Raya University

College of Engineering and Technology

Department of Computer Science
Fundamentals of Computer Literacy Training
Module 3: Collaboration
Online Collaboration [Google and related tools]

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 Objective
Successful candidates will be able to:
 Understand the key concepts relating to online collaboration and cloud

computing.
 Set up accounts to prepare for online collaboration.

 Use online storage and web-based productivity applications to collaborate.

 Use online and mobile calendars to manage and plan activities.

 Collaborate and interact using social networks, blogs, and wikis.

 Schedule and host online meetings and use online learning environments.

 Understand key mobile technology concepts and use features such as e-mail,

applications, and synchronization.



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 1 Collaboration Concepts
1.1 Key Concepts
1.1.1 Recognize that ICT (Information and Communication
Technology) can support and promote online collaboration.
ICT provides the infrastructure that enables access to a wide range of

online collaborative tools that support real-time teamwork.

1.1.2 Identify the main types of services supporting online
collaboration like:
Cloud computing: A service that delivers computing resources such

as software and hardware over the Internet

Mobile technology: A collection of technologies that allow devices

such as smartphones and tablets to communicate

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 1 Collaboration Concepts
1.1.2 Identify the main types of tools supporting online
collaboration like:
Common productivity applications : Word processing,

spreadsheets, presentation applications

Social media: Websites that allow users to connect with each other

or share information
Online calendars: Calendars on the Internet for easier user access

Online meetings: Meetings carried out via the Internet with remote

users
Online learning environments: Teaching and learning tools

accessible via the Internet

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1.1.3 Identify key characteristics of online collaborative tools
like:

Multiple users: A number of people can use the same application

Real time: They allow files to be changed or interactions to take

place instantly

Global reach: They are not confined to a particular location

Concurrent access: Several users can participate and work on

the same thing at the same time

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1.1.4 Outline the benefits of using online collaborative tools
like:
Shared files and calendars: Easy access for mobile users on

different devices
Reduced travel expense : Meetings can be carried out virtually

Ease of communication: Communication via e-mail, VoIP, online

meetings, chat etc.

Enhanced teamwork: Users can connect with each other more

easily
Global access: Internet access allows users to log on from

almost anywhere

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1.1.5 Be aware of the risks associated with using online
collaborative tools like:
Unauthorized access to shared files: Unauthorized users may intercept

and view data

Insufficient management of version control: Several people may be

working on the version at the same time.

Malware threats: Viruses, worms, spyware or Trojan horses may enter

the network
Identity/data theft: Personal details may be used to commit online fraud

Service interruptions: Downtime due to Internet access issues or

maintenance by collaborative tool provider

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1.1.6 Recognize the importance of intellectual property rights and
the appropriate use of content when using online collaborative tools.
Users need to avoid plagiarism by properly crediting all material referenced

or used
Users should ensure any material shared is appropriate for the intended

audience
1.2 Cloud Computing
1.2.1 Understand ways in which cloud computing facilitates online and mobile
collaboration like:
Storage of shared documents and files: Multiple users can access and

edit files
 Access to a range of online applications and tools: Greater

collaboration and communication possible

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1.2.2 Outline the benefits of cloud computing for users like:
Reduced costs: Costs typically lower than installing locally on a number of

machines
 Enhanced mobility: Applications can be used in any location with Internet

access
Scalability: Amount of space or applications used can be increased or

decreased as needed
Automatic updates: Updates can be made via the cloud rather than through

local installations

1.2.3 Outline the risks of cloud computing like:

Dependence on provider: Tied due to volume of data held, convenience

reasons, may not have consistent service.

Data protection and control: Threat of unauthorized access or malware issues

 Potential loss of privacy: More people may have access to data

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 2 Preparation for Online Collaboration
2.1 Common Setup Features
2.1.1 Understand that additional applications, plug-ins may
need to be installed to use certain online collaborative tools.
Users may have to install or register for extra applications or

plug-ins before using online collaborative tools

2.1.2 Identify common equipment used to support online
collaboration like:
Webcam: A video camera used to capture a digital video

Microphone: A device used to digitally capture sound

Speakers: Devices that produce sound waves audible to the

human ear

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 2 Preparation for Online Collaboration
2.1.3 Recognize that firewall restrictions may cause access
issues for users of a collaborative tool.
Users may need to amend their firewall settings and permissions to use

certain collaborative tools

2.2 Setup
2.2.1 Download software to support online collaborative tools like:

VoIP: Voice over Internet Protocol software allows users to talk to each

other in real time over the Internet

 IM: Instant Messaging software allows real-time text-based

communication via the Internet

Document sharing: Software that allows users to create, edit and

maintain documents collaboratively

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 2 Preparation for Online Collaboration
2.2.2 Register and/or set up a user account for a
collaborative tool.
Download or access the collaborative tool required.

Set up a user account by creating a user name and a password.

2.2.2 Deactivate, delete/close a user account.

Options to deactivate, delete/close a user account are often

found in account settings and are unique to each account provider.

