Google Docs is a free, web-based word processing tool that lets you create documents, edit text, add images, and more. What sets it apart is its powerful collaboration features—you can share documents with anyone, allow others to add comments, chat within the document, and much more. Whether you're a beginner or a frequent Google Docs user, this guide will teach you everything from basic editing and formatting to securing your data.
How to use Google Docs
1. Creating, Naming, and Saving Docs
To create a Google document, simply click on the + on your Google Docs homepage. When you create a document, it will be named as Untitled Document by default, to rename, simply:
- Click the name at the top of the file
- Type a new name
- Press Enter
Since Google Docs have an Autosave feature, avoid the stress and effort of manually saving your work.
2. Formatting Text
Using Google Docs toolbar, you can change the text, the font style and even assign specific font style for particular sections of the text. Along with this, Google Docs provides editing options like paragraph spacing and alignment.
3. Inserting images and tables
To insert an image in Google Docs:
- Click on the "Insert" tab at the top of the document.
- Select "Image"and choose one of the following options:
- Upload: Choose an image from your computer.
- Take a snapshot: Use your device's camera to take a photo.
- By URL: Insert an image from a URL link.
- Your albums: Choose an image from your Google Photos albums.
- Google Drive: Select an image stored in your Google Drive.
- Search: Search for an image online using Google Search.
Important: The image must be less than 50 MB in size and in one of the following file formats: .gif, .jpg, or .png.
4. Translating docs
Select Tools from the menu bar and choose Translate document. Enter a name for the new translated documented and select a language of your choice, a translated copy of your document will open in a new window.
If the language you've selected uses non-Latin characters, you can either type the phonetic spelling of a word using Latin characters and then choose the best match from the options, or you can draw the characters in the panel located in the bottom-right corner of the screen and select the best match. These features are particularly useful for translating documents in languages like Hindi and Mandarin.
Pre-designed Google Docs templates
Google Docs provides professionally made pre-designed templates. Users can select from a wide collection of templates that span from – work to education – letters to resumes, thereby encouraging the creation of well-presented documents. With everything Google templates have to offer, the highlight is that it allows users to create and customize their own templates.
Customized templates replicate the same format across multiple documents. From task sheets to monthly expense sheets, custom templates help in creating recurring documents with ease. You can also choose whether to make these templates public or private.
How to collaborate on Google Docs
1. Edit in real time
Google Docs allows simultaneous editing, where a maximum of 50 users can edit the same document at a given time. Not only that, but you can edit the same text simultaneously without interfering with each other, as Google Docs tracks the timestamp of each edit and applies them in the correct order.
2. Comment
To enhance the collaboration experience, members can add comments related to specific sections of the document. These comments appear in the side panel, and when you click on a comment box, the relevant content that requires action is highlighted for easy reference. Once the comment has been addressed, users can choose Resolve to signify the comment has been duly addressed.
3. Share
Instead of forwarding one document to multiple members and ending up with multiple edited variations of the same document – share a single document to as many as 200 members. To make sure that data is secured and there are no information leaks, customize access permissions according to your sharing needs.
Incorrect sharing practices lead to data loss. A lack of proper management of access permissions can be a serious threat to data security and content productivity – here are a few tips for managing shared files like a boss:
- Disallow downloading, printing, and copying of shared files by using the advanced share options, where you can choose Disable options to download, print, and copy for commenters and viewers. Viewers with whom the document is shared will see the Export options disabled notification.
