Collaboration

Sprint 1.2 Collaboration

Unit 1 Technology, IP and Security

DigiChamps | Level 10

Learning Objectives

●collaborate with Google Drive;

●collaborate with Google Docs;

●collaborate with Google Meet ;

●collaborate with Google Groups.

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Outline

●Explore about the concept of collaboration and project management.

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With the advancement in technology and the rise in the remote work environment, a team of
professionals can coordinate with each other and work together virtually on a project using
various online collaboration tools. For instance, a team of software developers use platforms
like GitHub to collaborate on a codebase, simultaneously communicating via messaging apps
like Google Chat or Microsoft Teams.

Most remote-working professionals also use video conferencing tools, such as Zoom or
Google Meet, to conduct virtual meetings and brainstorming sessions, and cloud storage
platforms, such as Google Drive or OneDrive, to store and share documents, files, and
project-related materials.

In this sprint, you will learn about the concept of collaboration and the use of tools like Google
Drive , Google Docs , Google Meet , and Google Groups in collaboration and project
management.

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Multiple Choice

A team of software team of software  developers use platforms like ______to collaborate on a codebase

• GitHub

• Google Chat or Microsoft Teams.

• Zoom or Google Meet

• Google  Drive  or OneDrive

Multiple Choice

communicating via messaging apps like 

• GitHub

• Google Chat or Microsoft Teams.

• Zoom or Google Meet

• Google  Drive  or OneDrive

Multiple Choice

Most remote-working professionals also  use video conferencing tools, such as 

• GitHub

• Google Chat or Microsoft Teams.

• Zoom or Google Meet

• Google  Drive  or OneDrive

Multiple Choice

to conduct virtual  meetings and brainstorming sessions, and  cloud storage platforms, such as 

• GitHub

• Google Chat or Microsoft Teams.

• Zoom or Google Meet

• Google  Drive  or OneDrive

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Collaboration tool and its purpose

Collaboration tool and its purpose

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A collaboration tool is an application or a feature that enables two or more concurrent users to
work simultaneously on a task. It refers to programs and services used by organizations that
allow team members to contribute to, edit, and comment on documents. It also has chat and
video services that allow employees to meet online to share ideas or work jointly on projects.
Online collaboration tools enable a team to work together seamlessly and effectively, despite
being geographically dispersed.

They can track progress, share feedback, and stay connected in real time.

Multiple Choice

What is the definition of collaborative tools?

• A technology tool that enables people to work together to achieve a goal

• work carried out by a group of people

• collaborative music

• online learning in the class

Consider the following situation. Rick got selected for an annual inter-school tech fest hosted
globally. He had to work in a group of eight people, all of whom belonged to different
locations, to create a project on artificial intelligence. The team planned to make a chatbot.
Let's help Rick and his team plan to collaborate in order to share information, brainstorm and
finish the project before the deadline.

We will start by putting together a list of some of Google's most popular remote collaboration
tools.

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Collaborating with Google Drive

Rick’s team can share files quickly and safely on Google Drive . By signing in to their Google
account, they can access a shared file on Google Drive from anywhere and on any device.
The files can be organized in folders so that everyone on the team knows where to locate a
certain document.

Uploading a file to Google Drive

To upload a file to Google Drive from your computer and share it with others, follow the
steps mentioned below:

Step 1: Visit https://drive.google.com. Login to your Google account.

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To collaborate

with Google Drive

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To learn how to collaborate with

Google Drive and Google Docs, scan

the QR code or access the link.

Step 2: Choose New in the upper left corner of your screen and click on File upload .

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Step 3: Select the file you want to upload. Click Open.

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Google Drive will take a few moments to upload the file, depending on its size.

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Sharing on Google Drive

You can share files and folders on Google Drive with multiple people. Follow the steps below
in order to learn to do so.

Step 1: Click once on the file or folder you want to share. Click on More actions, represented
by three dots on the top right corner of the selected file. A dropdown will appear.

