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If you have been using Google Docs at docs.google.com, we strongly recommend that you shift over to using docs.carleton.edu.  The reason for this is very simple:  If you are using Google Docs directly through Google, Google co-owns all of the content that you create in Google Docs.  If you are using Google Docs through Carleton, YOU own all of the content that you create.  In addition, if a document is shared with you by another Carleton user, you may be forced to use docs.carleton.edu to edit or view that document.

Unfortunately, Google's structure makes it somewhat challenging to use  both versions of Google Docs
on a regular basis. Doing so is liable to  make your life difficult as you can sometimes mysteriously
shift from one account to the other, often without realizing it. To check and confirm which version of
Google Docs you are in, look for "carleton.edu" in the URL, and on the Docs Home page look for the
Carleton logo in the upper left instead of the Google logo. There are some ways to avoid these
unexpected mysteries while you make the transition from docs.google.com to docs.carleton.edu,
which are mentioned below, but it is somewhat unwise to use both extensively. Choose one (and again,
we strongly recommend docs.carleton.edu)and stick with it once you've transitioned your documents.

What to do to help avoid complications arising from having to use both versions (Carleton's Google Docs & the public Google Docs)

  • Use a different browser for each of the versions (eg: safari or ie for public google docs & firefox for carleton's google docs.) This helps keep the "cookies" separate and allow you to consistently access your documents.
  • Login with caution; each document is associated with a specific email address & password.  If you are a long-time user of Google Docs, it is possible to have been using documents at docs.google.com and login with your username as your complete email address at Carleton -- but NOT use your Carleton password to get in.  It can become cumbersome to remember which password was used with which email address.
  • If you are using Google Docs directly through Google, make sure carleton.edu does not appear anywhere in the URL, and log in using your OLD email and password.  If you are using Google Docs through Carleton, make sure carleton.edu does appear in the URL (the login should be obviously a Carleton screen).
  • If you are making a complete transition and want to use the same browser you were using previously for Google Docs, clear your cookies in that browser before you start using the Carleton version.

How to move your documents from one version to another

Option 1: Change the owner (This can be done to multiple documents at once). Note: This  may change, but as of Sept '09 it only works for documents and presentations, not for spreadsheets and forms.  Since Google Docs is always being improved, however, try doing it for a spreadsheet if you have one.  It will tell you if you can't do it (yet).

  1. Log in to the old Google Docs.
  2. Check the boxes next to all of the items you wish to move to the Carleton Google Docs.
  3. Click on "More Actions" in the toolbar and choose "Change Owner".
  4. Enter your Carleton email address in the New Owner box and click Change Owner.

Option 2: Download and then upload your documents (can only be done one at a time).  This will work for all documents, presentations, and spreadsheets.  Forms can also be moved in this way, but only the spreadsheet attached to the form will be preserved - the form itself will be lost.

  1. Log in to the old Google Docs
  2. Check the box next to the document, presentation, or spreadsheet.
  3. Click on "More Actions" in the toolbar and choose "Export as" and then choose one of the following file types:
    • Documents: HTML, OpenDocument, RTF, Text, Word
    • Presentations: PPT
    • Spreadsheets: Excel, Open Office
  4. Save the file to your computer
  5. Log out of the old Google Docs and then log in to the Carleton Google Docs (change browsers or clear cookies first).
  6. Click Upload.
  7. Confirm that you are in the Carleton Google Docs by finding the Carleton logo in the upper left corner.
  8. Click Browse and navigate to the file you downloaded.
  9. Click Upload File.