How to use Google Docs

Google Docs is a cloud-based Google product with all the features you need to create, edit, and share documents. Unlike Microsoft’s well-known document creation apps, Google offers a suite of apps designed for users who work online. Integration with Google Drive’s cloud storage capabilities allows you to access and work on your documents from anywhere.

Switching to Google Docs can be a daunting task since there are a lot of new features to discover, and the document editing interface might look unfamiliar.

You can get started with Google Docs by following a few simple steps, and learning more about the different features of this tool will help you become a Google Docs expert in no time.

Step 1: Setting up your Google account

Using Google Docs requires you to sign up for a Google account. It’s free to do so, though, and your account also provides you with access to Gmail, Google Maps, and YouTube, as well as the entire Drive suite.

To create a Google account, navigate to the sign-up page. Enter your information — including your name, email address, and birth date — and click Next Step. Read the Privacy Policy and Terms of Service and hit I Agree. Congratulations! You now have a Google account. If you already have an account, just log in as you normally would.

Create a Google Account webpage screenshot

Step 2: Launching Google Docs

There are several ways to access Google Docs, depending on your device. You can download the app from the App Store or Google Play, or click the Apps icon in the upper-right corner of the Google homepage (represented by nine squares). You must then click the Docs button — you may have to click More in the pop-up menu to see it.

Alternatively, you can navigate to Google Drive and select Google Docs within the My Drive menu at the top, or select Google Docs after you’ve clicked New on the left-hand side of the page. The last option is to navigate directly to Google Docs. Once you’ve launched the web app, you’ll be ready to create a document.

Step 3: Creating a document

To make a new document, click the blank page with the multi-colored addition sign inside it, which is located the upper-left corner of the main Google Docs page. If you can’t find this menu, scroll up or click the multicolored plus sign icon in the lower-right corner of your screen.d

Google Docs screenshot

If you are creating a document from Drive, selecting Google Docs after hitting New will automatically create a blank document. If you click the small, right-facing arrow next to Google Docs, you can even choose to create a new document based on a provided template. There are a variety to choose from, including résumés, business letters, and a selection of third-party templates. You can even upload an existing .doc or .docx file to your Drive by clicking New, followed by File upload.

Step 4: Start working

Once you’ve created a document, you can get to work. Click Untitled document in the upper-left corner to add a title to your document. You can also adjust the font type, text size, and much more via the toolbar at the top of the page. If you can’t see your title or the menu bar at the top of the page, those options may be hidden. If that’s the case, click the downward-facing arrow in the upper-right corner to display them.

Since you’re working within your browser, any changes made to your document will be saved automatically. If you look to the right of the Help option at the top of the screen, you should either see Saving… or All changes saved in Drive. Wait for the second message to appear before exiting out, just to ensure all your work has been saved. To show the Version History of the doc at hand, click Saving… or All changes saved in Drive, which will allow you to review the changes.

How to share your stuff

To share your documents with other people, click the blue Share button in the upper-right corner of the doc you wish to share. The button will be wedged between your picture — assuming you’ve added one to your Google account — and the comments icon. Afterward, invite other users by entering the appropriate email address in the resulting window.

People you share with can either edit, view, or comment on a document depending on what permissions you grant them. This can be changed by tapping the menu directly to the right of the empty address field. If you want to share the document with people using something other than email, click Get shareable link at the top of the Share window. A link will then appear directly beneath (it will also be copied to your clipboard).

If you click the Advanced button in the lower-right corner of this window, you can also share the file via Gmail, Google+, Facebook, or Twitter, but this will require you to make your document public. Google Docs sets the privacy settings to Private by default, but you can always click the blue Change button in the middle of the Advanced window (under Who can access) to adjust your privacy settings.

Use the comment and chat functions

With Google Docs, you can watch in real time as other people make changes to a document. By clicking the Comments button in the upper-right corner of your screen, you or anyone else who is in the document can start a discussion about your project. You can also see which users are currently looking at the document using the series of circles located to the left of the Comment button. If no one besides you is looking at a given page, nothing will appear here.

You can also set each document so that you receive notifications when people make changes to it, mention your name, or interact with one of your comments. Notifications can be a helpful tool for collaborating with large groups of people. It’s ideal when working with a group that’s not in the same physical space. If for some reason, you don’t want users to have the option to add comments to a given document, you can also change the editing mode (more on that in the next section).

Get to know the various editing modes

When you look under the Share button, you’ll find various options across viewing and editing documents. You can either make edits directly, or you suggest changes for anyone else on the document. Viewing enables you to view or print your file. The Suggesting option is similar to the Track Changes function in Word. It will denote any modifications made to the document in green. Then, other users can approve or deny these edits before they become a part of the final draft. Even if you’re not using the Suggesting mode, you can always view a document’s revision history by going to File > Version history > See version history.

Google Docs Revision History screenshot

Try out a different document type

Google Drive has more to offer beyond text documents. Slides, for instance, is Google’s version of Microsoft PowerPoint, and you can collaborate on presentations the same way you can with Docs. Slides can also act as standalone presentations — and you can lock down edits so that viewers can only look, not modify. Another tool, Sheets, is the company’s take on Microsoft Excel. Like Excel, Sheets allows users to create formulas, manipulate data, and share updates in real-time.

The G Suite certainly is not as comprehensive as Office 365, but it is an excellent alternative that allows you to create and organize content online. Unlike the entire Office Suite, the G Suite is totally free. And you can access your documents anywhere that you have internet access, simply by creating a Google account and logging on. The benefits extend anywhere you are.

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