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Step 3: A Share dialog box will pop up on your screen. In the text box, enter the email address
of the individuals you want to share the file with. You can add a mailing list, a single
individual, or a contact, depending upon your requirement.

Under the General access category, select Restricted or Anyone with the link option to
apply the accessibility setting. You can also click on the Copy link option to share the link for
the file with the rest of the team.

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Collaborating with Google Docs

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Collaborating with Google Docs

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If Rick sends the project report separately to each of his team members by email and they
send back four different files with their suggestions and changes, it will be difficult for Rick to
merge all of the changes in a single document. This problem can be solved using Google Docs
. A single file can be shared with different people, and all of them can collaborate on it. Some
of the useful features of Google Docs are listed below:

● It is simple to learn and easy to access.

● Allows real-time co-editing.

● Google Drive allows safe, shared storage with access from anywhere.

● Editing and viewing permissions can be modified. Let’s help Rick manage real-time
collaboration using Google Docs.

Co-editing in real-time

Open a shared Google Doc where others are currently working. You will be able to see where
the other members are working as their cursor highlights the area where the edits are made.
The changes already made will also be of the same color as any other changes they are
making.

Based on this feature, the entire team can manage and make the work more productive at the
same time. Adding a comment All collaborators with editing rights can add comments and
reply to them in Google Docs . They can also read each other’s comments. Comments can be
added to any text or image.

Step 1: Select the text or image to be commented on.

Step 2: Click on the Add comment icon ( ) that appears on the right of the document.
Alternatively, use the right click menu. The comment box will appear. You can type the
comment there and click on Comment.

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Adding a bookmark to the document

When dealing with long documents, bookmarks can help to navigate to specific positions. If
there are various sections written by each of the collaborators, adding specific bookmarks
helps to easily access a particular section. To add a bookmark , select the text and choose
Bookmark from the Insert menu. A blue ribbon icon will appear near the selected text
showing the Bookmark.

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Version history

To save the work automatically during the online mode, Google Docs uses a special feature
called Version history . As soon as you start to type, the tool saves the work, and you get to
check the last edit’s time just above the toolbar. You can access the Version history by
clicking on the history icon ( ).

The entire version history of the document appears on the right side of the screen.

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Each version displays a unique draft and the name of the contributors who contributed to
creating the document.

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Collaborating with Google Meet

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Collaborating with Google Meet

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Rick and his team members have reached the final stage of discussion for their assigned
project work. They want to have a detailed discussion regarding each of their contributions to
the project. Rick, being the team leader, decides to have a virtual team meeting so that all of
them can talk, discuss and provide feedback to each other. Let’s help Rick and his peers
accomplish this using Google Meet.

Google Meet is an excellent option for:

● organizing a meeting online;

● spontaneously check-in with team members;

● collaborating with co-workers.

To collaborate

with Google Meet

go.qubitscs.com/UCB6

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To learn how to collaborate with
Google Meet, scan the QR code or

access the link.

To create Google

Groups

To learn how to create Google

groups, scan the QR code or access

the link.

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Step 1: Go to https://apps.google.com/meet/ and sign in to your Google account.

Step 2: Click the Meet icon on the top right corner. There are two options available:

● to start a new meeting;

● to join a new meeting.

Step 3: To start a new meeting, click on New meeting.

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Step 4: You will see the options to schedule a meeting for later, start a meeting instantly, and
schedule one in Google Calendar. Choose whatever is most convenient for you.

1. Create a meeting for later

If you choose this option, a meeting link will appear. You can copy the link and share it with
the participants. Just by clicking on the link everyone can join the meeting at the scheduled
time and date.

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2. Start an instant meeting

If choose this option, it will redirect you to the meeting window. On the left side, you will see
the meeting link that can be shared with others for them to join. You can also add the email
IDs of guests directly by clicking on Add others.

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3. Schedule in Google Calendar

If you choose this option, you can use Google Calendar to schedule a meeting. You can set the
title of the meeting, time, time zone and add the email IDs of the guests you want to invite.
This will send an email invitation to all the guests at the same time. Once they accept the
invite, the meeting link will be visible on their Google Calendar . A reminder notification will
also be sent to them by Google Calendar prior to the meeting time.

