etobicoke-mimico watersheds coalition chair’s committeetrca.on.ca/dotasset/181624.pdf ·...

Etobicoke-Mimico Watersheds Coalition Chair’s Committee

Team Meeting #1/14

Tuesday, February 25, 2014

7:00 p.m. – 8:00 p.m.

Conference Call

Dial In #: 416-343-4997 or 1-866-440-4486

Conference ID: 9845649

AGENDA

1. Introductions

2. Review of Minutes from Coalition Meeting #3, December 5, 2013

a) There were no pending action items.

3. Review of Draft Coalition Agenda Meeting #1, March 20, 2014

RECOMMENDATION Item 5.1:

THAT the presentation on City of Mississauga’s Stormwater Utility Program be received;

AND FURTHER THAT the Etobicoke-Mimico Watersheds Coalition members assist in the implementation and communication of stormwater credit, incentive and grant programs as these programs are developed in 2014 and 2015.


THAT the report on the Valleybrook project activities be received;

THAT each Etobicoke-Mimico Watersheds Coalition member receive a copy of Greening Your Grounds – A Homeowners Guide to Stormwater Landscaping Projects and a presentation on how to use the guide; and

THAT a copy of this report and the associated training materials be forwarded to the all the Coalition Project Teams to promote lot level LID within their neighbourhoods;

FURTHER THAT members of the Coalition help promote “train the trainer” events through their networks and social media.


THAT the Etobicoke-Mimico Watershed Coalition receive TRCA correspondence and board report dated February 13, 2014 regarding The Living City Policies;

AND FURTHER THAT members of Etobicoke-Mimico Watershed Coalition Policy and Planning Team participate in the final public information sessions to be held at Black Creek Pioneer Village on _______.

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THAT the staff report on the 2014 spring and summer watershed events for the Etobicoke and Mimico Creek watersheds and Partners in Project Green be received for information;

AND FURTHER THAT members of Etobicoke-Mimico Watershed Coalition attend these events as they are able.

4. Discussion of desired outcomes from a meeting of all watershed organizations (Don Watershed Regeneration Council, Humber Watershed Alliance and Etobicoke-Mimico Watersheds Coalition) working with TRCA (June 2014).

5. Other Strategic Issues: Use of Google Drive by the Coalition for the sharing of and editing documents – see attached presentation and how-to guide.

Next Meeting: TBA

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THE TORONTO AND REGION CONSERVATION AUTHORITY

INDEX

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MINUTES OF THE ETOBICOKE-MIMICO WATERSHEDS COALITION #3/13

December 5, 2013

Page Coalition Meeting Schedule 2014 H22 Future Options For Toronto Water Capital Funding – Water, Wastewater, Stormwater, Infrastructure and Services H22 Heart Lake Dragon Boat Festival Wrap Up Report H23 Minutes H19

Peel Region Channel Remediation Strategy – Spring Creek Pilot H20

Presentation – Greenbelt Trail: Etobicoke Creek Connection H19 PPG Strategy Update and Membership Campaign H21 Project Team Updates H23 Sustainable Neighbourhood Retrofit Action Plan H20 Watershed Champion Recognition H22

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Etobicoke-Mimico Watersheds Coalition Minutes #3/13 H18

