Google Docs FAQ

Google Docs FAQ
Google Docs FAQ

What Is Google Docs?

Google Docs has a lot more capabilities than you would think. Everything you need to know about Google Docs is right here!

The word processor component of Google’s online office suite is Google Docs. It’s a free Microsoft Word replacement. It has a lot more features than you might think.

We’ll answer the most frequently asked questions about Google Docs in this article.

What Is Google Docs and How Do I Use It?

Google Docs is a browser-based word processor from Google. You can use any computer with an internet connection to create, edit, and share documents online. There’s also an Android and iOS app available.

The collaborative features of Google Docs set it different from its main desktop competitor, Microsoft Word. One of the earliest word processors that provide shared online document editing was Google Docs.

From a browser window, Google has made it exceedingly simple to share documents across platforms and collaborate on them in real time. To view or edit Google documents you share with them, they don’t even need a Google account.

Furthermore, Google Docs add-ons allow you to extend the functionality and add features that are now unavailable.

How to Work with Google Docs?

Google Docs can be used in the same way that Word documents can. Create new papers, use Google Docs templates, interact in real time with your team, and share documents. Here, we’ll go through the fundamentals.

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What Is a Google Doc and How Do I Make One?

From the docs.google.com landing page, create a new Google Doc.

  1. Go to docs.google.com and sign in with your Google account to create a new Google Doc. You can start a new document from scratch or choose a template once you’re on the Google Docs home page.
  2. You can also perform the same thing from within an existing Google Doc by going to File > New > Document or File > New > From template.
  3. Within an existing Google Doc, use the File menu to create a new Google Doc.
  4. You can also edit several characteristics of the document, including the page orientation, via the File menu.

What Is the Best Way to Save a Google Doc?

You’ll never have to remember to save a document because Google automatically saves it to your Google Drive as part of Google’s online office suite. As a result, there is no Save button.

You can Make a Copy, Email, or Download your Google Doc from the File menu.

What Is the Best Way to Download Google Docs?

Google Docs can be downloaded here.

Google Drive is where your papers are stored. Instead, click to File > Download and select your desired file type to save a Google Doc to your PC.

How to Send a Google Doc by Email?

A Google Doc can be emailed.

You can download the document directly from the document if you want to email it. Choose the file format you want to attach and fill in the typical email data by going to File > Email > Email this file / Email collaborators.

What is the Best Way to Share a Google Doc?

However, rather than sending a document via email, we advocate sharing it. Because sharing allows everyone to see and work on the same version of the document, it’s a good idea to do so. You’ll avoid making conflicting copies or duplicating your work this way. The recipient does not require a Google account to view or update the document, as previously stated.

Click the Share button in the top right corner of a Google Doc to share it.

You now have a number of options:

You can type in the names or email addresses of the people you want to contact. It’s worth noting that this method’s default access level is Editor. Change this to Viewer or Commenter by clicking the pen symbol on the right.

Share a Google Docs file with a group of people

Rather of sharing the document with individuals, you may use the Get link menu to send a link to a group. Your private Google Docs will be shared with Anyone by default.

If you have a Google account that belongs to a company, it will be shared within that company. To change those settings and grant users of the link Viewer, Commenter, or Editor access, click Change or Share with…

When you’re finished, click the Copy link in the lower right corner. Your clipboard will be copied with the link.

You may also use this make a copy approach to save time if you want to share a copy of your Google Doc with several collaborators since you don’t want them to make changes to the original document.

How to Keep Track of Google Docs Changes?

You’ll want to track changes to your Google Docs if you make regular modifications or if you share it with others.

History of Versions

This is done automatically by Google Docs, which keeps track of your document’s version history. Go to File > History of Versions > Expand the version history option to see a list of all the modifications Google has recorded for your document.

  1. When changes were made, who made them, and when they were made, they’re all indicated in the document.
  2. Viewing a Google Doc’s version history
  3. You may even give the current version a name to make it easier to undo modifications made later. Alternatively, go to File > Version History > Name current version, type a name, and save it.
  4. To rename a version, go to the version history menu and click on the date or name of the version. You can then enable a setting in the version history menu to only show named versions (see screenshot above).

Give the current version of a Google Doc a name.

The most basic kind of change tracking is version history. By selecting a document and pressing the Restore This Version button, you can restore its versions. Individual changes within each version cannot be accepted or rejected. If you want that functionality, you’ll need to use a separate feature: modes.

Mode of Suggestion

Editing, Suggesting, and Viewing are the three modes available in Google Docs. The default mode is editing. Go to View > Mode or click the pen icon in the far right corner of the tools menu to change modes. Use the Suggesting to regulate individual modifications.

While Suggesting mode was enabled, changes and comments were made in a Google Doc.

You’ll notice a comment on the right side of the document when you make changes in Suggesting mode, with the option to accept or reject the proposal. You may also write a response to each modification to discuss it.

All modifications made in this mode are tracked separately in the version history under the corresponding document version. You can review and restore rejected modifications this way, but you’ll have to restore that version of the document, which means you’ll lose all subsequent changes.

Set your colleagues’ access to can comment when sharing the document to require them to utilize Suggestion mode.

What Is the Best Way to Print From Google Docs?

A Google Doc can be printed.

Printing from Google Docs is the same as printing from any other application on your computer. To print a Google document, go to File > Print, hit the Ctrl + P keyboard shortcut, or select the print icon in the tools menu after opening the document.

Each of these actions will bring up the print menu for you. Choose your printer and settings from here, and then print as usual.

Offline Google Docs Editing

You must meet a few fundamental requirements in order to edit your Google Docs offline. To begin, you must be connected to the internet when setting up offline access. You’ll also need Google Chrome outside of incognito mode, the Google Docs Offline Chrome extension installed and enabled, and enough free storage space to preserve your files.

After that, go to docs.google.com, click the hamburger menu in the upper left, select Settings, and make sure the Offline slider is set to On (see screenshot below).

Set up Google Docs to work offline in the Settings menu.

Every document you start working on will now be available, at least momentarily, offline on your computer. Whether your document is available offline is indicated by the cloud icon next to the document name.

Google Docs is now available for offline use.

You’ll notice a crossed-out cloud and the message “Working offline” if your internet connection breaks. When you rejoin to the internet, any changes you make will be synchronized.

Offline, working on a Google Doc

You can review the list of all your papers at docs.google.com while offline if you have the Google Docs Offline extension installed. A checkmark icon will appear next to all papers that are always available offline. To control the Available offline option, click the three-dot menu.

When you’re not connected to the internet, you can use Google Docs.

All documents you open will be cached by the Google Docs Offline plugin. Even if your internet connection is lost, you’ll be able to access documents that aren’t explicitly available offline.

In that situation, you can make the document permanently available offline, even if you’re not connected to the internet. Those documents that haven’t been cached or aren’t available offline will appear muted in the meantime.

You may also use the Google Drive Backup and Sync tool to back up and sync Google Docs files to your computer or mobile device.

Google Docs is Now in Your Hands

You now have a basic understanding of how to utilize Google Docs. The next step is to figure out how to make beautiful Google documents. After that, you can move on to Google Docs’ features for business papers and voice typing.

Mark Funk
Mark Funk is an experienced information security specialist who works with enterprises to mature and improve their enterprise security programs. Previously, he worked as a security news reporter.