HOW TO | Useful online tools

This article aims to provide information about some of the online tools we use. These tools are designed to be easy and convenient to use, and we hope this article answers any questions you may have. Please do not hesitate to contact us if you have any further questions.

Google Docs

This tool is most often used when there is a need to collaborate on a document. For example, when writing a grant application or a community blog post.

Google Docs is very similar to other word-processing tools, but it's more collaborative and free. That said, Docs is only accessible with an Internet connection, but once online, it automatically saves changes made to a document, and users can view previous versions of the document and restore an earlier version if necessary.

Real-time collaboration is an essential element of Google Docs. Multiple users can work simultaneously on the same document, and changes are instantly visible to all participants. This feature is very useful for group projects, as it enables collaborators to see the changes made by others in real time, add comments and suggest modifications.

For more practical examples and details of how to use Google Docs, check out this video tutorial.

Google Forms

We use this tool most often to collect data on registrations and submissions. Once the responses have been submitted, we can extract them into a spreadsheet to make it easier to update our databases.

You do not need a Google Account to fill in the forms. However, a Google Account allows you to save your progress if a form cannot be completed all at once.

Wherever possible, we try to create a form that is accessible to everyone. For example, we offer one form in both official languages to simplify data collection while remaining accessible. In addition, as a Google account is required to send files via the form, we recommend using the WeTransfer website to send large files.


When submitting files for the CAPRAC gallery or your online profile, you may have noticed that we recommend using WeTransfer.

High-resolution image files can average up to 10 MB per image. Most email providers (Gmail, Outlook, Apple Mail) limit the size of attachments to 20-25 MB. This limit is not very practical if you want to send a large number of high-resolution images.

WeTransfer is a free way of sending files of up to 2 GB (2000 MB). This makes it an excellent tool for sending large files that might be too heavy to be sent by e-mail or other messaging services. It's relatively simple to use and allows us to receive all your files in a single folder. See this tutorial to learn how to use it.

Once your files have been sent, the recipient has 7 days to download them before the transfer expires. If you receive an email indicating that the recipient has not downloaded the files, send them a reminder email or try again.

Please note that, like most free online services, WeTransfer uses advertisements on its website. These ads can be distracting and take up a lot of visual space. You should only pay attention to the white box on the left-hand side of the screen.