MINUTES OF THE ETOBICOKE-MIMICO WATERSHEDS COALITION #3/13 December 5, 2013 The Etobicoke-Mimico Watersheds Coalition met at Black Creek Pioneer Village on December 5, 2013. Eddie Colacchio, chair of the Etobicoke-Mimico Watersheds Coalition, called the meeting to order at 6:30 p.m. PRESENT Gail Anderson ................................................................................................................ Member Brian Bailey .................................................................................................................... Member Suzanne Barrett .............................................................................................................. Member Debora Bielecki ............................................................................................................. Member Dennis Bradley .............................................................................................................. Member Eddie Colacchio ............................................................................................................ Member Al Farrugia ..................................................................................................................... Member Ron Fay ......................................................................................................................... Member Derek Gray .................................................................................................................... Member Susan Jorgenson .......................................................................................................... Member Rosemary Keenan ......................................................................................................... Member Kaitlin Kennedy ............................................................................................................. Member David Laing ................................................................................................................... Member Jim Laird ........................................................................................................................ Member Chris McGlynn ............................................................................................................... Member Daniel Millard ................................................................................................................ Member Peter Mitchell ................................................................................................................ Member Bob Noble ...................................................................................................................... Member Kim Sellers ……………………………………………………………………………………… Member David Thomas ............................................................................................................... Member Guest Thaia Jones ......................................................................... Peel Region Sierra Club of Canada STAFF Vince D'Elia ........................................................................................................................ TRCA Laurian Farrell ................................................................................................................... TRCA Scott Fortnum .................................................................................................................... TRCA Janette Harvey …………………………………………………………………………. . City of Toronto Joanna Parsons …………………………………………………………………………………… TRCA Chandra Sharma ................................................................................................................ TRCA REGRETS Brian Baird ………………………………………………………………………………………. Member Angela Brooks ................................................................................................................ Member Adam DeSouza .............................................................................................................. Member Daphne De Sousa ......................................................................................................... Alternate Jon Gee ......................................................................................................................... Member Michael Gusche ............................................................................................................. Member Adelle Leaney-East ....................................................................................................... Member

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Tim Manley .................................................................................................................... Member Gord McClure ................................................................................................................ Member Andrea McLeod ............................................................................................................. Member Doug McRonney ............................................................................................................ Member Peter Milczyn .................................................................................................................. Member Leo O'Brien .................................................................................................................... Member Gerri Lynn O'Connor ...................................................................................................... Member Mathew Rossi ................................................................................................................ Member Ted Rouse ..................................................................................................................... Member Natalie Salkauskis ......................................................................................................... Member Brittannie Semper ........................................................................................................... Member Joe Silva ........................................................................................................................ Member Allan Thompson ………………………………………………………………………………… Member Eniana Vrenozaj ………………………………………………………………………………… Member Clint Wilson . . . .………………………………………………………………………………… Member

Welcome RES.#12/13 Minutes Moved by: Chris McGlynn Seconded by: Jim Laird THAT the Minutes of Meeting #2/13, held on September 13, 2013, be approved.

CARRIED

Presentation: Greenbelt Trail: Etobicoke Creek Connection – Shelley Petrie, Program Director, Friends of the Green Belt Foundation. Friends of the Greenbelt Foundation and the Waterfront Regeneration Trust are planning to create a cycling route through the Greenbelt area around the GTA. The route will be 600 kilometres and will follow pre-existing roads through mostly rural areas. It is expected to open in 2015.

RES. #13/13 Peel Region Channel Remediation Strategy – Spring Creek Pilot

Moved by: Rosemary Kennan Seconded by: David Laing

THAT the staff report on the results and recommendations of the Peel Region Channel Remediation Strategy: Spring Creek Pilot Project be endorsed with support for implementation in Spring Creek;

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THAT a copy of the report be forwarded to the Brampton Etobicoke Creek Project Team;

AND FURTHER THAT previously selected members of the Etobicoke Mimico Watersheds Coalition continue to assist TRCA Staff and provide input and direction towards the implementation of the Peel Region Channel Remediation Strategy.

CARRIED BACKGROUND Many sections of watercourses within the Region of Peel have been channelized with concrete lining or other hard bed and bank treatments. While this past approach was intended to improve the conveyance capacity of streams, current knowledge indicates this treatment is detrimental to the overall health of the aquatic system. The end of the design life of many of these channels is approaching with some major failures already experienced. In time, failing channels can lead to uncontrolled and extreme erosion that may place property and infrastructure at risk as well as contribute to local flooding. In anticipation of weather systems increasing in intensity within southern Ontario, the rate of deterioration may accelerate; sections of concrete that were integral in 2012 were severely damaged during the July 8, 2013 storm event.

