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15 Best Google Docs tips and tricks 2020, to save you time.
15 Best Google Docs tips and tricks 2020, to save you time.

Introduction of Google Docs tips and tricks:


What’s up, everybody? I am Shubh Rajput and today I’m gonna tell you the 15 Google Docs tips and tricks, that you need to know, so let's dive into it. Now, these are very personal and these are my top 15 Google Docs tips and tricks.

Voice Typing

Now, the 1st one on my list is Voice Typing. Now, voice typing can save your huge amount of time and Google Docs built-in dictation tool is actually really good. You can use all sorts of punctuation and it picks up on even slight variations in your accent.


Now, in order to find it, simply go to tools then Voice typing. Now, once you've opened it, you get an extra little microphone symbol and that microphone symbol will allow you to start recording.

You can change the language and once you've clicked it and given access to your microphone, it will turn red. Once it's red, it means it's listening to everything, you say. You can dictate things such as a period or full stop and it will also add that punctuation. 

extra fonts

So, that was the first. Now, that brings me smoothly into the 2nd one because we all like a bit of formatting. The way we'd like to format our documents is not only with different font sizes but also different fonts.

Google Docs has a vast library of extra fonts that you can add to your Google Docs. In order to get access to these extra fonts, you need to first add them. Now, where do you add them?

  1. We'll simply click on the drop-down arrow, next to your font.
  2. Then click on More fonts.
  3. This will open up the Google Fonts library.
  4. Here, you can now select fonts and add them to your shortlists.
  5. The shortlist is the list that will show up.
  6. You can then quickly find them in the future.

Image editing

Now, the third tip is to not only insert an image but also do some very basic editing within the Google Docs editor. So, let's go ahead and insert an image. We're going to insert an image, you can now choose, how you're going to insert that image?

Now, I'm going to upload an image from the computer but you can also do it in Google search. Now, that image is here. We can simply click on the image once and 2 new options appear at the top.

  1. We can replace the image or we get some Image options.
  2. So, go ahead and click on the image options.
  3. This is where we can do some very basic editing.

Basics

We can now recolor this image, we can adjust the brightness or contrast and we can also crop the image.

Crop image

Now, in order to crop the image, you will have seen that a new icon appeared, next to image options and that's the Crop tool. So, go ahead and use the crop tool.

Crop your image and then I'd like you to try and recolor it. Using these very basic tools, we can make our document look even better.

Insert a drawing

Now, we are going to insert a drawing. Now, what's great about the updates that Google Docs has been rolling out over the past couple of months is that now when you insert a drawing, you have 2 options.

  1. You can either have a standalone drawing within your Google Docs.
  2. You can link to an external Google drawings file and whenever that files updated, you can update your image inside Google Docs.

Now, let's have a look at this. By clicking on Insert and then Drawing, you will see:

  • New
  • From Drive

New is where you create an image within your Google Docs and this will be editable only within Google Docs. If you select from Drive, you can select any drawing and once you've selected this drawing.

You can now choose to link it or unlink it. When you leave it linked, whenever the file is updated, you will see an update button in your Google Docs.

I love this feature and it's a feature that many of us are unaware of and it's very useful for graphs, charts, or all sorts of learning materials.

collaboration

Now, talking about using it in the classroom. Tip number 5 is Collaboration. Collaboration is at the core of every Google product and Google Docs is no different. So, simply click on the share at the top and this gives you the option to now collaborate with others.

Now, you have various different settings and you can also share the file, not allowing others to print, copy, or edits. That is three main sharing options, you can either give permission to edit, you can give them permission to comments or permission to view it.

You can also prevent editors from changing the access rights or you can disable people from downloading and printing the documents.

leaving a comment

Now, the tip number 6 and that's leaving a comment or directly commenting people, that you are collaborating with. So, when you are leaving a comment in the text, you can simply:

  1. Right-click on the document.
  2. Add a comment.

But let's say that you want to add a comment and you need actions by someone that you're collaborating with. Well, you can either add a ‘+’ or Add symbol. Once you do that, you can then type their name and they will be notified of these comments.

