Join Nick Brazzi for an in-depth discussion in this video Introducing the Google Docs app, part of Google Docs and Sheets on iOS First Look.
In this movie, we're going to take a look at the Google Docs app for browsing, creating and editing documents directly on your IOS device. So let's just dive in by launching the Google Docs app. If this is the first time you've launched any of the Google apps, you'll need to log into your Google account. The good news is that you only need to log in to one google app. After that, all of the other apps will remember your account. So, I'm just going to tap this get started button and I'm going to log into my account here and I'll hit sign in.
Now, because this is the first time I've launched this app I'm going to get a couple of questions. This is asking me whether I want to submit to error reports on the Google server. And that's just fine. I'll hit Yes, I agree. Once you've logged in, you'll see a list of all of the documents that you have on Google Drive. This will not include spreadsheets or presentations, only documents. This app is designed around the Google philosophy of powerful searching. So even if you have all of your documents organized in specific folders on Google Drive, you will not see those folders here.
So to find what you're looking for, you're going to use search, and sorting. So up here at the top I've got a search field and if I just tap on that, I can search for anything I'm looking for. So in this case I'm going to search for the word. Oh, some of my documents are related to the two trees olive oil company. So you can see when I search for the word olive, I get two results. Now it's important to recognize that the word olive is not in the title of these files. The world olive is somewhere buried inside of the documents, so it searches inside the text of the documents, and that's really handy.
I'm going to clear this search by hitting the X. And I'll do another quick search, search for obstacle, and I see a completely different set of documents. These are other documents that have the word obstacle somewhere in them. I'm going to go ahead and cancel this search and another way of browsing through your files is to sort. And in this case I only have six documents on my google drive. But in a typical situation you'll have a lot more documents. And an easy way to browse through them is to sort. So if I hit the sort button up here at the top.
I can choose to whether I want to see my documents organized when they were last opened, when they were last modified. When they were edited or just alphabetical by the title. As you are browsing, you see your documents. There is a button up here at the top, that will switch between list mode and preview mode, so you can just decide on however it's easier for you to browse through your documents. Once, you have found the document that you want to view or edit, just tap on it to open it up. So here we can make changes directly to the text. All I need to do is just tap somewhere in the body of this document, in my keyboard and formatting controls pop up on the screen.
So it's really easy to make changes. All I have to do is place my cursor by tapping on an area of the screen. Or I can double tap on a word, if I want to make changes to that word. So maybe I want to swap out this word ordinary, so I can select that and I'll just type in the word that I want to replace it with. And there you go, pretty standard editing tools. If I want to add new text, I can just place my cursor and type in whatever I want. So here I can update this document and make all of the necessary changes that I need to make.
You can also change the formatting of text in your document. so I could select this by double tapping on a word, and then grabbing this handle here and dragging out to select that entire sentence. And then using my formatting tools up at the top, I could make this text bold. I could, underline it. I can do all sort of standard formatting adjustments. I can also change the font of this text. So, I'll just turn off the bold and underlining and this time I'll go into the fonts control and, you can see, I've got some pretty standard controls here.
There are a set of fonts that come built into the app, so I can scroll through here, pick out the font that I want. Choose that and it updates. Let me take a step back here. I can also change the size of the text by tapping on these plus and minus buttons, and you can see I can change text color or background color. I'm going to tap outside of this panel. So I want to show you there is also an option up here to undo, so if I tap this a few times, I can get back to the size and the font that I started with. Or I can leave it however I want.
Once you've made all the changes you want to make, to save the changes, all you have to do is hit the little check mark up here. And then to exit the document, you just hit X. And we're back to our list of documents. Now, creating a new document is also very easy. All you need to do is hit the little plus button up here at the top. And give this document a name. And hit create. So here I can type in whatever I want, make my formatting changes, and then I can save and exit. So I'll just start my memo here, and maybe I'll bold this memo header, whatever I'm going to do.
I'll finish this document later. So I'll just save it. And exit. Now let's take a look at all of the sharing and file management options that you have. To access details for a document, simply hit the I button on the file, down here on the bottom corner of the icon. Now, I'm going to jump out of this for a moment just to show you if you're in the list view. That i button is right here to the side. Here you can do simple file maintenance things like deleting a document or renaming it. If your iOS device is set up to access an Air Share printer, you can print your document directly from here as well.
Now here's one of my favorite features, Off-line Viewing, which is identified by this little check box, Keep On Device. If you know you're going to need to access this file when you're not connected to the internet, you can enable the offline viewing option for this doc. Simply enable this option, and a copy of the doc will be saved right here on the device. But it's as of the last time you viewed it here, that's the only catch. If you make any changes to this doc, you need to make sure you open it up on this device to refresh those changes while you're still connected to the internet.
Otherwise your offline version will be out of date. But once you've got this set up you can access this document even when you're not connected to the internet. FInally lets take a look at some sharing options. collaboration is one of the core features of Google Drive. To share this document with another user I just tap on this share button here. So all I need to do is type in the e-mail address for the person I want to share this document with. And I can choose whither I want this person to be able to edit the document, or if I want them to only be able to add comments, or maybe I just want them to be able to view it and not make any changes.
I'll select whatever option I want, type in the email address and then hit the check box. I'm not going to do that now, I'm just going to hit the X. When you share a file with somebody they will receive an e-mail with a link to that file. If you ever need to access that link again you can choose this Get Link button. This will copy a URL for that doc to the clipboard which you can paste into an e-mail and resend. But only people who have been invited to share this document can access it using that link. So anybody that you've shared this document with can edit it as long as you set that as the option.
And this is really great for collaboration. So let's look at one more thing you can do to enhance that collaboration. I'm going go back into one of my documents. And of course I can make changes to this document and anybody who've I've shared it with, with editing privileges, can make changes to this document. But another cool thing is that we can add notes to this document so that we can ask each other questions or draw each others attention to certain things. I'm going to select this first paragraph. There we go. And I'm going to add a note to this paragraph, so I'll hit the little note button up here at the top, and I'll hit the little pencil button up here to add a new note, and I'll just type in my note here.
And I'll hit the little check box. So now whenever other people open this document, they're going to see this highlighted text, and they'll know to open the notes, and they'll see this note here. Of course they could add their own notes or they could address the notes that I've put in here. And now that I'm done I'm just going to exit this document. So that's a quick first look at using the Google docs app for working with your documents on Google drive. This app is a great tool for quickly accessing recent documents and for creating documents on the go. If you have an idea for a memo that you need to compose, you can get started on it immediately.
Even if you're out at a coffee shop. You can also make quick changes to documents directly on your iPhone or iPad. And, of course, you're not limited to quick changes. You can also create, compose, format, and print complete documents all from the Google Docs app.