Module 3: Creating and Sharing with Online Applications

Google Docs

Most positive aspect of Google Docs - no longer are we held hostage by our portable storage devices. Our files are accessible from anywhere (good thing) and by everybody if we don't configure privacy settings properly (bad thing).

Image credit: http://www.privcom.gc.ca

Before using Google Docs or entering into heated discourse on whether Google is a monopolising monster or the cyber solution to all problems watch the short video by Google CEO Eric Schmidt on privacy where he basically says not to publish on the internet if you want to maintain privacy, and warns users that data can be made available to official channels in the interests of security.

Additionally consider:

.....Especially for the users that do not read the Terms of Service of the software they install, please, read carefully the following lines and see how Google “cares” about our privacy:
11.1 You retain copyright and any other rights you already hold in Content which you submit, post or display on or through, the Services. By submitting, posting or displaying the content you give Google a perpetual, irrevocable, worldwide, royalty-free, and non-exclusive license to reproduce, adapt, modify, translate, publish, publicly perform, publicly display and distribute any Content which you submit, post or display on or through, the Services. This license is for the sole purpose of enabling Google to display, distribute and promote the Services and may be revoked for certain Services as defined in the Additional Terms of those Services.... How Google “Cares” About Our Privacy Tech Toggle, Bilal Bhatti, Jan 23, 2009  

Moving forward, Google Docs is a suite of Web-based applications offered beneath the Google Umbrella, a new ‘cloud computing system’. All it requires is a logon to the Web-based service. The applications aren't as complex or comprehensive as desktop counterparts, however their advantages are:
1. they aren't tied to a specific computer;

2. there's no need to download and install software on a specific machine;

3. it’s free (financially speaking);

4. it’s accessible by any user with an internet connection;

5. users don't have to worry about which version of a document is the most current;

6. because each user saves information to the cloud system, he or she can access the same file from anywhere. -- it will always be saved in the Google cloud. This means that remote machines owned by another company can run everything from e-mail to word processing to complex data analysis using information provided by the user. 

Herein lies the rub - remember the Golden Rule: 

Read an interesting post "How Google leaks Your Identity" which explains how Google Docs can easily be compromised. When I accessed the Google help forums there were a lot of challenges concerning privacy and very few of them answered by Google. A typical example:

I don't want to tie every facet of my life to the Google flagship, considering the data it collects about personal life. The video promoting the new Android platform for mobile phones demonstrates the possible invasive power of Google. 

However I can see it providing a valuable tool for collaboration as long as the data is not sensitive.  For example, I would not consider using it to store grades for students or reports of any kind.

I would not recommend storing personal documents using Google Docs. I use box for storing my own files online but even then use a form of coding for information I wish to keep private.

 Creating And Sharing A Document

I started to play around with templates but decided to use an existing slideshow I had previously created to share as I didn't anticipate using Google Docs a great deal in the future unless it is instigated by a colleague. Sharing is probably the easiest part of Docs, only a click and an email address away !

Using Docs In The Classroom

Generally any websites which promoted Google Docs for educators was only relevant for senior grades. Individual logons present an issue for primary students due to age restrictions, as users have to be 13 years of age. I did read a post on Kelly Jordan's "Teaching In The Early Years " blog where she explained how she had used it with her Year 2 class on a dinosaur unit, however it doesn't explain how they were able to access it. There may be a work around where editors don't have to have a gmail account or sign in.  While still wondering, a google forum user, Earle Mardle, stated:

 ....Click "People with Access"
At the bottom of the list of people with access  there is this text

Sign-in is required to view this item.  Change
Click "Change"
You have 3 options, leaving it as it is, allowing View or allowing edit rights without signing in.
In other words, you can set permissions at the document level.........

I'll have to investigate ( so much to do, so little time!) 

Another thing that concerned me was the option to view a document online, go to the File menu and have a choice of either opening it as my own copy or downloading it in a variety of formats. The "public on the web" feature obviously is open for abuse by having people download documents and save them as their own, all accessible through the file menu.  The option was also available to see collaborators details in the copy option which allows the copier to view the email addresses.

I believe it has value for teachers with respect to planning and programming or joint publications. Another great facility was the opportunity to 'format shift' a document.  What a wonderful and easy way to convert a spreadsheet or text file to PDF format ! When I experimented with the software it was a little like driving someone else's car. Althought the tools and functions are familiar the movements are specific. The service is free and does prevents loss of data due to auto saves(good thing). Some common shortcuts are transferrable like CTRL + S. However, my initial optimism with respect to the easy insertion of utube videos has been revised following troubles with viewing these videos after publishing ( bad thing). Videos and their vagaries represent a never ending source of frustration for me. Something else to consider when using Google applications is always keeping in mind the war between Microsoft and Google. On the TechCrunch website the article "Google Twists Knife In IE6, Pulls Support From Docs And Sites" posted in January this year states:

........While you’ll still be able to access Docs and Sites from IE6, you will have restricted functionality and many features won’t work, making the applications for the most part useless. We hear that Google will be phasing out IE6 support for the remainder of Google’s major products, including Gmail and Calendar, over the coming year.......by Leena Rao on Jan 29, 2010

This would have ramifications for collaborative uses. When I used IE7 and was trying to experiment with the drawing option in Docs a popup box warned me it was not compatible with my current browser. Google is also pushing the barrow of Google Chrome, its new web browser, which I've tried, then dispensed with initially as there were currently too many glitches. I'm now a convert to the new edition.

I wouldn't use Google Docs to create a document as it's not worth the time when I have other tools with which I'm far more familiar. I feel it would be more advantageous to upload an existing document and use Docs purely as an editing forum for a group of users.

A humorous offering on You Tube titled " The Google Toilet - Super News" would be funny if it were not so close to the truth.

The 'Atomic Learning' tutorials were of short duration and easy to follow. They're perfect for those with limited time.

FINAL WORD

Image credit: Mark Stivers at Saturday Cartoons  http://www.markstivers.com/wordpress/