RES. #14/13 Sustainable Neighbourhood Retrofit Action Plan

Moved by: Suzanne Barrett Seconded by: Bob Noble

THAT the Sustainable Neighbourhood Retrofit Action Plan (SNAP) update be received for information; AND THAT Coalition members residing in the cities of Mississauga and Brampton promote the program activities through their networks and participate as appropriate in the implementation of SNAP program within the Etobicoke and Mimico watersheds; AND FURTHER THAT a copy of this report be forwarded to the Brampton Etobicoke Creek Project Team for information.

CARRIED BACKGROUND The SNAP projects represent an innovative model for sustainable urban renewal. SNAPs are plans for measurable environmental improvement and community transformation that align with local community interests and implementation challenges. The plans address the multiple objectives of municipalities, TRCA and other partners. With this in mind, municipal departments and a wide range of community partners are involved in the planning process through a variety of forums. The pilot SNAP was initiated in 2009 in Brampton and a new SNAP was launched in 2012 in the City of Mississauga.

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RES. #15/13 PPG Strategy Update and Membership Campaign

Moved by: David Thomas Seconded by: Kaitlyn Kennedy

THAT the Partners in Project Green Strategy Update be received as information;

THAT members of the Coalition reach out to area businesses and encourage them to become members in Partners in Project Green; AND THAT staff eve directed to bring regular program updates to the Watershed Coalition; AND FURTHER THAT the chair and vice-chair be invited to participate in Partners in program Green stakeholder meetings and events as appropriate.

CARRIED

BACKGROUND Partners in Project Green: A Pearson Eco-Business Zone was developed by the Greater Toronto Airports Authority (GTAA), the Region of Peel, City of Toronto, City of Brampton, City of Mississauga and Toronto and Region Conservation Authority (TRCA) to transform the lands surrounding Toronto Pearson into an internationally recognized community of eco-friendly businesses. The Partners in Project Green Steering Committee was first established in 2008 in response to a recommendation in the approved Partners in Project Green: A Pearson Eco-Business Zone Strategy, 2008. Since then, the Steering Committee has completed two very successful terms during which members have provided exceptional support and service to the Pearson Eco-Business Zone. RES. #16/13 Coalition Meeting Schedule 2014

Moved by: Brian Bailey Seconded by: Ron Fay

THAT the meeting dates for the Etobicoke-Mimico Watersheds Coalition scheduled for 6:00 p.m. on the following dates be approved; AND FURTHER THAT the meetings be held at the Black Creek Pioneer Village, unless otherwise noted. 2014 DATES #1/14 Thursday, March 20, 2014 #2/14 Thursday, June 19, 2014 #3/14 Thursday, September 18, 2014 #4/14 Thursday, December 4, 2014

CARRIED

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RES. #16/13 Future Options For Toronto Water Capital Funding – Water, Wastewater,

Stormwater, Infrastructure and Services

Moved by: David Laing Seconded by: Al Farrugia

THAT a brief overview on the City of Toronto Water financing be received for information; AND FURTHER THAT the Planning and Policy Team collaborate with other TRCA watershed groups to provide input to the City of Toronto on the next round of public consultation on stormwater financing. BACKGROUND Every day, Toronto Water provides safe drinking water for 3.4 million residents and businesses in Toronto and portions of York; safely treats wastewater from 2.8 million residents and businesses in Toronto and a portion of Peel; and provides stormwater management to protect private property and the environment. In addition to these services, Toronto Water also manages several capital projects related to wet weather flow management including addressing issues related to combined sewer overflow. RES. #17/13 Watershed Champion Recognition

Moved by: Chris McGlynn Seconded by: Ron Fay

THAT that staff report on Watershed Champion Recognition for Etobicoke-Mimico Watershed Coalition 2013-2015 term be received; THAT Bob Noble be recognized as the 2013 Watershed Champion for his contribution to Coalition work within the City of Brampton and specifically on the Heart Lake Road Ecology Monitoring Project; AND FURTHER THAT Coalition members nominate candidates from the Coalition and Project Teams who have significantly contributed to the mandate of the Etobicoke-Mimico Coalition. BACKGROUND TRCA has a Service Recognition Award Program that recognizes annually Authority members, CFGT members, members of TRCA’s watershed councils, TRCA staff and volunteers, based on years of service.

