How to use Google Docs - Basic tutorial, plus tips and tricks - Android
Google Docs has really solidified its position as the premier cloud-based alternative to Microsoft Word, but there are still many people who haven’t made the switch. If you’re one of those completely new to the service, don’t worry! We’re here to help with a beginner’s guide to how to use Google Docs.
There are far too many features to cover in a single Google Docs tutorial, but this should provide a solid foundation to get you started. As you get more comfortable you’ll discover all kinds of unique capabilities, and Google has been very active in adding new features every year.
We’ll start off with the basics that everyone needs to know, then touch on a few more advanced Google Docs tips and tricks. Let’s get started!
Google Docs is a cloud-based word processor that’s an integral part of Google’s office suite, called G Suite. Alongside Google’s other cloud-based services like Google Drive, Sheets, Slides, and of course, Gmail, G Suite offers a comprehensive productivity platform for businesses and students alike.
Read also: How to use Google Drive: Everything you need to know
In many ways, you can think of Google Docs as the Microsoft Word of G Suite. It allows you to compose and format a wide variety of documents, and features some neat integrations with Sheets that lets you quickly add a graph or table from a Google Sheets spreadsheet. It also supports templates and add-ons to make it even more versatile for niche tasks.
Best of all, Google Docs is completely free to use. All you need to use it is a Google account, which is quick and easy to set up.
Google Docs is entirely cloud-based, which makes it work differently than traditional word processors like Word. Instead of saving documents on your hard drive, the files live in Google Drive.
This offers a number of advantages over traditional word processors such as collaborative editing in real-time and automatic backups. It’s also fully cross-platform, so you can access it from any browser or mobile device.
That said, when it comes to how to use Google Docs, it’s very similar to Word or other alternatives. It has the same tool ribbon across the top of the screen and the same keyboard shortcuts you’ve been using for years. You simply access your document in a browser rather than a standalone application.
The first thing you’ll need to learn how to do is create a new document. You can do this from any computer browser or mobile device, although we recommend using a computer. Most of the steps and instructions in this Google Docs tutorial are based on the browser version, which has far more capabilities.
To create a new document on the web, navigate to the Google Docs website and log in if you haven’t already. Then, click any of the templates across the top of the screen to create your document. The first template is blank, but the others have specific purposes like business letters or resumes. If you don’t like the colors or formatting they can be fully customized once created, too.
On mobile, you can still use your browser but it’s easier to use the Google Drive app. Just tap the plus icon in the bottom right, then tap Google Docs. It will default to a blank template, but it will also autosave to the cloud so you can edit it later.
No matter how you create your first document, make sure to give it a name in the field at the top of the screen. Otherwise it’s very easy to lose in your Google Drive folders!
For beginners, you should really learn how to use Google Docs on a computer first. You have a lot more options to format your documents, plus, you know, an actual keyboard to type on.
Since everything saves automatically in the cloud, it’s possible to accidentally create a file that sits empty in your Google Drive storage. Fortunately, it’s just as easy to delete them as it is to create them.
In a browser, all you need to do is find the document on the Google Docs website, click the three dots next to its name, then click Remove. You can also delete it by opening the document then clicking File and Move to Trash.
Note that once removed, files can still be found in the Trash folder of Google Drive. Unlike Google Photos and Gmail, these files never expire and will remain in your Trash folder until you manually clear your trash.
To clear your trash and permanently delete the document, navigate to your Google Drive Trash, select the files, and click the delete icon in the top right. In the confirmation pop-up, select Delete Forever and enjoy your freed up storage space.
One of the scariest things about moving to cloud-based platforms is the thought of what happens when you lose your internet connection. One power outing or network maintenance and you’re stuck waiting for hours until you can get back to work.
Google is more than aware of this concern, and Google Docs makes it easy to access or even edit your documents while offline. The only catch is that it only works on the Chrome browser and you need to be signed into your account on the browser. Note that for Chromebook users the task is already done and Google Docs will work offline right out of the box.
Read also: The best Chromebooks you can buy from Google, Asus, Acer, and more
The first thing to do is to make sure you have the Google Docs offline Chrome Extension. It may already be installed, but to check just click the link and see if it says Install or Remove. Once that’s done, navigate to your Google Drive settings and check the box next to Sync Google Docs, Sheets, Slides & Drawings files to this computer so that you can edit offline.
This will allow you to open any of your files in Google Docs while offline, but you will need to take one further step to be able to edit and save them. Simply right click on the document you want to edit offline and toggle the switch for Available Offline. Here are those steps again in brief:
How to use Google Docs offline
Whether preparing an assignment for school or working on an article as a freelance writer, word counts are important. Google Docs not only makes it easy to check word counts once you’re finished, it even has a feature to see a word count as you write.
To check the current word count, you first need to open the Google Doc you want to check. Click Tools at the top of the screen, then Word count. Alternatively, you can use the keyboard shortcut Ctrl+Shift+C.
The pop-up window will display the current page count, word count, character count, and character count without spaces. Beneath that you’ll also find a toggle for Display word count while typing. This will leave a small box in the corner with a constantly updating word count, which can be incredibly useful for hitting word requirements without filling your writing with fluff after you’re finished.
There are two ways to change margins in Google Docs: document wide settings and specific sections. Let’s start with document wide changes, which is what most users will want to do.
The process is virtually identical to Microsoft Word and other word processors. Just open your document, click File in the top left, then Page setup from the drop-down menu. From here you can change the margins in the pop-up window, and set them as default if you want all future Google Docs to use these settings.
Knowing how to change margins in Google Docs for a specific section is a bit more complicated, but still similar to what you’re probably used to from other word processors. What you need to do is select the section of text to adjust, then click and drag the blue triangles at the top of the screen. The numbers displayed are the difference between the current setting and the default margin, rather than the distance from the edge of the page.
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