Google Docs for Beginners: Master It in 8 Steps 🚀📝
Google Docs is a super versatile tool that makes it easy to create, edit, and share documents. However, to take full advantage of its potential, you need to go beyond the basics and learn useful features that will improve your workflow. If you're new to Google Docs, here are some key features you should familiarize yourself with. ✍️📄
1 Displays Word Count While You Type
If you're a professional or student who needs to closely monitor your word count, enabling the live word count option in Google Docs can be very helpful. While you can check the word count via a shortcut or the Tools menu, this can disrupt your workflow. Enabling the live word count gives you a small visualization in the lower left corner that doesn't interfere with your writing. 👀📝
This way, you can keep track of your word count at a glance. To activate this feature, go to the "Tools" tab, select "Word Count," and check the box that says "Show word count as you type."
It is important to note that this settings are reset if you close or update the document, so you'll have to reactivate it every time. To avoid this inconvenience, I use the Word Counter Max plugin.
2 Paste Without Formatting and Clear Formatting
Copying and pasting text from the web or other sources into Google Docs often includes unwanted formatting. To maintain a consistent style across your documents, you can paste without formatting. Google Docs has a built-in feature for this. Right-click and select "Paste Without Formatting" from the menu. ✂️📋
To paste text directly without retaining the original formatting from the web, you can also use the shortcut Ctrl+Shift+V (on Windows) or Command+Shift+V (on Mac). If you accidentally paste text with its original formatting, you can quickly clean it up to match your document's style. To do this, highlight the text, go to the Format menu, and select Clear Formatting. You can also quickly clear formatting using the shortcut Ctrl+\ (on Windows) or Command+Space (on Mac).
3 Adjust Formatting for All Matching Text
Sometimes you need to change the style of just headings or specific text throughout a document without affecting other parts. Fortunately, Google Docs offers a feature called "Select All Matching Text," which lets you select all instances of text with a specific format and make changes to each one at once. 🎨✏️
To use this feature, simply highlight a word, heading, or phrase with the style you want to update, right-click, and select "Select All Matching Text." You can then adjust the font, color, size, or other formatting, and all instances will update simultaneously—a way to save yourself the hassle of manually finding and editing each one! 🙌
4 Try Voice Typing to Break the Routine
Writing long documents can sometimes be tedious, especially if you're not in the mood. Fortunately, Google Docs offers a useful solution with your tool Voice Typing. This feature allows you to compose documents and take notes without having to type. It's great if you have a slower typing speed, as it can significantly speed up your writing process. 🎤⚡
To use Voice Typing, go to the "Tools" menu and select "Voice Typing." Once activated, simply start speaking, and Google Docs will transcribe your words into text. This tool is perfect for giving your hands a break, although it can occasionally misinterpret some words, so be sure to proofread your text afterward. 🔍
5 Use Full Screen to Minimize Distractions
While working in Google Docs, I sometimes feel like I don't need additional toolbars or menus and would like to clear my view. Google Docs offers a full screen for this purpose. Entering full screen mode hides unnecessary elements, creating a more spacious distraction-free work that helps me concentrate and write more effectively. 🌟🔍
To enter Full Screen mode, go to the View menu and select Full Screen. This hides the on-screen elements so you can focus solely on your content. To return to normal view, simply press the Escape key. One small downside is that you'll lose access to all controls, so you'll need to exit the Full Screen mode. full screen mode to make even adjustments quick format.
6 Learn Useful Shortcuts
Like others word processing toolsGoogle Docs supports many keyboard shortcuts that simplify writing and editing. These shortcuts allow you to format text, navigate your document, and organize content without having to click through menus. This makes your workflow faster and more efficient. 🔑⚡
Some essential shortcuts include Ctrl+B (Cmd+B on Mac) to make text bold, Ctrl+I (Cmd+I on Mac) to italicize it, Ctrl+Shift+C to display the word count, and Ctrl+K to insert or edit a hyperlink. To see a full list of shortcuts available in Google Docs, go to the "Help" menu and select "Keyboard Shortcuts."
As a beginner, one of my biggest challenges is finding specific tools or options in Google Docs. If you also struggle with navigating menus, the search bar will be incredibly helpful. By typing keywords related to the tool or feature you need, it will quickly show you relevant options, allowing you to open them directly. 🧐🔍
To access the search bar, click it in the top left corner or use the shortcut Alt+/ (on Windows) or Option+/ (on Mac). Type terms like "word count," "table," or "headings," and it will display matching menu options. This feature saves time and reduces the frustration of searching through menus. 💡
8 Improve Your Writing With Add-Ons
Google Docs lacks some features by default, but that doesn't mean you can't use them. With support for numerous third-party add-ons, you can customize Google Docs to suit your needs. I recommend adding these useful add-ons: Word Count Max, Doc Secrets, ProWritingAid, OneLook Thesaurus, Paperpile, and GPT Plus Docs. 🚀📚
Installing add-ons is simple. Go to the "Extensions" menu, select Add-ons > Get Add-ons, find the tool you want, and click "Install." After granting the requested permissions, the add-on will be ready to use. To access any installed add-on, go to the "Extensions" menu and select the add-on from the list.
Remember that some add-ons require access to sensitive data in your account from Google. Google detects and blocks these, so you should avoid installing such extensions.
These are some useful tips in Google Docs that I think every beginner should know. In addition to these, Google Docs lets you compare two versions of a document, translate documents, add citations, insert watermarks, and more. You can also share your documents with others and collaborate in real time. So explore the other features Google Docs has to offer! 🚀🌟
