How to use Google Docs Today in 2020 Complete Guide to Using Google Docs
If you have just used Google Docs, its extensive features and add-ons can be a little confusing. Therefore, we will be happy to assist you in learning how to use Google Docs. We made this guide in full.
Here are a few tips to get you started with this powerful alternative to Microsoft Word So make sure you read this article on how to use Google Docs carefully.
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What is Google Docs?
If you’ve heard about Google Docs, please skip it If you have never heard of it before, this is a crash course on what you need to know we will discuss the basics and let you know what Google Docs is and how you can use it.
Google Docs is available on all devices and platforms; all you need is an internet connection and a web browser (or if you have a Google Docs application on your cellphone). Google does the rest and handles the heaviest burden when running software in the cloud.
Google Docs supports several different file types, including .doc, .docx .txt, .rtf, and .odt, making it easy to view and convert Microsoft Office files directly from Google Drive.
And because Google Docs is an online word processor, you can share and collaborate with many people on the same document, track revisions, changes, and recommendations all in real-time.
Have you heard enough? Let’s get started.
How to Register to a Google Account
The first thing you need to do before you can use Google Docs is to register for a Google account (@gmail account). If you already have an account, please continue to the next section. If not, we will discuss a simple way to create a Google account and then you can use Google Docs which is a Google product.
Go to accounts.google.com, click on “Create Account,” and then “For Yourself.” On the next page, you must provide some information to create an account, such as first and last name, user name, and password Also, you must verify your telephone number to ensure you are a real human being and not a bot.
After you verify your telephone number, the following pages require you to provide a recovery email address, date of birth, and gender and agree to the privacy statement and terms of service. Complete that, and you are the new owner of the Google account you just created.
How to Make a Blank Document in Google Docs
Now that you have a Google account, it’s time to create your first document. Open Google Docs and hover over the multi-colored “+” icon in the lower right corner. The + sign changes to a blue pencil icon; click on that.
Pro Tip: If you use Google Chrome, you can type docs.new into the Omnibox and press Enter to automatically create and open a new blank document.
How to Import Microsoft Word Documents in Google Docs
Even if you are new to Google Docs, you may already have a collection of Microsoft Word files that you want to use. If that’s the case, then you must upload all of your Word documents before you can see them. Although it might not support some of the more sophisticated features and formatting of some Word documents, it works quite well.
When you import a Word document, you can use Google Docs or Drive to upload your file. Both of these methods allow you to drag and drop files from your computer directly into a web browser so that they are easy to upload. Your drive holds all the files that you upload, but for convenience, when you go to the Google Docs homepage, it only shows you the document type files.
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From the Google Docs homepage, click the folder icon at the top right, then click the “Upload” tab. After the Word file is uploaded, Google Docs opens it automatically, ready for you to start editing, sharing and collaborating. To open the Word document that you want to edit, click the file with the blue ‘W’ next to the file name of your Google Docs homepage. Click to view Word files or edit them in Google Docs.
When you are finished with the document, you can download your document back to DOCX, or PDF, ODT, TXT, HTML, or EPUB format. Click File> Download As then click on the desired format, and it will be downloaded directly to where the file is saved from your browser.
How to Check Spelling on Google Docs
Now you have several documents, and now it’s time to make sure your spelling and grammar are correct. Google Docs is equipped with a spell checker that is ready to be used for you – every time you misspell something, it will underline errors with squiggly lines, encouraging you to make changes. This tool should be activated by default, but you can make sure in Tools> Spelling> Underline Errors.
To see spelling corrections and suggestions, right-click the word with the line underneath. Or, press Ctrl + Alt + X (Windows) or Command + Alt + X (Mac) to open the Spell Check tool and the Grammar Tool. Another way to access spell checking is to click on the icon with the A mark and checkmark. This allows tools and parses your documents for spelling and grammar.
Along with Spell Check, Google Docs is equipped with a built-in dictionary and thesaurus.
How to Collaborate with Others on GD
One of the best features of Google Docs is the ability to generate shareable links that allow anyone who sees it can view, suggest editing, or edit your document. Instead of sending files back and forth between collaborators, you can make edits and suggestions at the same time, as if you were all huddled on the same computer in real-time. The only difference is that everyone has their own text entry cursor to use on their personal computer.
From the document you want to share, click the blue “Share” button to choose how and with whom you want to send the link to your file. You can enter the email address manually or click “Get Shareable Link” in the upper corner to share the invitation yourself.
From the drop-down menu, you can edit how many users can use the same file when you choose one of these options:
- Off: Sharing is disabled. If you previously shared a link with someone else, the link will no longer function and revoke any permissions they had.
- Anyone who has the link can edit: Gives shared read/write access to shared users. They still can’t delete it from your Drive – this is only for file content.
