Unit 5: Data Collaboration
In this unit, we explore Google Drive and Microsoft OneDrive. Google and Microsoft have made it easy for coworkers and friends to work together "in the cloud" to collaborate on online group projects by allowing them to share access to the same documents (Google Docs or Microsoft Word) and spreadsheets (Google Sheets or Microsoft Excel) and even work on the files simultaneously, such as during a conference call.
The software automatically updates the document or spreadsheet with each contribution, meaning only one document exists. Collaborators do not have to keep track of different versions, which can become confusing and unwieldy. Users can view previous versions of the file in the document "history" and replace the final document with an earlier version if necessary. The software indicates when changes to the document were made and the user who made them. These features make it easier for coworkers to track changes and identify and correct mistakes.
Google Drive and Microsoft OneDrive are password-protected platforms that allow coworkers and approved individuals outside the group to access and store shared documents and spreadsheets. Users can create a robust system of folders and subfolders to organize files for individual and group access. The Google platform allows users to easily convert files between Microsoft and Google products and store them all on Google Drive.
Completing this unit should take you approximately 2 hours.
Upon successful completion of this unit, you will be able to:
- explain how to use collaborative features to allow groups to collaborate on worksheets;
- explain how to use the protect sheet functionality to prevent certain changes;
- explain how to insert comments to facilitate effective feedback while collaborating;
- describe the features of Microsoft Flow; and
- explain how Forms streamline the data collection process.
5.1: Microsoft OneDrive and Google Drive
Cloud storage services have transformed how we store, access, and share files. Storing documents "in the cloud" rather than on one individual's hard drive allows collaborators to share files, edit the material simultaneously, add contributors from outside the organization, and track changes.
Watch this video on the features of Microsoft OneDrive.
Google Drive and Microsoft OneDrive offer many of the same collaboration features. Watch this video, which shows how to copy, sort, rename, and organize your files using Google Drive. The presenter also shows how to convert a Word document to Google Docs.
5.2: Share and Protect
These platforms allow you to confidently control who can edit and modify your spreadsheets while safeguarding data, formulas, and formatting changes.
Watch this video to learn how to protect worksheets, ranges, and cells in Google Sheets.
Watch this video on ways to prevent collaborators from making accidental or unauthorized changes while sharing files.
5.3: Comments
Contributors can use the "comments" feature to share their thoughts, provide clarity, and offer feedback while collaborating within spreadsheets as if they are in an asynchronous written conversation. The comments appear on the side of the document or within each cell so users can easily remove them after they have viewed, responded to, or addressed them without transforming the document or spreadsheet.
This video explains how to insert comments in Google Docs and Google Sheets.
5.4: Power Automate or Microsoft Flow
Power Automate (formerly Microsoft Flow) allows users to create and automate repetitive tasks, processes, and workflows across various applications and services, such as data transfer, synchronization, email notifications, and approval requests. It can help save time, reduce errors, and improve efficiency.
Watch these two videos, which explore Excel's Power Automate feature.
5.5: Forms
Collecting data through surveys, quizzes, and polls has never been easier than using Forms in Microsoft 365 and Google. The results are displayed in a new spreadsheet, or you can integrate the data into Excel and embed it directly into your worksheets. You can also send the Form to contributors via email, which makes it easy to cast your survey, quiz, or poll to a targeted or broad audience, depending on your objective.
Figure 8: Insert Forms in Excel Microsoft 365
Watch this brief video on how to create a Form in Microsoft Excel.
Watch this video, which introduces Google Forms and discusses using the advanced features in a teaching and learning environment. The instructor explains how to construct a page, add videos, draft questions, create branches, provide feedback to students, and organize statistics and summaries.
Watch this video, which details how to create a Google Form, add questions, create a color palette or theme, adjust the default settings, preview your form before sending it, send it to collaborators, view responses, and perform additional actions (such as making a copy, deleting the form, printing, and adding collaborators).