The Watershed Champion Recognition has been instituted by the Etobicoke-Mimico staff to laud the efforts of Coalition members on a regular basis.

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RES. #17/13 Heart Lake Dragon Boat Festival Wrap Up Report

Moved by: Dennis Bradley Seconded by: Susan Jorgenson

THAT staff report on the 2013 Heart Lake Dragon Boat Festival be received for Etobicoke-Mimico Watersheds Coalition information; THAT the organizing committee for the 2013 Heart Lake Dragon Boat Festival be thanked for hosting a successful event; AND FURTHER THAT members of the Coalition be encouraged to participate on the planning committee for the 2014 Heart Lake Dragon Boat Festival.

Project Team Updates

To provide Project Team Updates to Coalition members. THAT the following Project Team verbal updates and minutes be received for information:

o Brampton Etobicoke Creek Team;

AND FURTHER THAT Project Team updates be brought back to the Etobicoke-Mimico Watersheds Coalition.

7.1 Brampton Etobicoke Creek

David Laing is seeking support from the Coalition to approach the City of Brampton to change the classification of Heart Lake Road. There will be a meeting in February with the City to address this. A request came from the Coalition that staff report back after the next BPAC meeting. The Planning and Policy Team will be asked to write a letter on behalf of the Coalition to support the change in designation.

Moved by: Suzanne Barrett Seconded by: Bob Noble

David Laing is moving ahead with the Bike the Creek event.

TERMINATION ON MOTION, the meeting terminated at 9:00 p.m. on April 25, 2013. Adele Freeman_________________ Brian Denney__________________ Director, Watershed Management CEO/Secretary-Treasurer /cb

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Etobicoke-Mimico Watersheds Coalition

Meeting #1/14

Thursday, March 20, 2014 6:30 – 9:00 p.m.

GTAA Admin Building

3111 Convair Drive Mississauga, ON

*Dinner for coalition members and staff liaisons will be served at 6:00 p.m.*

AGENDA

Page 1. Call to Order

2. Welcome and Introductions

3. Disclosure of Pecuniary Interest and the General Nature Thereof

4. Presentation (25 minutes)

City of Mississauga Stormwater Utility Program (as per Item 5.1) – Lincoln Kan, Manager, Environmental Services and Jeremy Blair, Storm Drainage Programming Engineer

5. Items for Coalition Action

5.1 City of Mississauga Stormwater Utility Program

5.2 The Valleybrook Stewardship Project and Greening Your Grounds – A Homeowners’ Guide to Stormwater Landscaping Projects - Sabrina Selvaggi (45 minutes)

5.3 The Living City Policies for Planning and Development of the Watersheds of Toronto and Region Conservation Authority - Chandra Sharma (5 minutes)

5.4 Etobicoke-Mimico and Partners in Project Green Spring-Summer Events - Joanna Parsons (5 minutes)

6. Project Teams and Sub-committee Verbal Updates (15 minutes)

6.1 Lower Etobicoke Team (Brian Bailey)

6.2 Lower Mimico Team (Dennis Bradley)

6.3 Brampton Etobicoke Creek (Chris McGlynn)

6.4 Marketing and Communications (Eddie Colacchio)

7. Municipal Environmental Action Committee Updates (5 minutes)

7.1 Brampton Environmental Planning Advisory Committee

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8. Items for Coalition Information (5 minutes)

