Jan 2018

google docs

how to use import and export options on google docs

Heavy users of Google Docs frequently have to import Microsoft Word documents or export Word and PDF files. There are additional conversion features supported by Google Docs.


Ho to Export Word, PDF, and text formats :

Docs auto-saves what you are doing as you type. There are other options to save, download, and export your file, using the File menu:


1) Rename. Select File > Rename, or click the title at the top of the browser window and retype the new name over the existing name.


2) Make a copy.  This creates an identical version of the Google Docs file, and prompts you to give it a new name.


3) Download as.  This is an export function and lets users save documents as:

  • Microsoft Word (.docx).


  • OpenDocument (.odt).


  • Text and Rich Text (.txt and .rtf).


  • PDF. Note that on-screen formatting in Google Docs does not always match what comes out in the PDF, but for basic letters, resumes, and reports, it’s usually a close match.


  • Web page. Docs will save your file as an HTML document.


On the Google Docs app for Android and iOS, export options are hidden under the More icon. Select Share & Export to access the following options:


4) Add people. Enable collaboration or view-only sharing.


5) Get link.  Copies a link to the Web version of the document which can then be pasted into emails, a browser, or other files.


6) Send a copy.  Create a PDF or Word version of the document via email, Bluetooth, etc.


7) Print.  Send the document to a printer, or send a PDF version to another paired device. Note that printing a paper copy of the document requires configuring Google Cloud Print beforehand.


8) Make a copy.  Duplicates the document, and prompts you to rename the new version.


9) Save as Word. Saves a.docx version of the current document.


How to publish to the Web :

This option is something you won’t find in Microsoft Word or other desktop word processors. Docs lets you publish a live copy of the document to a Google URL. The Web copy looks similar to the view that you see in Google Docs, but it can’t be edited.


While this function is not supported on the Google Docs app for Android and iOS, it’s easy to publish a document to the Web using the browser and Chromebook versions of Google Docs:

1 . Open the document.


2 . Go to File > Publish to Web.


3 . Link is selected by default, but if you want HTML code to display the document on a blog or another Web page, choose Embed.


4 . Use the optional Published content & Settings to restrict the viewership or disable republishing when changes are made.


5 . Click the Publish button.


6 . Copy the link or embed code, and/or choose one of the options to share the document via Gmail, Facebook, or Twitter.


The Web copy will be updated if you or a collaborator updates the original in Google Drive. Note that page numbers, line spacing, and other formatting may be changed or stripped out. Nevertheless, publishing to the Web is a great way to share content on Google Docs with a wider audience.


Protip. Publishing to the Web makes the document available to anyone who has a copy of the URL, so this option should not be used for sensitive documents.


How to import documents from other programs :

Google Drive and Docs can import and convert all kinds of files. Compatibility may be limited, however. This is especially true of .doc or .docx files that were heavily formatted in Microsoft Word, as well as heavily formatted .rtf files. If the formatting is not supported in Docs, it will be changed or stripped out.


Below this paragraph, the image on the top is an actual .docx file, made with a Microsoft Word newsletter template. The image on the bottom is the same file after it was imported into Google Drive and converted into a Docs file. As you can see, the headers and images were stripped out and the fonts don’t match up:


Conversion issues are less likely to occur for simple reports, letters, and resumes which are not heavily formatted.


Uploaded Microsoft Word .doc or .docx files may be automatically converted to Google Docs editor format, but conversion can be disabled in the settings for Google Drive. To convert a Microsoft Word document to Google Docs after it’s been uploaded, refer to the instructions in Chapter 1.Working with Microsoft Office fformats.


There are several ways to upload a .docx, .doc, .rtf, or .txt file:



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