Observe ZDNET: Add us as a most popular supply on Google.
ZDNET’s key takeaways
- Google Docs has develop into the common doc collaboration platform.
- Options akin to Voice Typing, Good Chips, and Model Historical past surpass most phrase processors, however many have by no means used them.
- On this information, I share over 25 helpful suggestions for Google Docs that will help you streamline your workflow.
Google Docs has been a part of my life for practically 20 years. I keep in mind when it first launched again in 2006 — I used to be nonetheless in highschool, and I have never stopped utilizing it since. Having the ability to entry a full-featured phrase processor from any pc on this planet felt revolutionary then, and its usefulness remains to be related right now.
Additionally: I have been testing AI content material detectors for years – these are your finest choices in 2025
Most individuals are aware of the fundamentals of the platform, however I wager you do not know most of its options. Google Docs is full of instruments that even longtime customers miss. That will help you out, I’ve compiled over 25 Google Docs suggestions and tips that will help you work quicker, keep organized, and collaborate extra successfully.
As a result of there are such a lot of, I’ve damaged issues down to 6 separate classes:
1. Primary productiveness
Grasp keyboard shortcuts listing
Like Home windows, Google Docs has its personal set of keyboard shortcuts. Most of the well-known key combos nonetheless apply (akin to Ctrl + C to repeat and Ctrl + V to stick); nevertheless, Docs has its personal distinctive shortcuts particular to the platform, together with Ctrl + Alt + Mso as to add a remark and Alt + Shift + Ito open the Insert menu.
Studying these will prevent a ton of time. To see all the shortcut menu, press:
- Ctrl + / on Home windows
- Cmd + / on MacOS.
Voice typing
If you happen to ever battle with getting your concept out of your head and onto the web page, the Voice Typing device can flip these ideas into textual content. Go to Instruments > Voice typing to allow it. A microphone icon will seem within the nook. Click on it and start speaking.
This function works finest in Google Chrome. On different browsers, punctuation voice instructions, akin to saying “semicolon,” could not convert appropriately and can as an alternative kind out the phrases actually.
Discover and Exchange
Use Discover and Exchange to right typos, replace textual content, and modify info in bulk.
- Ctrl + F to search out phrases on Home windows.
- Ctrl + H to exchange textual content on Home windows.
- Cmd + F to search out phrases on MacOS.
- Cmd + H to exchange textual content on MacOS.
Change capitalization
No must retype textual content to repair capitalization. Spotlight the textual content, then go to: Format > Textual content > Capitalization. From the menu, you may flip the textual content between lowercase, uppercase, or title case, which capitalizes the primary letter of every phrase.
Bookmarks
Bookmarks are helpful when writing a big report or analysis doc, as they supply a fast technique to navigate between factors. So as to add a bookmark, place your cursor at a degree within the textual content > Insert > Bookmark.
Use these keyboard shortcuts to navigate:
- To leap ahead: press Ctrl + Alt + N + B on Home windows / press Ctrl + Cmd + N + B on MacOS.
- To leap backward: press Ctrl + Alt + P + B on Home windows / press Ctrl + Cmd + P + B on Home windows
2. Web page format
Desk of Contents and doc define
Google Docs can create a doc define and a Desk of Contents to assist set up your textual content, and each depend on the identical motion: making use of Headline kinds.
To assign Headings, spotlight a chunk of textual content > choose a Heading fashion from the dropdown menu subsequent to the Font title. The hierarchy works like this:
- Heading 1 is for primary part titles
- Heading 2 is for subsections
- Heading 3 is for particular subjects or objects, akin to photographs, tablets, or graphs.
If you apply headings, Google Docs immediately creates an Define panel on the left. To implement a Desk of Contents firstly of the doc, place the cursor on the high > Insert > Web page components > Desk of contents. Select a mode, and the platforms will generate a Desk. Every entry includes a hyperlink that means that you can bounce on to a particular part.
Headers and Footers
Headers and footers give writers a spot so as to add web page numbers, titles, creator info, and extra. So as to add one, go to Insert > Web page components > Headers or Footers (select whichever you want in the intervening time). Headers and footers in Google Docs solely supply primary customization, akin to permitting a special header for the primary web page.
If you wish to have full management, put the cursor on the finish of the textual content, then go to Insert > Break > Part break (subsequent web page). Double-click the newly added header or footer, and disable Hyperlink to earlier.
Insert photographs and drawings
So as to add visuals, click on Insert > Picture. You’ll be able to add photographs from Google Drive, Pictures, your pc, Google Photos, or a join digital camera, amongst different sources. If you wish to create a easy graphic, observe this path: Insert > Drawing. Google Docs’ graphical device allows you to create primary shapes, textual content packing containers, and graphics.
Good Chips
Good Chips improve your doc by including interactive components. All you need to do is kind ‘@’ and the Good Chips context menu seems. Widespread makes use of embrace embedding Google Calendar occasions, assembly notes, undertaking trackers, product roadmaps, and extra.
Additionally: The 4K monitor that successfully modified how I work and eat content material on the workplace
3. Collaboration
E mail straight from Google Docs
You do not have to go away the platform to ship somebody your file. To e mail it: go to File > E mail > E mail this file > then enter the recipient’s tackle and ship. If the particular person already has entry or is a part of your them, select E mail collaborators as an alternative.
Share information
To share a doc, click on the Share button within the top-right nook. You have got the flexibility to generate a shareable hyperlink or add particular individuals straight by e mail. You may also select whether or not recipients can view, remark, or edit the doc.
Make paperwork out there offline
You’ll be able to edit a Google Docs web page offline, however the setup requires you to carry out a couple of steps. First, go to your Google Docs house web page and click on the menu icon, denoted by three horizontal strains. Click on Settings > Toggle Offline > Okay. Now, go to the doc you wish to entry offline. Choose File > Make out there offline.