8.1 TRCA Board Report, Meeting #11/13, January 31, 2014 - Downtown Brampton Special Policy Area Comprehensive Policy and Boundary Update

8.2 TRCA Board Report, Meeting #11/13, January 31, 2014 - Erosion Management for the July 8th Severe Weather Event - Update

8.3 TRCA Authority Report, Meeting #11/13, January 31, 2014 - Extreme Weather Events: Assessing the 2013 Ice Storm

8.4 An email dated January 30, 2014 to TRCA Board from Mr. Franz Hartmann, Executive Director, from Toronto Environmental Alliance: Urban River Valley Designation for the Don, Humber and Etobicoke Creek Valley Systems

9. New Business and Good News Stories

9.1 TD Friends of the Environment Grant Due Dates: July 15, 2014, Oct 15, 2014, Feb 15, 2015

10. Adjournment

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Google Drive Etobicoke-Mimico Watersheds Coalition

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What is Google Drive?

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Any Where Access and Collaboration

Documents are saved online and can be accessed from any computer with an Internet connection.

If you upload files from compatible

programs like Microsoft Word or Excel, you can even use Google Docs to edit them. Collaboration: Multiple people can

work together on the same document. No need to email documents back and forth.

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Converting Files to Google Docs Format

If you are uploading files that you plan to edit online, you will need to convert them to Google Docs format.

Converting allows you to edit a file and to collaborate with others easily. Only certain file types, like MS Office files and PDF documents can be converted to Google Docs format.

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Automatically Saves Changes

Google Docs saves

automatically, on a

regular basis. Each

change is tracked as a

new revision.

You can see exactly

what’s been revised, by

whom, and when.

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Add Collaborators to Documents

After a person invites

you to their documents

you can review and

comment on their work

at any time.

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To Upload Files

Locate the file on your computer that you wish to upload to your Google Drive. Click, hold and drag the file to the Google Drive folder. The file will appear automatically on your Google Drive and the file is no longer stored on your computer. Now you can access the file from anywhere by signing in to your Google Drive.

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To Open a File

Whenever you want to view a file in your Google Drive, you can open it directly from your Google Drive folder.

Simply double-click a file to open it. If the file is in Google Docs format, the file will open in a new browser window.

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To Upload a File on the Web:

While viewing your Google Drive, locate and select the Upload button.

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Select Files . . . from the drop-down menu.

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The Upload settings dialog box will appear, which allows you to choose your conversion settings:

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Google Drive and Docs - Sharing and Collaborating

Google Drive makes sharing your files simple and easy. In addition, Google Docs allows multiple people to edit the same file, allowing for real time collaboration.

You can have:

Files you keep private;

Files you let others edit;

Files you share publicly and don't let others edit; and

Files that others share with you.

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To Share a File with a Limited Group of People

Locate and select the file you wish to share.

The file action buttons will appear at the top of the page. Click the Share button.

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The Sharing settings dialog box will open. In the Add people: box, type the email addresses of the people you'd like to share the file with.

Click the drop-down arrow next to each person's name to decide whether they can edit, comment on, or just view the file. Remember, only files in Google Docs format can be edited online by different people.

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Google Drive calls the people you share files with editors. By default, editors are allowed to invite new people to access the file. If you want, you can prevent this by clicking [Change]. A second Sharing settings dialog box will appear.

Select Only the owner can change the permissions. Then, click Save to return to the first dialog box.

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Click Share & save. Your file will be shared.

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Collaboration Tools

Whenever you share a file in Google Docs format, you'll have the option to allow your co-editors to change and edit that file.

Google Docs offer several tools that enhance collaboration by making it easier to communicate with your co-editors and to see which changes have been made and by whom.

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Spreadsheets and Presentations

Not Just Documents

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Spreadsheets

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Presentations

Import existing PowerPoint presentations or create new ones from scratch.

Insert images and videos, and format your slides to fit your preferences.

Publish and embed your presentations in a website, allowing access to a wide audience.