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 3 Web-Based Information
3.1 Online Storage and Productivity Applications
3.1.1 Understand the concept of online storage solutions and
identify common examples.
Online storage: Data is saved and accessed via the Internet rather

than on a local device or server

Examples include Google Drive, SkyDrive, Dropbox

3.1.2 Identify the limitations of online storage like:

Size limit: Users have specified storage amounts and additional

storage will usually cost more

Time limit: Users may experience temporary service interruptions or

their account being discontinued due to inactivity

Sharing restrictions: Document owners need to set up sharing and

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editing rights to allow access to other users
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3.1.3 Upload online files, folders.

3.1.3 Download online files, folders.

Select the file or folder, right-click and click Download.

3.1.3 Delete online files, folders.

Select the file or folder, right-click and click Remove

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3.1.4 Understand that common productivity applications can
be accessed via the web.
Applications can be installed locally on a specific computer or

device, on a network or accessed via the cloud.

3.1.4 Identify common examples of web-based productivity
applications like:
Word processing: Create text documents

Spreadsheets: Calculate numerical data

Presentations: Create, manipulate and display slide shows

3.1.5 Identify features of web-based productivity applications:

Allows files to be updated by multiple users in real time

Allows files to be shared

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3.1.6 Create files online.
 Click Create and select the type of file required.

3.1.6 Edit and save files online.

Click the Google document to open it.

Edit as required.

All changes are saved automatically.

3.1.7 Share a file, folder to allow other users to view, edit, a file,
folder.

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3.1.6 Create files online.
 Click Create and select the type of file required.

3.1.6 Edit and save files online.

Click the Google document to open it.

Edit as required.

All changes are saved automatically.

3.1.7 Share a file, folder to allow other users to view, edit,

a file, folder.

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3.1.7 Share a file, folder to allow other users to view, edit,
a file, folder.
To transfer ownership, users must be in the same domain.

Right-click the file or folder.

Select Share and then click Share.

In Add people, enter the e-mail addresses of user you wish to

transfer ownership to.

Click Share & save.

Click the drop-down list to the right of the user’s name.

Click Is owner.

 Click Save changes.

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3.1.7 Un share a file, folder.
Right-click the file or folder.

Select Share and then click Share.

Select the recipient to un share from, then click on

the ‘X’ next to their details.

 Click Save changes.

 Click Done.

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3.1.8 View, restore previous versions of a file

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3.2 Online Calendars
3.2.1 Share a calendar. Grant permission to view, edit a
shared calendar.

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3.2.2 Show shared calendars.
By default, once shared these should be visible under Other

calendars.
 If hidden, click the Gear button.

Click Settings and select the Calendars tab.

Check the checkbox for Show in list next to the calendar to

show.
3.2.2 Hide shared calendars.
• Under Other calendars click the arrow and click Hide this

calendar from the list.

3.2.3 Use a shared calendar to create an event

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3.2.3 Use a shared calendar to create an event

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3.2.5 Uninvite people, resources to an event.
• Click the event to edit.
• Under Guests, click the ‘X’ to the right of the
guest’s name.
• Under Rooms, if this displays, click the ‘X’ to
the right of the resource name.
• Click Save.
• When prompted, click Send to send an e-mail
to uninvited guests to the event

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3.2.6 Cancel an existing event.
Click the event to cancel.
Click Delete.
When prompted, click Send to send an e-mail
to any invited guests to the event

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3.3 Social Media
3.3.1 Identify social media tools that support online
collaboration like:
• Social networks - Websites that allow users to connect
with each other for recreational or business purposes
• Wikis - User generated sources of online information
about topics
• Forums and groups - People with shared interests and
knowledge that register with a website
• Blogs - Shared online journals
• Micro blogs - Shared online journals with smaller updates
• Content communities - Groups of people with a shared
interest

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3.3.2 Set up, modify available permissions/privacy
options like: read access, write access

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3.3.2 Set up, modify available
permissions/privacy
options like: user invites.
• Click the Gear button.
• Click Settings.
• Click the drop-down list beside Who can send you
notifications?
• Select the preferred option

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3.3.6 Use a social media tool to upload content
like: documents.
Open Google Drive.
Click the file to upload.
 Copy the URL for the file location from the Address
bar.
Return to Google +.
Click the Add link button.
Paste the link in the highlighted field. The document
will then be displayed.
Click Share.

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3.3.7 Remove posts from social media.
Click the arrow on the top right corner of the comment.
Click Delete post.
 Click Delete.

3.3.7 Be aware that permanently deleting posts

and photos may be difficult.
The privacy policies of each social media website differ and can
alter over time, so permanent deletion may be difficult.
3.3.8 Use a wiki to add to or update a specific
topic.
 Go to www.wikipedia.org
Navigate to the desired topic content.
Click Edit.
Edit the content.
Click Save page
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3.4 Online Meetings
3.4.1 Open online meeting application

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3.4.1 Cancel the meeting.
 In Calendar, click the event, then click Delete.
When prompted, click Send to send an e-mail to any invited
guests to the event.

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 When prompted, click Send to send an e-mail to any invited
guests to the event.
3.4.2 Invite participants, set access rights.

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3.4.2 Invite participants, set access rights.

