How to create and use Google Docs? Step by Step Guide.

Have you ever used Google Docs before?

Nope! It’s the right time to take a plunge and learn about it.

If, Yes! Skip the basic guide and move to the bottom of an article to check Google Docs Shortcuts.

Shortcuts will be a great help and will save a lot of your time if you use google docs regularly.

Google Docs is popularly known as the online office collaboration tool.

Many organizations and working professionals utilize this tool for carrying out their regular tasks efficiently.

What is Google Docs?

Google Docs is a web-based collaboration application, which allows you to create a document on the go similar to Microsoft Word.

Within this app, you can edit, share and collaborate with others in the real time.

Google Docs files are stored online on Cloud in GDrive; you can also sync them with your local system by downloading Google Drive desktop app.

The sync is so happening that you can access your Google docs from any device anytime.

Its collaboration feature allows you to share docs online so that several people may work on a single document simultaneously.

How to create Google Docs?

  • To access docs, first, make sure that you have a Google account. If you don’t have one, create an account by simply signing up for Gmail or GSuite account.
  • After signing up successfully, you can sign in with your Google Account and access docs either through Google Drive or directly click on docs to get started.

If you have a Gmail account then, you can navigate to Docs by clicking on Google app symbol

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You can create new Docs file within Google Drive by clicking on the “new” button.

Create Docs from Drive

How to use Google Docs?

1. Create a new document

In drive, click on “New” button, a small notification window will appear from where you can choose Google Docs.

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In Docs, click on the blank document to start working on the new file.

Create a Blank Document

How to create a blank Document

 

2. Rename a document

When you create a new file, by default it will be named “Untitled document.” To rename your file

  • Click the name of the file
  • Type the desired name
  • Hit Enter
Rename Document

How to change the name of a Document

Follow this link and start working like a pro!

 

 3. Edit and format a document

 There are many ways to edit the document.

  • How to Insert image: You can add the image in a document from your computer or the web .

 1.  Click Insert menu and select image.

Insert an Image

 

2.  Choose an image that you want to insert.

  • How to remove a picture: Select the picture you want to delete, click right and choose cut.

Remove Image

 

  • How to Insert a Table: You can organize the information in a table.

Steps to insert table: Open the Insert menu and go to the table option, select number or rows and columns you want to add.

How to insert the Table

  • How to add a link: you can also create a link to your document.

 

Click Insert >link or click the link icon in the toolbar.

How to Insert Link

  • Set margins, page size, orientation and background color:
  • To change these options: Click File menu and then choose Page Setup.

How to set up Page

4. How to Share File

  1. Open the file you want to share
  2. Click Share
  3. Enter the email address of the person; you would like to share.
  4. Choose the type of access you want to give people:
    •  Can edit- Recipients can make any changes in the shared document.
    •  Can comment- Recipients can add comments, but not edit content.
    •  Can view- Recipients can only see the file, but not edit or comment.
  5. After selecting options mentioned above, Click on Done 

Share Files

 

5. Add a Comment in the file

To communicate with the team about a particular part of a document or you would like to suggest any changes, you can insert a comment in your file.

  • Open the document
  • Highlight the content you would like to comment
  • Add your comment in one of the following ways:

     1. Click Add comment icon.   

                   

Add comment

     2. Go to Insert and click comment.

 

Add Comment from Insert Tab

  • Add your note and click comment.

6. Print and download document in another version

  • To print your document, you can do one of the following options:

 1. Select File tab from menu and then click print

 

Print Document

 

2. Click on Print Icon in the toolbar

 

Print Document

 

  • Download document in other formats: If you want to download your file as another format like .docx, .rtf or as a web. You will need to open the File and choose Download as an option.

Download File in other format

 

 

Google Docs Shortcuts
Alt+F To open file menu
Alt+E To open edit menu
Alt+V For view menu
Alt+I To navigate insert  menu
Alt+T To open tools menu
Alt+N To open Add-ons menu
Ctrl+K  To add a link
Ctrl+F  Find
Ctrl+B  Bold
Ctrl+I Italic
Ctrl+U Underline
Ctrl+H Find and Replace
Ctrl+Shift+L For left align text
Ctrl+Shift+R For right align text
Ctrl+Shift+E For center align text
Ctrl+Shift+J For justify aligning text
Ctrl+Shift+c Count words
Ctrl+Alt+M For Add comment

 

If you are using google docs with @gmail id and want to have your email on your business domain name, you can check Gsuite Free Trial for 15 Days and later get 20% Discount.

GSuite Free Trial and Discount Coupon

Conclusion

It offers an extensive list of features that help you to work seamlessly within teams. It’s free to use, and there are no more backup issues as it automatically saves your documents.

So, learn new ways to create Google Docs and work efficiently without any hiccups.

If you have any question related to Google Docs, you can ask me in the comment section. I will be happy to answer them all for you!

By |2019-01-03T06:22:46+00:00December 10th, 2018|Blog|0 Comments

About the Author:

Danish Wadhwa
Danish Wadhwa is a strategic thinker and an IT Pro, with more than 6 years of expertise in the digital marketing industry. He is more than a results-driven individual, who is well-versed in providing high-end technical support, optimizing sales and automating tools to stimulate productivity for businesses.

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