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Drive

Etobicoke-Mimico Watershed Coalition

(Adapted from Google Drive for Academics available at

https://docs.google.com/document/d/1HVBqOB26dKpeImV6sRDGWvPuPuO5nTVoJqJxORq0N20/edit?pli=1)

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Table of Contents Accessing Google Drive ............................................................................................................. 3

Signing Up for Google account .................................................................................................. 4

Introduction to Google Docs ....................................................................................................... 5

Adding file to Google Drive ........................................................................................................ 6

Convert uploaded document to Google Docs ............................................................................. 8

Share Documents with Others ................................................................................................... 9

Collaborate With Other Editors ..................................................................................................14

Collaborate With Other Commenter ..........................................................................................16

Figure Table of Contents

Figure 1 Accessing Google Drive from Chrome home page. ...................................................... 3

Figure 2 Accessing Google Drive via the URL............................................................................ 3

Figure 3 Google Drive welcome page ........................................................................................ 4

Figure 4 Registration Completed ................................................................................................ 5

Figure 5 Our Google Drive Page ................................................................................................ 6

Figure 6 Uploading existing file onto Google Drive ..................................................................... 7

Figure 7 File uploaded complete ................................................................................................ 7

Figure 8 Upload file appear in file list ......................................................................................... 7

Figure 9 Word file uploaded onto Drive ...................................................................................... 8

Figure 10 Converting Word document to Google Docs .............................................................. 8

Figure 11 Original Word document alongside its converted counterpart ..................................... 9

Figure 12 Sharing document with other editors .......................................................................... 9

Figure 13 Sharing settings panel ...............................................................................................10

Figure 14 Sharing settings for the document .............................................................................11

Figure 15 Adding a collaborator to document ............................................................................11

Figure 16 Adding a Commenter to a Google Document ............................................................12

Figure 17 Completed sharing setting .........................................................................................13

Figure 18 Settings for what editors can do ................................................................................13

Figure 19 Editor will see that a new document has been shared ...............................................14

Figure 20 Shared file open in Google Docs ...............................................................................14

Figure 21 Message sent by editor appeared at the top of the document ...................................15

Figure 22 Chat panel allows collaborators to discuss content of the document .........................15

Figure 23 Google Docs interface for commenter .......................................................................16

Figure 24 Insert comment button ..............................................................................................16

Figure 25 Comment panel .........................................................................................................17

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Accessing Google Drive

There are few methods in which we can access the Google Drive; the easiest way is by using a

Chrome browser. In Chrome, we click on a new browser or a new tab, we will be presented with

the following page. Just click on the Google Drive logo and we will be directed to Google drive

website.

Figure 1 Accessing Google Drive from Chrome home page.

If we do not have a Chrome browser then we can access Google Drive by entering the following

URL on our browser, http://drive.google.com.

Figure 2 Accessing Google Drive via the URL

Or we also just Google for “Google Drive”, which should also bring us to the following page:

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Figure 3 Google Drive welcome page

In order to use Google Drive, we are required to have a Google account. If you already own a

Google account then just continue with signing in, for those of us who is yet to create an

account, we will continue with signing up for Google account.

Signing Up for Google account

On the Google Drive welcome page, there is a bright red button up on the top right corner with

the words “SIGN UP”, click on the button to create your account. We should get the following

page.

Just fill in the required information, note that all the information is required

except for the field “Mobile Phone” and “Your current email address”. Both

these fields will only be used for security purposes such as when you would

like to prove that you are the owner of the account.

There are cases where an account was hacked. In order to get the account

back, Google would ask you to verify that you are the owner by sending

messages or an email to the phone number and email address provided.

It is recommended that you fill in both these two fields but it does not have

to be filled during registration and you can always fill them up later.

Another important option is the link “I would like to use my current email

address”. By default, when you would like to get a Google account, Google

will provide us with a Google mail account (Gmail account). This is an email

account with the gmail.com domain at the end.

