Google Docs Chapter 8: Exporting and Saving Documents

Owned by Daniel LaGrow, created
Last updated: Apr 05, 2024
3 min read

 Instructions

Section 8.1: Sharing a Google Doc

One method is to share a Google Doc with another person. This method is safe because it has no risk of anything being lost while converting. Keep in mind that the recipient must also have the Google Suite. Also, people who frequently use Google Docs will be comfortable using this format, even with screen readers. Still, there are some potential downsides:

  1. Not Everyone uses Google Docs.

    1. These days, most people can access Google in one way or another, but some people still cannot. Whatever the reason, if the person does not have Google Docs, they may not be able to open the document at all.

  2. Complex Content

    1. To avoid accessibility issues of complex content, you should covert the document into an HTML, PDF, or EPUB format. Once the document has been converted, the accessibility features for complex content can be applied. It will take longer to convert the document, but it will be much more accessible.

To share your document,

  1. Click the share button in the top right corner.

    The Share button with a lock symbol in Google Docs.

  2. Type in the person who you want the document sent to.

    The share panel in Google Docs with a text box to type in names.

  3. Click the blue Done button.

How to send your document as an email:

  1. Go to the File tab.

  2. Click Email in the dropdown menu.

  3. Click on Email this file.

Section 8.2: Save as an EPUB, PDF, or HTML File

It is highly recommended to export your document as one of these file types. When the document is saved, you can start testing it again for accessibility by using a screen reader. Adobe Acrobat is a great software for tagging the documents and we have an entire series on that subject.

To save your document as any of these file types,

  1. Go to the File tab.

  2. Click Download in the dropdown menu.

  3. Choose your file type.

Section 8.3: Save to OneDrive

Saving a document to OneDrive is a way of storing documents in the cloud. They can be accessed from the cloud from any device. OneDrive is similar to services like Dropbox, Google Drive, Sharing through Box.net, and iCloud. You can share files in OneDrive with other people. You can set permissions as read-only, or shared editing. If the person gets the file online, the file will likely open in the web browser.