You are now in a position to work on that file offline, and modifications will sync if you find yourself again on-line.
Verison Historical past
Google Docs routinely saves each change you make, which means no work is ever actually misplaced — except you manually delete it.
To view previous variations, go to File > Model historical past > See model historical past. You may see a timeline of edits on the suitable. Choose and model, then click on Restore this modelon the high. This brings again the older textual content. It does overwrite the newest copy, though you may fortunately restore by the identical course of.
Evaluate paperwork
Google Docs means that you can evaluate two paperwork on high of one another, highlighting the variations between them. To match a pair of information, go to Instruments > Evaluate paperwork > My Drive > choose a second file. The second doc might be highlighted in purple.
To match two variations of the identical file, first open the Model Historical past of your goal doc. Hover over the older save, click on the three dots, and choose Make a replica. Now, return to the goal doc > Instruments > Evaluate paperwork > choose the older copy.
Additionally: Why probably the most succesful Lenovo laptop computer in the marketplace will not be the mannequin you are considering of
4. Writing and enhancing
Built-in dictionary
Google Docs features a built-in dictionary you could personalize with new phrases, names, or industry-specific spellings. So as to add customized phrases, go to Instruments > Spelling and grammar > Private dictionary > Enter the phrase > Add > OK.
Citations
The platform presents a surprisingly sturdy quotation supervisor, saving you from manually formatting sources on the finish of a analysis paper. To open it, go to Instruments > Citations. Assist kinds embrace MLA (eighth version), APA (seventh version), and Chicago (seventeenth version). Select your fashion, choose a supply kind (akin to a e book, web site, movie, and many others.), after which fill within the fields. Google Docs can auto-populate the packing containers from a URL, however it’s possible you’ll must fill in lacking particulars your self.
As soon as performed, click on Insert Works Cited to position the citations totally formatted on the web page.
Substitutions
Substitutions save time by changing shorthand textual content with full phrases, sentences, or symbols. Observe this path to see the complete listing: Instruments > Preferences > Substitutions. You may also add your individual.
For instance, you can set “addr” to develop into “1313 Disneyland Dr, Anaheim, CA 92802” after an area is entered.
Make PDFs editable
Google Docs has the flexibility to transform PDFs into editable information. All you need to do is add the PDF to Google Drive > right-click the file > choose Open with > Google Docs.
Translate into a special language
To translate a doc into one other language, go to Instruments > Translate doc. Select your language and the platform will create a translated copy. Whereas Google Translate has come a great distance through the years, I like to recommend proofreading the textual content for accuracy and tone. The tech nonetheless is not good.
Additionally: 50+ Home windows keyboard shortcuts it is best to use ASAP for improved productiveness
5. Add-ons
Extensions
They don’t seem to be required, however in the event you’re sport, Google Docs may be enhanced with third-party extensions, downloadable from the Google Workspace Market. These instruments add additional performance from grammar assistants and AI picture turbines to PDF converters. To browser {the marketplace}, go to Extensions > Add-ons > Get add-ons. Most of the extensions are free, although some supply paid upgrades.
Current by way of Google Meet
You’ll be able to current your doc straight in Google Meet while not having to change tabs or screens. To start presenting, click on the digital camera icon within the top-right nook > Begin a brand new assembly.A window will pop up from the suitable, displaying the assembly. Under the view are hyperlinks to share with others.
Additionally: The Home windows PC I like to recommend to professionals and creators alike will not be the one you are considering of
6. Troubleshooting
Clear browser cache and cookies
If Google Docs feels sluggish or pages aren’t loading, I like to recommend clearing out your browser cache. A fast shortcut to open the deletion menu is Ctrl + Shift + Delete on Home windows and Cmd + Shift + Delete on MacOS for third-party browsers. Safari has its personal key combo, which is Cmd + Choice + E.
Choose the respective Cookies and Cached photographs choices on your browser, after which delete them. Be aware: The primary two shortcuts are suitable with Google Chrome, Microsoft Edge, Firefox, and Opera. Nevertheless, it is attainable that some net browsers could not acknowledge these key combos.
Replace your browser
Google Docs works finest on a browser operating the most recent updates, because it ensures most compatibility and fixes efficiency points. For this troubleshooting tip, I am protecting three of the preferred net browsers.
- Chrome: Click on the Menu as denoted by the three vertical dots > Assist > About Google Chrome > enable the replace to complete > Relaunch.
- Microsoft Edge: Click on the Menu as denoted by the three horizontal dots > Assist and suggestions > About Microsoft Edge > enable the replace to complete > Restart
- Safari (Safari updates are tied on to MacOS updates): Click on the Apple menu within the higher left nook > System settings > Basic > Software program replace > Replace now.
I work in Google Docs each single day. Each single draft I’ve written prior to now 5+ years was initially created on the platform. I exploit it for outlining guides, enhancing, and jotting down fast concepts earlier than they disappear. Alongside the best way, I’ve found plenty of small shortcuts and lesser-known instruments that make engaged on Docs smoother.
Most of the suggestions on this information have been a part of my day by day workflow for years, such because the keyboard shortcuts and built-in dictionary. Nevertheless, there have been some that I solely found by researching for this recommendation piece, akin to the moment quotation device. What’s nice is that these instruments have already confirmed themselves to be extraordinarily helpful.
Additionally: I examined the very best antivirus software program for Home windows
Whether or not you are a scholar or distant employee, I hope you may get as a lot out of those Google Docs tips as I’ve through the years. As I at all times say, none of this recommendation consists of hard-and-fast guidelines. These are primarily ideas that’ll aid you work extra effectively.