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We are recommending new user, who does not have any Gmail account to get your own Gmail

account. The reason is simple, later on when we are using Google apps such as Google Drive,

periodically Google will sends us some notification about our account. Let’s say there is

someone who commented on our shared documents, we will receive email notification about

that, or if someone edited our documents, we will receive email notification about that too. So it

is better that this email is delivered to other email account so that it does not interfere with our

email account at work.

Once we have completed the form, please make sure you tick on the checkbox with the text:

“I agree to the Google Terms of Service and Privacy Policy”

or you will not be able to submit. Verify that all information is correct and submit the form. We

should get the following page. Click on the “Back to Google Docs” button to get started!

Figure 4 Registration Completed

Introduction to Google Docs

Google Docs is an online version of Microsoft Word, PowerPoint and Excel. In Google Docs

they are called Google Document, Spreadsheet and Presentation.

After we complete our registration we will be directed to the following Google Drive page:

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Figure 5 Our Google Drive Page

In Figure 4 we can see that Google Drive panel is divided into three parts. On the left is the

folder view which shows any files shared with us, starred files and recently modified files. At the

top is the menu bar which contains options such as creating new folders, sorting files, viewing

options, as well as settings. The centre is the area where files in the Drive will be display, but

since we do not have any files yet, this is shows information about Google Drive.

Adding file to Google Drive

There are two methods in which files can be created in the Drive. The first method is by

creating an empty file from scratch. This can be done by simply clicking on the “CREATE”

button. The second method is by uploading an existing file onto Drive and editing it afterwards.

To add existing file to Google Drive, click on the hard disk with arrow up button beside create

button, and choose files.

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Figure 6 Uploading existing file onto Google Drive

We will be presented with an upload file panel. Browse for the file that you would like to upload,

click on the file and choose upload. Once completed we should get the panel such as figure

below:

Figure 7 File uploaded complete

Click close (x) on the upload panel and we should see the file in our drive main page.

Figure 8 Upload file appear in file list

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Convert uploaded document to Google Docs

Notice that when we uploaded the file, the file has the icon W at the side of its file name. This

means that the file is still a Word document and not a Google Docs document. Bear in mind that

we can only do editing on a Google Docs file and not on a Microsoft Word document. Try and

click on the file just uploaded to view the content of the file.

Figure 9 Word file uploaded onto Drive

Notice that when a document is in its original form, we are unable to edit the document. To

make the document editable, click on File > Open with > Google Docs.

Figure 10 Converting Word document to Google Docs

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This will save the original file as Google Docs and open up the file in a separate editor. We will

now be able to make changes to the file. Let us close the editor and go back to our Google

Drive home. Notice that now in our file list there are two files, the uploaded Microsoft Word file,

and the converted Google Document file.

Figure 11 Original Word document alongside its converted counterpart

As can be seen in Figure 10, although we converted the uploaded Word document into Google

Docs, the original file is not modified and still exist in our drive. Click again on the Google Docs

to do some editing on the file.

Share Documents with Others

One of the most powerful features of Google Docs is that it is a collaborative tool. Google Docs

allows us to have multiple people editing the same files at the same time and ensure that all

modification can be seen by all editors. This is useful when we have a single document that

requires multiple input from different users for example program agenda.

To share a document, follow these steps:

1. Click on the document that we would like to edit.

Figure 12 Sharing document with other editors

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2. Click on the Share button (refer to Figure 11)

3. A “Sharing settings” panel will appear.

Figure 13 Sharing settings panel

“Link to share” is the URL that will be sent to the people that we want to collaborate with on the

document. The URL for the document can be made public (i.e., we can put it on a website)

because only those who have been granted access can view the document.

Under section “Who has access”, it shows two pieces of information. The first information shows

the sharing settings of the document, currently there are three settings options available:

Public on the web: This means that document is searchable on the Internet. Anyone who

manages to find it, modify the document.

