Upload a File and Send It
For some, the idea of “sharing documents" sounds ominous and technical. It simply means that you send someone else a copy of a document you’ve created. Have you typed a task list in Excel and then attached it to an email? Then you’ve shared documents. Have you inserted data onto a spreadsheet and then uploaded it to another manager? Same thing—but with Google Docs you will do it quicker and easier.
Think about the mechanics of forwarding that list. In order to do something like that, you create an email and then insert the attachment. Or what if you’re planning a job fair and you want to create an address list? The people who need to go over that list include you, the HR manager, participating department heads and even agency vendors. With Google Docs, you can create and upload your own document to the Document home page.
To the left you’ll see an image of the home page, with the Create New and the Upload buttons circled. Thinking about that job fair list again, you can let everyone involved have a go at the address list: Each involved person can modify the list, and your original list will reflect all the changes without any updating on your part.
In the image to the right, you can see that I have uploaded an address list, an Excel doc that I want to use as the basis for my contacts. Once it’s uploaded, you click on it to open it, and it looks very similar to an Excel document.
I want to send it to several people for their input, so I right click on it. In the dialog box I can add the email addresses of the people I mentioned. I check off Can Edit because I want their input. If I only want someone to look at the list, I check Can View. When I'm done adding names, I will have the opportunity to add a brief message—“please add people who need to be included."
But here’s the real beauty: As each person updates the list, their changes show up on my original document. When your recipient does open a document sent by you, you will be notified. If you need to look at older versions of the list, Google has them saved for you automatically. And, by the way, whether you’re uploading a document or viewing one from someone else, the document viewer works with 15 different file types, including Word, Excel, PowerPoint, both Adobe Portable and Adobe Illustrator, and Apple Pages, as well as tagged image files, PostScript and TrueType, XML files, zip files, and more.