They can be assigned to this comment and that means that they actually have to click on done, after actioning it.

It's a very useful feature for documents, that you're collaborating on, with many different people but only one person has to be notified of a change.

Email your collaborators

Now, instead of resharing the file with all the people, you want to notify of changes. There is an option to email a select few people within Google Docs.

  1. Go to file.
  2. Then, Email collaborators.

Once you do that, you can now type up your email message and you can tick or untick the people, that will receive this email. This makes it a much more user-friendly experience.

Instead of always re-sharing the file and maybe accidentally giving the wrong rights of changing the rights, you are emailing your collaborators about the change without touching in these sharing permissions.

Page settings

Now, we all use different paper formats and different printers but our page settings can be changed. So, we can change the paper size but we can also change our margins.

This is something, I do a lot. Especially, when working with tables or adding design into my documents. The first thing, I would do is set up my margins.

  1. So, go to file.
  2. Then, Page setup.

Then, we're going to change the margins. You have a top, bottom, left and right margins and you can change these, here. You can use a 0.0 smaller margin as well or you can make the margins very big.

In addition to that, you can change the paper size and this allows you to use different sizes of paper when working with different printers.

Heading styles

Use your header styles and don't worry, you're not limited to the header styles that are built into Google Docs because you can apply your formatting to a header style.

The first thing you do is simply select the text that you would like to change the header style for. We're going to go to the Heather Styles drop-down menu and now we select our style.

Now, let's say that you're not happy with the styles available, no problem.

  1. Simply, do the formatting of your text first.
  2. Then, highlight or select your text, go to the Heather Styles.
  3. And when you hover over one of these header styles, you have the option to update it.
  4. Now, when you click on the update, that new formatting will be applied to the old header style.

This is very useful because it not only makes sure that all your text is using the same formatting and that there are no discrepancies. It also helps you later on, when you're building a table of contents, where it's automatically going to pull in the various titles.

Explore button

The explore button is incredibly powerful but in Google Docs, it's probably one of the most powerful tools that we have because the explore button allows us to not only do research, it also allows us to find images to cite our sources and do so much more.

  1. So, let's go ahead and click on the explore button.
  2. This brings up a field and we can now search for any term.
  3. Now, I'm going to use the term ‘Tiger’.
  4. It brings up 3 different menus Web, Images, and Google Drive.

web

Now, I'm going to stick to the web, and let's say that I want to use some text from the Wikipedia page. I can simply click on that link and that will open up in a new tab. Now, the reason they do that is because they don't want to close down the Explorer window.

You can now, find the paragraph you'd like to use, and let's just simply copy/paste a paragraph and I've now pasted it, in that paragraph.

cite my source

But I do want to cite my source and because I have that Explorer window still open, I can now cite the source. The first thing, you have to do is decide the citation format.

Now, the citation format can be changed by clicking on the 3 dots and then select MLA APA or Chicago. Now, I'm going to select APA, and then I'm going to hover back to that link, that I've clicked on.

You will now see those quotation marks. So, simply click on that, and automatically your citation is brought into your documents. As I'm simply going to tap return.

Images

Now, I'm going to go to the Images tab. When you click on an image, you get a large version and then you can insert at the top or if you already know that the image will work for you, you can simply hover over it and then press the plus (+).

I have a paragraph, it is sited and an image, All by using the explore function.

Now, stop for a minute scroll down and leave in the comment section, which one has been your favorite, up to now?

Using a templates

Now, you can use a template by either going to docs.google.com and selecting from the template gallery or when you're already in a Google Documents:

  1. You can go to the file.
  2. Then, New.
  3. Then, From templates.

When you do that, you get 2 different windows. Now, in general, these are old templates generated and created by Google and you can use these and then just tweak them to your needs.

The second one is your domain and these are templates submitted by users, in my domain, that then can be shared with other users in my domain.

So, let's say that I have a certain format for invoices or planning or for meeting minutes, this is where you can submit those templates. So, when you click on your domain name, you will see there is nothing, at the moment. But, you can submit a template.