Anyone with the link: Document will not be searchable, only those who have the link can

access the document.

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Private: Only people explicitly given access can access the document. Users are

required to sign-in to access the document.

Figure 13 shows the sharing settings.

Figure 14 Sharing settings for the document

If the document is marked as private then we must explicitly specify who can access the

document.

4. Add people as collaborator (editor)

To add collaborators, we need to insert their email address in the Add People field. We can add

as many collaborators up to the maximum of 200 peoples.

Figure 15 Adding a collaborator to document

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Enter one of your partner email address and then click Share and Save. If you would like to

send your partner an email, please do not forget to tick on the “notify people via email” option,

otherwise we will have to manual email our partner the link.

5. Add people as collaborator (commenter)

There are times during collaboration where we would like some people to be able to view the file

but does not modify the file. That person is a commenter. They are allowed to view the file and

leave comments about the content of the file. To add a commenter, the step is similar to adding

and editor, except when entering and email address, we click on the “can edit” link and change

it “can comment”.

Figure 16 Adding a Commenter to a Google Document

Click on Share and save. The collaborator will get an email saying that we would like them to

review our file.

This is the power of Google Docs. We have great control over who can access the file and what

they can do with the file. A feature that currently is not available elsewhere.

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Once we are finish, verify the list of people that we have allowed access to the file.

Figure 17 Completed sharing setting

Click on Done so that the file can now be accessed by others collaborators.

There is one important option worth mentioning. When we add an editor as a collaborator, an

editor can also add others collaborators and modify the permissions of the file. If the owner

would like to set so that no other person can add new collaborators, click on the “change” button

beside the “Editors will be allowed to add people and change the permissions” options.

Figure 18 Settings for what editors can do

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Usually we will choose the option “only the owner can change the permissions.”

We have now completed adding collaborators to our Google Docs document.

Collaborate With Other Editors

In the previous section we have covered how Google Docs can be shared with other people and

how they can be assigned as editor or commenter. We will first look at the role of editor first.

When an editor logs into their Google Drive account, and clicks on “Shared with me”, they will

see that a new document has been shared with them. At this point though, the user will only

know that there is a file being shared but do not know what is the access given to them.

1. Login into your Google Drive account and you should see a shared file.

Figure 19 Editor will see that a new document has been shared

2. Click on the file name to open the file in Google Docs.

Figure 20 Shared file open in Google Docs

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Notice that when the file is opened, you get to see all of the buttons required for editing such as

Bold, Italics and underline. This indicates that you are assigned as editor and you are allowed

to edit the file.

Since Google Docs is a real-time document collaboration tools, others collaborators may view

and edit the file at the same time as you are. If there are other collaborators online, Google

Docs will show the number of users currently viewing the file under the Comments button.

In Figure 19 we can see that there is one other person viewing the file. This means we can click

on the link and have a chat with the other person.

You can click on the link and send the other person a message.

In figure 21, we can that an editor sent a message to the document owner and the owner can

read the message.

Figure 21 Message sent by editor appeared at the top of the document

4. Click on the message to reply.

This will open up a new chat panel that allows both of you and the other collaborator to

exchange messages and discuss matters related to the document.

.

Figure 22 Chat panel allows collaborators to discuss content of the document

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Collaborate With Other Commenter

Unlike editor, a commenter is not allowed to modify the file but can only view the file and add

comment. Here is an example view for a commenter

Figure 23 Google Docs interface for commenter

Notice that the menu bar does not have any control buttons. There are two buttons - print and

add new comment. Note: it is advisable for the commenter to highlight the text or area in which

the comment will be applicable.

Figure 24 Insert comment button

When the Insert comment button is clicked, a comment panel will appear beside the document

and allow the user to add a comment (Figure 23).

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Figure 25 Comment panel

To comment, just type in message in the text field and click Comment. Since this is a real-time

collaboration tool, if the owner of the file is online he/she will also able to see the comment.

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