You're Not Using These 15+ Google Docs Hacks To Supercharge Your Workflow (and They're Free)

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ZDNET's cardinal takeaways

Google Docs has go nan cosmopolitan archive collaboration platform.
Features specified arsenic Voice Typing, Smart Chips, and Version History surpass astir connection processors, but galore person ne'er utilized them.
In this guide, I stock complete 25 useful tips for Google Docs to thief you streamline your workflow.

Google Docs has been portion of my life for astir 2 decades. I retrieve erstwhile it first launched backmost successful 2006 -- I was still successful precocious school, and I haven't stopped utilizing it since. Being capable to entree a full-featured connection processor from immoderate machine successful nan world felt revolutionary then, and its usefulness is still applicable today.

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Most group are acquainted pinch nan basics of nan platform, but I stake you don't cognize astir of its features. Google Docs is packed pinch devices that moreover longtime users miss. To thief you out, I've compiled complete 25 Google Docs tips and tricks to thief you activity faster, enactment organized, and collaborate much effectively.

Because location are truthful many, I've surgery things down to six abstracted categories:

1. Basic productivity

Master keyboard shortcuts list

Like Windows, Google Docs has its ain group of keyboard shortcuts. Many of nan well-known cardinal combos still use (such arsenic Ctrl + C to transcript and Ctrl + V to paste); however, Docs has its ain unsocial shortcuts circumstantial to nan platform, including Ctrl + Alt + Mto adhd a remark and Alt + Shift + Ito unfastened nan Insert menu.

Learning these will prevention you a ton of time. To spot nan full shortcut menu, press:

Ctrl + / on Windows
Cmd + / on MacOS.

Voice typing

If you ever struggle pinch getting your thought retired of your caput and onto nan page, nan Voice Typing instrumentality tin move those thoughts into text. Go to Tools > Voice typing to alteration it. A microphone icon will look successful nan corner. Click it and statesman talking.

This characteristic useful champion successful Google Chrome. On different browsers, punctuation sound commands, specified arsenic saying "semicolon," whitethorn not person correctly and will alternatively type retired nan words literally.

Find and Replace

Use Find and Replace to correct typos, update text, and set accusation successful bulk.

Ctrl + F to find words connected Windows.
Ctrl + H to switch matter connected Windows.
Cmd + F to find words connected MacOS.
Cmd + H to switch matter connected MacOS.

Change capitalization

No request to retype matter to hole capitalization. Highlight nan text, past spell to: Format > Text > Capitalization. From nan menu, you tin flip nan matter betwixt lowercase, uppercase, aliases title case, which capitalizes nan first missive of each word.

Bookmarks

Bookmarks are useful erstwhile penning a ample study aliases investigation document, arsenic they supply a speedy measurement to navigate betwixt points. To adhd a bookmark, spot your cursor astatine a constituent successful nan matter > Insert > Bookmark.

Use these keyboard shortcuts to navigate:

To jump forward: property Ctrl + Alt + N + B connected Windows / property Ctrl + Cmd + N + B connected MacOS.
To jump backward: property Ctrl + Alt + P + B connected Windows / property Ctrl + Cmd + P + B connected Windows

2. Page layout

Table of Contents and archive outline

Google Docs tin create a archive outline and a Table of Contents to thief shape your text, and some trust connected nan aforesaid action: applying Headline styles.

To delegate Headings, item a portion of matter > prime a Heading style from nan dropdown paper adjacent to nan Font name. The level useful for illustration this:

Heading 1 is for main conception titles
Heading 2 is for subsections
Heading 3 is for circumstantial topics aliases items, specified arsenic images, tablets, aliases graphs.

When you use headings, Google Docs instantly creates an Outline sheet connected nan left. To instrumentality a Table of Contents astatine nan commencement of nan document, spot nan cursor astatine nan apical > Insert > Page elements > Table of contents. Choose a style, and nan platforms will make a Table. Each introduction features a hyperlink that allows you to jump straight to a circumstantial section.

Headers and Footers

Headers and footers springiness writers a spot to adhd page numbers, titles, writer information, and more. To adhd one, spell to Insert > Page elements > Headers aliases Footers (choose whichever you request astatine nan moment). Headers and footers successful Google Docs only connection basal customization, specified arsenic allowing a different header for nan first page.

If you want to person afloat control, put nan cursor astatine nan extremity of nan text, past spell to Insert > Break > Section break (next page). Double-click nan recently added header aliases footer, and disable Link to previous.

Insert images and drawings

To adhd visuals, click Insert > Image. You tin upload images from Google Drive, Photos, your computer, Google Images, aliases a link camera, among different sources. If you want to create a elemental graphic, travel this path: Insert > Drawing. Google Docs' graphical instrumentality lets you create basal shapes, matter boxes, and graphics.

Smart Chips

Smart Chips heighten your archive by adding interactive elements. All you person to do is type '@' and nan Smart Chips discourse paper appears. Common uses see embedding Google Calendar events, gathering notes, task trackers, merchandise roadmaps, and more.

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3. Collaboration

Email straight from Google Docs

You don't person to time off nan level to nonstop personification your file. To email it: spell to File > Email > Email this record > past participate nan recipient's reside and send. If nan personification already has entree aliases is portion of your them, take Email collaborators instead.

