Organize Documents with Collections

Google Docs allows users to store and organize documents or items in collections which are similar to Folders except they act more like tags used in Gmail. Different collections will be listed under My Collections in the Navigation Panel. The advantages of using collections are to help organize documents which are in the same category so that they can be easily found and share to other people

  • In the Documents List, collections will be notated with the folder icon

  • To view the contents of collections, click on a desired collection under My Collections in the Navigation Panel

 

Create Collections

1.   Click on Create New button under Google Docs icon and select Collections from the drop down menu

2.   Enter the name of the new collection in the blank field in the Rename box and click OK button

 

Add Color to Collections

1.   From the Navigation Panel, right click on the new collection, go to Change Color

2.   Select a desired color on the list to apply for the collection label

 

Create Sub-collections

1.   From the Navigation Panel, do one of the following:

  • Click on the down arrow next to the name of a collection that you would like to add a sub-collection, go to Create new > click Collection > enter the name of the new collection in the blank field in the Rename box > click OK button

  • Select a collection under My collections that you want to add a sub-collection > click Add new collection button  above the Documents List > enter the name of the new collection in the blank field in the Rename box > click OK button

NOTE:

  • Click on My Collections to see all of collections but not sub-collections
  • Click on a collections to see what’s in that collection and the sub-collections

 

Add Items to a Collection

Do one of the following:

1.   Drag and drop the item from the Documents List to the desired collection

2.   Select the item(s) in the Documents List by checking the box next to its title > click the Folder icon  above the Documents List > select the collection(s) you’d like to store your items > click Apply changes

 


 

Move a Collection to Trash

1.   From the Navigation Panel, right click on the collection and select Move to trash on the list

2.   The collection and its sub-collections will be moved to the Trash. However, the files that were in that deleted collection have not been deleted; they just have the collection tag removed from them

 

Recover a Collection

1.   Click Trash in the Navigation Panel

2.   Select the collection(s) in the Documents List by checking the box next to its title

3.   Click Restore button   above the Documents List

NOTE   The collection will be restored to your My Collections list, and will contain any items that had been stored in the collection

 

Delete All Items Permanently

1.   Click Trash in the Navigation Panel

2.   Select the item(s) in the Documents List by checking the box next to its title

3.   Click Delete forever button  above the Documents List

 

Share Collections

  • Sharing collections is helpful in working on a project with someone because all of the applicable docs are put in a certain collection instead of individually sharing each doc and shared as a whole collection
  • The shared collection will be indicated with the shared folder icon next to its name

 

Share a Collection

Do one of the following:

1.   From the Navigation Panel, click My collections

2.   Right click on the collection that you would like to share

3.   Click Share…

4.   In the Sharing Settings dialog box, do the following:

  • In Add people box, enter the email address whose will be added  to share the collection
  • Click on Can edit button and select either as Can edit or Can view to set the access permission for the person to the shared collection
  • If desired, select Notify people via email check box, and the click Add message link to enter a memo to send to people you would like to share your collection with
  • Click Share & save button 

 

Change the Visibility of a Collection

1.   From the Navigation Panel, click My collections

2.   Right click on the shared collection > choose Share 

3.   In the Sharing settings dialog box, click on Change link

4.   Select a desired visibility option under Visibility options > click Save