- Anyone who has the link can comment: Allow shared users to leave comments if desired – this is good for team projects.
- Anyone who has the link can see: Shared users can view the file, but can’t edit it in any way. This is the default action when you share files, and the best option if you try to share files to download.
You can do more with this shareable link, which also works with other Drive files and on the phone.
How to see all the latest changes to documents in Google Docs
When you share documents with others, it is difficult to track all the small changes that occur if you are not present. For this reason, there is a revision history. Google Docs keeps track of all changes that occur in the document and breaks it down into periods, keeping chaos. You can even restore files to one of the previous versions listed in history by clicking the mouse.
You can see a list of all the latest changes by clicking File> Version History> See Version History.
How to Recommend Editing to a Document in Google Docs
If you are the document owner and prefer collaborators to suggest editing your file (not directly editing it), you can set access permissions to “Suggestions.” This allows other people to edit documents, without worrying that other people will mess up your files. When a collaborator makes an edit, the owner receives an email notification about the suggested edit and can choose to save or discard the changes.
If you look at the top right of the document window, you will see your current condition. If you see “Suggesting” then you can try it.
How to find the number of words and the number of pages in Google Docs
By default, Google Docs doesn’t display the number of words or pages, but it’s easy to check without a manual count. So, if you have strict word limits for an assignment or want to track the amount you write, you can see the details in your workforce with the number of words. You can even highlight the text of any paragraph to check how many words there are in the selection.
To see the number of words/pages of your document, click Tools> Word Count, or press Ctrl + Shift + C on Windows and Command + Shift + C on Mac.
You can also find the word count for a particular text string by highlighting it, and jumping back to Tools> Word Count (or using the button combo).
How to use Google Docs Offline
What happens if you need to access Google Docs but don’t have an internet connection? Even though Google Docs is a web-based product, that doesn’t mean you can’t use it offline. You can download the Chrome extension and make sure you activate the file for offline use later. Any changes you make to file updates the next time you connect to the internet will be updated.
After you download the official extension for Chrome, open the Google Docs homepage and in the upper left corner, click the Hamburger menu> Settings. Once here, switch “Offline” to the active position, then click “OK.”
To save storage space on your local machine, Google only downloads and makes the last accessed file available offline. To activate the file manually, click the three-dot icon, then change “Available Offline” to active.
How to Add a Page Number to a Document in Google Docs
Page numbers are visual tools that are used to show readers what pages they are opening. They also help you arrange physical sheets of paper and place them in the right order (you know – if you print them). Google Docs doesn’t automatically generate page numbers in files, you have to add them manually, but it’s easy to add them to the headers or footers of your document.
To add page numbers to all pages, click Insert> Header & Page Number> Page Number. You will see a pop-up window where you can choose the page number style.
How to Organize Margins In Google Docs
Margins are white spaces that limit your document on all sides. Because margins make the boundaries invisible, when you reduce the size of the margins, you increase the amount of space that can be used on the page. If you need to change the amount of space on the edges of all file pages, then you need to adjust the margins with a ruler along the sides and top of the document.
If you prefer to enter margins manually, click File> Page Setup, enter the amount of white space you want to see on each side, then click “OK.”
How to Add a Text Box to a Document in Google Docs
Adding Text Boxes to Google Docs is a great way to highlight related information and draw attention to specific elements of a document. However, to make it not an easy process and hidden in an impossible place: from the Drawing feature.
To access the Drawing menu, open Insert> Drawing and click the Text Box icon in the menu bar. Now, click and drag your mouse to make the text box in the space provided, and then add the text you want.
Click “Save & Close” to enter the text box into your document when it’s finished.
How to Add New Table of Contents in Google Docs
The table of contents is a way to show the reader each topic/chapter listed in the document. This feature automatically generates one and uses a link that jumps to each section when clicked. So, if you have large documents, this allows anyone to quickly access certain parts without having to browse through them all.
Click Insert> Table of Contents, then click one of the two options provided. The first option is a table of plain text contents with numbers on the right side intended for printed documents. The second option does not use a page number but instead enters a hyperlink that jumps to the section that is recorded so that the document can be viewed online.
Note that to automatically create a table of contents that links to certain parts of your document, you must format each chapter – or title – using the default Google Docs header style. This allows Google Docs to know how to fill in tables and add clickable links.
Best Google Docs Add-Ons
Now that you have learned all the basics for GD, you can become a very powerful user with the addition of add-ons. Add-ons are very similar to extensions for web browsers but are specific to Google Docs and allow you to get additional features from third-party developers. You can install tools to increase productivity with additional proofreaders, document signing applications, translators in documents, and even a rubric for teachers..
Hopefully, our information is useful to you.