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3.4.2 Un invite participants.
Click the event to edit.
Under Guests, click the ‘X’ to the right of the guest’s name.
Click Save.
When prompted, click Send to send an e-mail to uninvited
guests to the event

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3.4.3 End a meeting.
Click on the Exit button on the top right of the screen.
3.4.4 Share desktop in an online meeting.
Click Screen share.
Select the window to show in the meeting.
Click Start Screen share.
3.4.4 Un share desktop in an online meeting.
Click Screen share to stop current screen share from displaying.
3.4.4 Share files in an online meeting.

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3.4.4 Un share files in an online meeting.
Click the X beside the file name under Hangout to remove from
the hangout.
3.4.5 Use available chat features in an online meeting

3.4.6 Use video features in an online meeting.

By default, the video is on. To turn video off, click the Camera
button on the top right of the screen.
To turn video back on, click the Camera button on the top
right of the screen

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3.4.6 Use audio features in an online meeting.

By default the audio is on. To turn audio off, click on
the Microphone button on the top right of the screen.
To turn audio back on, click on the Microphone
button on the top right of the screen

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3.5 Online Learning Environments
3.5.1 Understand the concept of an online learning
environment.
 Online Learning Environment (OLE): Teaching and learning
tools provided online, to improve learning experience
3.5.1 Identify online learning environments like:
Virtual Learning Environments (VLEs): Applications
supporting online learning through files, data, forums, quizzes etc.
Learning Management Systems (LMS): Applications that
help manage the administration of online courses

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3.5.2 Understand the features, functions available
within an online learning environment like:
Calendar: Tracks course content and timetable and key
dates such as assignments and exams
Noticeboard: Lists key information for students and
classes
Chat: Allows text based conversations between learners
and teachers
Assessment records: Tracks results of assessments
and exams
3.5.3 Access a course in an online learning
environment.
Log in to Moodle using username and password.
Click the relevant course title to access the course

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3.5.4 Download a file in an online learning environment.

 Click the relevant course and topic.
 Click the hyperlinked file.

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 4 Mobile Collaboration
4.1 Key Concepts
4.1.1 Identify types of mobile devices like:
Smartphone: A mobile phone used for phone calls, e-mail,
Internet browsing, and working with mobile applications
Tablet: A small , mobile, hand-held device that combines
computing and Internet access
4.1.2 Understand that mobile devices use an
operating system. Identify common operating
systems for mobile devices.
Operating system: Software that schedules tasks,
manages storage and handles communication with other
devices
Examples include Google Android, Apple iOS, Windows
phone

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 4 Mobile Collaboration
4.1 Key Concepts
4.1.1 Identify types of mobile devices like:
Smartphone: A mobile phone used for phone calls, e-mail,
Internet browsing, and working with mobile applications
Tablet: A small , mobile, hand-held device that combines
computing and Internet access
4.1.2 Understand that mobile devices use an
operating system. Identify common operating
systems for mobile devices.
Operating system: Software that schedules tasks, manages
storage and handles communication with other devices
Examples include Google Android, Apple iOS, Windows phone

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4.1.3 Understand the term Bluetooth and its use.
Bluetooth: Wireless technology standard for exchanging data
securely over short distances
4.1.4 Understand internet connection options available for
mobile devices:
Wireless (WLAN): A network that connects computers via
radio, infrared or other wireless technology
Mobile internet (3G, 4G): A third generation and fourth
generation wireless standard
4.1.4 Understand associated features of these internet
connection options like:
Speed: How fast the connection is
Cost: How expensive the connection is
Availability: How reliable the connection is and how few service
interruptions

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4.1.5 Understand key security considerations for mobile
devices like:

Use a PIN : To secure the device and help protect personal

details
Backup content : To avoid data loss and to minimize

downtime in the event of any service interruption

Turn wireless/Bluetooth on/off : To minimize the threat

of unauthorized access

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4.2 Using Mobile Devices
4.2.1 Connect to the Internet securely using wireless, mobile
technology.
Click Settings on the mobile device.
Select the desired network and connect, using a password if
required.
4.2.2 Search the web.
Click the Web Search button.
Enter the search required and click Submit.
4.2.3 Send e-mail.
Click the Mail application.
In the Inbox, click Compose.
Enter an e-mail address in the To field and the subject in the
Subject field.
Enter the text required in the body of the message and click Send.

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4.3 Applications
4.3.1 Identify common applications like:
 News
Social media
Productivity
Maps
 Games
ebooks.

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 4.3.6 Use an application on a mobile device like: social
media
 Click the Google+ application.
 Enter a username and password.
 Navigate through content.
4.3.6 Use an application on a mobile device like: map
 Click the Map button.
 Enter the location required in the Search field.
 Click Submit.

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4.4 Synchronization
4.4.1 Understand the purpose of synchronizing content.
Synchronization ensures that the same content is shown on
different apps or tools on different devices
4.4.2 Set up synchronization settings.
Click the Settings button.
Select to Synchronize e-mail.
Edit settings as required
Click Save.
4.4.3 Synchronize mobile devices with mail, calendar,
other devices.
Click the application button.
By default, the applications are synchronized, if not click Refresh.

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