful for having your documents safely tucked in the cloud! Happy filing!
From The Complete Idiot’s Guide to Google Chrome and Chrome OS by Paul McFedries