Back to General, you can use any of these templates. Now, using templates can save you a huge amount of time. So, I highly recommend that you have a look at the different templates available and then just select those, that you would like to use, yourself.

auto-replace text

Now, it allows you to automatically replace a predefined text into anything, you'd like it to be. It could even be a full paragraph. So, what I'm going to do now is, I'm going to set it up,

So, that whenever I type TW, it is automatically going to put the full URL of the TechWic.com website.

  1. The first thing, you have to do is click on tools.
  2. Then, Preferences.
  3. Here, you can now add your own preferences.
  4. So, in the left-hand box, you will put the original text and in the right-hand box, you put the text you'd like to see it replaced with.
  5. So, in left, we're going to replace TW and we will be replacing that with the full URL of Techwic.com.
  6. So, ahead and click on OK, and let's test it out.

We're now going to type TW, as soon as I press space or return, this is replaced with full URL.

Now, this is great for, when you have certain paragraphs that you'd like to use over and over again or long parts of the text that you'd like to use again and again and again. We'll simply set up your own shortcuts

Downloading your document

Now, Google Docs allows you to download your documents in a range of different formats. Now, the way you can do that is by:

  1. Going to file.
  2. Then, Download as.
  3. Now, you can select the format, you'd like to use.
  4. You can use a Microsoft Word format, a PDF, or even in epub formats.

This is great when you're creating your own manuals and you want to publish them or share them as ebooks.

email a document

Now, we can email our documents. Now, emailing your document means that you're not sharing it out, but you are going to email it with another person. Let's say that person has a yahoo email address and no access to the Google ecosystem.

  1. Well, no problem, simply go to File.
  2. Then, Email documents.
  3. You can now choose the file format, you'd like to email it as.
  4. Add your subject line and then also the message.

Now, mail a document will only give them access to this one file and it does mean that they will not see any of the updates, that you add into your document, later on. So, make sure that you only use this, when it's absolutely necessary.

Apps Script

Now, Apps Script allows you to add extra functionality into Google Docs that is not currently available. In order to find the script editor:

  1. You go into tools.
  2. Then, script editor.
  3. This will open up a contained script editor.

That means that this App script is part of your Google document and not separate from it and this allows you to add some extra functionality such as pop-up windows, etc.

2 Bonus tips:

So, those are my 15 tips for Google Docs but I do have 2 bonus tips.

spell and grammar check

Now, the first bonus tip is using the spell and grammar check. Now Google Docs has recently done an update and they now have grammar checks as well as spell checks. The spelling grammar track can be found in your tools bar, again.

  1. Go to Tools.
  2. Then, spelling grammar check.

I simply go through this spell and grammar check. They will ask you if you'd like to keep the original or if you'd like to replace it with their AI suggestion.

Insert a video

The second bonus tip and this is a little workaround. It's going to show you, how you can insert a video into a Google Docs. Now, at the moment, inserting video is not supported in Google Docs.

However, it is supported in Google slides sort of first thing. We're going to do is:

  1. We're going to open up a Google slides file, here.
  2. We're going to insert a video.
  3. Then, just simply paste a YouTube video URL.
  4. This will insert the video into our Google slides.
  5. And we're going to, Now, click on this.
  6. Then, Ctrl+C to copy it.
  7. And make our way over into, Google Docs.
  8. Now, this is not the end, you can't just simply paste it.

We're going to have to insulate drawing because drawing can interpret these links. So, what we're going to do is:

  1. We're going to click on insert drawing.
  2. Now, we're going to create a new drawing.
  3. So, we're not linking to an external drawing, at the moment.
  4. Paste in your video and you now have your video inside your Google document.

It cannot play inside the Google Docs editor. So, you do have to double-click and then click on the video inside that built-in drawings window. But, this is a great way of adding more content into Google Documents.

Conclusion of Google Docs tips and tricks:

I hope you found this Google Docs tips and tricks helpful. Scroll down into the comments section below and let me know your favorite feature, Which feature did I miss? and which feature do you like to use best in Google Docs?

I would love to hear your thoughts in that comment section, below. Share this Google docs tips and tricks, out to someone, who could use it and thanks for watching, I will see you in the next one.


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