This post is the second in the series I have planned on useful online resources for secretaries and administrators.  The tool I am looking at today is an online word processor.  So why, if you are using Word on your computer, do you need an online version?

Well for a start it is very useful for sharing documents and multiple editing.  Let's get started and you'll see what I mean.

Firstly, open your internet browser and go to the Google search engine.  To do this type www.google.com in the address line of your browser and press the Enter button on your keyboard.

Along the top of the screen you will see a number Google's features listed (some of which I will post on at a later date).  Click on more and choose Documents from the drop down menu.  You will need to sign up to Google if you haven't already.  I recommend this.  Google has some great free tools, which I will report on later.

To start a new online document choose Create New.  As you can see you have a choice of programmes available to you.  Today we will choose Document.

A new document is opened and you can type and edit it as usual.  You should recognise the toolbars across the top.  Take a minute to scan their contents and you will see that they are pretty familiar to you.  The document is saved automatically every few seconds.  To name the document click where it says 'Untitled document' and type your new name in the dialogue box.

One advantage of using an online programme like this is that the document is easily available so long as you are near an internet connection.  You can continue your work from home, for example.

Another advantage is that you can ask other people to edit it or comment on it.  To do this go over to the Share button on the right hand side and click on the drop down arrow.

Select Email editors/viewers.  In the following window key in the desired email addresses, type an additional message if required and click on Send.  They will receive a link to the document which they can then follow and edit. They will also have to join Google to use this feature.

If you want to send a copy of the document with the email click on Email as attachment and complete the form that you are given.

You can also publish the document or link to a web page.  From the same Share drop down arrow select Publish to the web.  You will then be provided with the html code to post into your website.

Go back to the Google docs window by clicking on the Google docs logo on the left.  You will see your new document listed.  Above the tool bar you will see a button that says Search Templates:

Click on this button and have a look through the huge range of templates available.  Have a play, have fun!  That way you learn.

For more information have a look at some of the Google docs videos: