What Is Google Docs? How to Use It Like a Pro

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What Is Google Docs? How to Use It Like a Pro

Google Docs is Google’s online office suite’s word processor. It’s a free replacement for Microsoft Word. It also has more features than you may think.

In this post, we’ll address the most frequently asked Google Docs questions.

What Is Google Docs?

Google Docs is a browser-based word processor developed by Google. Documents may be created, edited, and shared online and accessed from any computer with an internet connection. There is also an Android and iOS app.

The collaborative capabilities of Google Docs distinguish it from its major desktop competition, Microsoft Word. Google Docs was among the first word processors to provide collaborative online document editing.

Google has made it ridiculously simple to share documents across platforms and collaborate on them in real time from a browser window. To read or modify Google documents you share with them, your collaborators need not even require a Google account.

Furthermore, Google Docs add-ons allow you to extend functionality and add needed capabilities.

How to Use Google Docs

You may use Google Docs in the same way that you would use Word documents. Create new papers, utilize Google Docs templates, interact in real-time with your team, and share documents. We’ll go through the fundamentals here.

How to Create a Google Doc

To begin creating a new Google Doc, go to docs.google.com and sign in with your Google account. Once on the Google Docs start screen, you may create a new blank document or choose a template.

To perform the same thing from inside an existing Google Doc, go to File > New > Document or File > New > From template.

You may also edit several characteristics of the document, including the page orientation, via the File menu.

How to Save a Google Doc

As part of Google’s online office suite, you will never have to remember to save a document since Google will save it to your Google Drive automatically. As a result, there is no Save button.

Having said that, you may Make a Copy, Email, or Download your Google Doc from the File menu.

How to Download Google Docs

Google Drive is where Google keeps your documents. Instead, click to File > Download and choose your preferred file type to download a Google Doc to your computer.

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How to Email a Google Doc

If you wish to download the document to send it to someone, you may do so right from the document. Navigate to File > Email > Email this file / Email collaborators, choose the file type to attach, and provide the regular email information.

How to Share a Google Doc

We suggest sharing a document rather than sending it. This is due to the fact that sharing enables everyone to view and work on the same version of the document. You avoid making conflicting copies or duplicating your work this way. As previously stated, the receiver does not need a Google account to read or change the document.

To share a Google Doc from inside it, click the Share button in the upper right corner. You now have various choices:

You may input the chosen recipients’ names or email addresses. It should be noted that the default access level for this function is Editor. Change this to Viewer or Commenter by clicking the pen symbol on the right.

Rather of sharing the document with individuals, you may share it with groups by using the Get link option to create a link. Your private Google Docs will be shared with Anyone by default.

If your Google account is associated with a company (here: MakeUseOf.com), it will be shared inside that company. Click Change or Share with… to change those settings and provide Viewer, Commenter, or Editor access to users of the link.

When you’re finished, click the Copy option in the lower right corner. The URL has been copied to your clipboard.

You may also use this create a copy approach to save yourself some effort if you want to share a copy of your Google Doc with several collaborators since you don’t want them to make changes to the original document.

How to Track Changes in Google Docs

You’ll want to monitor changes to your Google Docs if you make regular modifications to it or if you share it with others.

Version History

Google Docs handles this automatically by maintaining the version history of your work. Navigate to File > Version History. Expand the version history option to get a list of all the modifications Google has recorded for your document.

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When modifications were made, who made them, and when they were made are all marked in the document.

You may even name the current version to simply undo any further modifications. Alternatively, go to File > Version History > Name current version, provide a name, and save.

To rename a version, go to the version history menu and click on the date or name of the version. You may then activate an option in the version history menu to only display named versions (see screenshot above).

The most basic kind of change tracking is version history. You may restore the versions of a document by choosing it and clicking the Restore This Version button. Individual modifications within each version cannot be accepted or rejected. If you want such capability, you must utilize a separate feature: modes.

Suggestion Mode

Google Docs has three modes: Editing, Suggesting, and Viewing. The default mode is editing. To change modes, go to View > Mode or click the pen symbol in the far right corner of the tools menu. Use the Suggesting to control individual modifications.

When you make changes in Suggesting mode, a remark will appear on the right side of the page, along with the option to accept or reject the recommendation. You may also respond in writing to each modification.

All modifications made in this mode are documented separately in the version history under the corresponding document version. This way, you can review and restore rejected modifications, but you’ll have to restore that version of the document, which means you’ll lose all subsequent changes.

When sharing the document, set their access to can comment to require your colleagues to utilize the Suggestion mode.

How to Print From Google Docs

Printing from Google Docs is the same as printing from any other document on your computer. To print a Google document, open it and then choose File > Print, hit the Ctrl + P keyboard shortcut, or click the print icon in the tools menu.

Each of these options will bring up the print menu. Choose your printer and settings from here, then print as usual.

How to Edit Google Docs Offline

To edit your Google Docs offline, you must first satisfy a few fundamental requirements. To begin, you must be online while configuring offline access. You must also be using Google Chrome outside of incognito mode, have the Google Docs Offline Chrome extension installed and enabled, and have adequate free storage space to store your work.

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After that, go to docs.google.com, click the hamburger menu in the top left, choose Settings, and make sure the slider next to Offline is set to On (see screenshot below).

Every document you begin working on will now be accessible offline, at least momentarily, on your computer. If your document is accessible offline, the cloud symbol next to the document name shows it.

When your internet connection goes down, you’ll see a crossed-out cloud with the message “Working offline.” When you rejoin to the internet, any changes you make will be synchronized.

With the Google Docs Offline extension activated, you may browse the list of all your documents at docs.google.com even while you’re not connected to the internet. All papers that are always accessible offline will be marked with a checkbox. To manage the Available offline option, click the three-dot menu.

All documents you open will also be cached by the Google Docs Offline plugin. If your internet connection goes down, you’ll still be able to browse documents that aren’t expressly marked as offline.

In such situation, you may make the document permanently accessible offline, even if you are not connected to the internet. Meanwhile, documents that have not been cached and are not accessible offline will appear muted.

You may also use the Google Drive Backup and Sync tool to backup and sync Google Docs files to your computer or mobile device.

Google Docs, Now Under Your Control

You now understand the fundamentals of Google Docs. It’s now time to learn how to make gorgeous Google docs. Then, in Google Docs, you may investigate features pertinent to business papers and voice typing.

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