We Can Digitize That: A Visual Guide to Using Google Docs to Digitize Print Documents

Google Classroom is a great tool for moving towards a paperless classroom. But what happens when curricular materials are in print with no Google Docs or Microsoft Word copies available? Don’t worry, we can digitize that!

You will need a scanner to turn your print document into a PDF. I am fortunate to work at a district that uses some nice Canon copiers that scan and e-mail PDFs. This tutorial is based on how I digitize print documents with Canon photocopiers.

Start by selecting “Scan and Send” on your copier’s display.

I then choose “New Destination.” This allows me to send the PDF to any e-mail address in the world. I could send it directly to an absent student if I wanted to.

Once you have inserted your e-mail and pressed OK, all you need to do is press the Start button.

Check your e-mail to see that your PDF has arrived.

This is what it will look like in the body of the e-mail:

You have two options for the attached PDF:

To successfully digitize the document as quickly as possible, save it to Google Drive. You can place it any Google Drive folder you wish.

You can now go to the same Google Drive icon and, rather than allow you to save it in Google Drive, it will take you to the folder where the PDF is saved. Please note that the file is named with a number. You have to change that:

Now it is time to digitize and manipulate the file.

You will then see this in a new tab that has opened in your browser:

I love seeing that processing screen. It means I am seconds from having a document digitized. The result is a Google Docs file that has both the text of the original document and images of each page of the print copy you scanned. You often need to play with the format to make the Google Docs file look like the original copy. Sometimes you don’t. Either way, I like having the images there as a reference and they can easily be deleted. The transition to digital is not always perfect because of formats and some letters can get changed. The letter “O” is sometimes changed to a zero. Proofread the Google Docs file and make necessary changes.

Now the file is not only ready for Google Classroom, but you can edit and improve materials you were locked into when they existed only on paper. The possibilities to make them more engaging for students (add writing prompts, images, maps, links, etc.) are endless!