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Collaborating with Google Groups

Collaborating with Google Groups

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Rick and his team members now want to create groups amongst themselves to rehearse their
presentations. Let's help Rick and his members create a Google Group.

Step 1: Go to https://groups.google.com and login to your Google account.

Step 2: Choose Create group to create a new group.

Step 3: Enter the Group name, Group email, and Group description to describe the group.
Then click on Next .

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Step 4: In the Choose privacy settings dialog box, you can access some important features.
Step 5: Click Next to proceed to the next screen.

Step 6: Add the users whom you want to access the group in the Add members section.

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Step 7: Click on the Create group button. Here the group Chatbot creators is created with
the list of invited members.

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Master Challenges

Challenge 1

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Create a document on Google Docs on the topic The Impact of Social Media on Our Lives.

1.Share it with your team members (a group of five) via a link.

2.Ask them to contribute some points regarding the topic in the same document via co-
editing, in the same time frame.

3.Ask for constructive feedback from your team members regarding your work via
comments. Use the tagging feature to tag your fellow members.

4. Add a bookmark to the document to allow the team members to view the specific

location of the article.

Challenge 1 - Solution

A sample solution is given below:

1.Open a blank Google document.

2.Write an article on the impact of social media on our lives in Google Docs.

3.Click on Share button on the top right corner of the document.

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4. A pop up will open as shown below.

5. Mention the name of the members with whom you want to share this file.

6. You can also copy the link and share that link with the members using copy link button located at
the bottom left corner of the pop up.

7. After sharing the document, your team members will be able to see and edit that document.

8. As you can see in the image below, multiple members are editing the file. Different colored cursor
denotes different members.

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9. Different members can add their suggestions in the form of comments. To add a comment,
select the text and add a comment as shown in the following image.

10. You can also tag other members by typing their email id in the comment box. Type @
followed by the email address of the member whom you want to tag in the document.

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12. You can also add a bookmark in your document to allow the team members to view the
specific location of the article.

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In this way, you can collaborate with your friends using Google Docs.

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Challenge 2

Sana’s school is organizing a hill trek for the coming weekend. Thus, the guide of the trek, Ms.
Alia, has decided to meet with all the participants' parents and share some guidelines
regarding the upcoming events. However, due to time constraints and an extremely busy
schedule, few parents are unable to attend the meeting. So, Ms. Alia has decided to host a
Google Meet and share a document in Google Docs with them, explaining the required
information. Parents can join the meeting as per their convenience. Help Ms. Alia execute the
following:

1.Launch a video meeting on Google Meet from the document created in Google Docs .

2.Invite the participants’ parents to the meeting on Google Meet .

3.Share screen to present the doc file she created and discuss other necessary
requirements for the trek.

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Challenge 2 - Solution

A sample solution is given below:

1.Open the file “Guidelines for the trek”. Click on the video button located in the top right
corner of the document to launch a video meeting on Google from the document.

2.Click on Start a new meeting.

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3. A video meeting will start.

4. You can now add other members to the video meeting by sharing the link to the call.

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5. After you share the link, the members can join the video call by clicking on that link.

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6. You can then start presenting by clicking on the present button located at bottom right of
your screen.

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Challenge 3

Eva’s teacher, Mr. Jon, has asked the class to prepare a document on the Importance of
Collaboration during the summer break as an assignment. He has divided a class of forty
pupils into four groups, each containing ten students, to perform this assignment as a group
activity. Help Eva and her classmates to create four distinct Google Groups , containing ten
students each. Add a proper name and a description to each of the groups along with the
email addresses of all the members.

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Challenge 3 - Solution

A sample solution is given below:

1.Login to your Google account and click on the Google apps icon located at the top right
corner. From the list choose Groups option.

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2. When you click on Groups, you will get the following screen.

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3. Click on create group.

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4. Add a proper name and description of the group and click next.

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