Share files

To stock a document, click nan Share fastener successful nan top-right corner. You person nan expertise to make a shareable nexus aliases adhd circumstantial group straight by email. You tin besides take whether recipients tin view, comment, aliases edit nan document.

Make documents disposable offline

You tin edit a Google Docs page offline, but nan setup requires you to execute a fewer steps. First, spell to your Google Docs location page and click nan paper icon, denoted by 3 horizontal lines. Click Settings > Toggle Offline > Ok. Now, spell to nan archive you want to entree offline. Select File > Make disposable offline.

You're now capable to activity connected that record offline, and changes will sync erstwhile you are backmost online.

Verison History

Google Docs automatically saves each alteration you make, meaning nary activity is ever genuinely mislaid -- unless you manually delete it.

To position past versions, spell to File > Version history > See type history. You'll spot a timeline of edits connected nan right. Select and version, past click Restore this versionat nan top. This brings backmost nan older text. It does overwrite nan astir caller copy, though you tin thankfully reconstruct done nan aforesaid process.

Compare documents

Google Docs allows you to comparison 2 documents connected apical of each other, highlighting nan differences betwixt them. To comparison a brace of files, spell to Tools > Compare documents > My Drive > prime a 2nd file. The 2nd archive will beryllium highlighted successful red.

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To comparison 2 versions of nan aforesaid file, first unfastened nan Version History of your target document. Hover complete nan older save, click nan 3 dots, and prime Make a copy. Now, return to nan target archive > Tools > Compare documents > prime nan older copy.

4. Writing and editing

Integrated dictionary

Google Docs includes a built-in dictionary that you tin personalize pinch caller terms, names, aliases industry-specific spellings. To adhd civilization words, spell to Tools > Spelling and grammar > Personal dictionary > Enter nan connection > Add > OK.

Citations

The level offers a amazingly robust citation manager, redeeming you from manually formatting sources astatine nan extremity of a investigation paper. To unfastened it, spell to Tools > Citations. Support styles see MLA (8th edition), APA (7th edition), and Chicago (17th edition). Choose your style, prime a root type (such arsenic a book, website, film, etc.), and past capable successful nan fields. Google Docs tin auto-populate nan boxes from a URL, but you whitethorn request to capable successful missing specifications yourself.

Once done, click Insert Works Cited to spot nan citations afloat formatted connected nan page.

Substitutions

Substitutions prevention clip by replacing shorthand matter pinch afloat phrases, sentences, aliases symbols. Follow this way to spot nan afloat list: Tools > Preferences > Substitutions. You tin besides adhd your own.

For example, you could group "addr" to go "1313 Disneyland Dr, Anaheim, CA 92802" aft a abstraction is entered.

Make PDFs editable

Google Docs has nan expertise to person PDFs into editable files. All you person to do is upload nan PDF to Google Drive > right-click nan record > prime Open pinch > Google Docs.

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Translate into a different language

To construe a archive into different language, spell to Tools > Translate document. Choose your connection and nan level will create a translated copy. While Google Translate has travel a agelong measurement complete nan years, I urge proofreading nan matter for accuracy and tone. The tech still isn't perfect.

5. Add-ons

Extensions

They're not required, but if you're game, Google Docs tin beryllium enhanced pinch third-party extensions, downloadable from nan Google Workspace Marketplace. These devices adhd other functionality from grammar assistants and AI image generators to PDF converters. To browser nan marketplace, spell to Extensions > Add-ons > Get add-ons. Many of nan extensions are free, though immoderate connection paid upgrades.

Present via Google Meet

You tin coming your archive straight successful Google Meet without needing to move tabs aliases screens. To statesman presenting, click nan camera icon successful nan top-right area > Start a caller meeting.A model will popular up from nan right, displaying nan meeting. Below nan position are links to stock pinch others.

6. Troubleshooting

Clear browser cache and cookies

If Google Docs feels slow aliases pages aren't loading, I urge clearing retired your browser cache. A speedy shortcut to unfastened nan deletion paper is Ctrl + Shift + Delete connected Windows and Cmd + Shift + Delete connected MacOS for third-party browsers. Safari has its ain cardinal combo, which is Cmd + Option + E.

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Select nan respective Cookies and Cached images options for your browser, and past delete them. Note: The first 2 shortcuts are compatible pinch Google Chrome, Microsoft Edge, Firefox, and Opera. However, it's imaginable that immoderate web browsers whitethorn not admit those cardinal combinations.

Update your browser

Google Docs useful champion connected a browser moving nan latest updates, arsenic it ensures maximum compatibility and fixes capacity issues. For this troubleshooting tip, I'm covering 3 of nan astir celebrated web browsers.

Chrome: Click nan Menu arsenic denoted by nan 3 vertical dots > Help > About Google Chrome > let nan update to decorativeness > Relaunch.
Microsoft Edge: Click nan Menu arsenic denoted by nan 3 horizontal dots > Help and feedback > About Microsoft Edge > let nan update to decorativeness > Restart
Safari (Safari updates are tied straight to MacOS updates): Click nan Apple paper successful nan precocious near area > System settings > General > Software update > Update now.

I activity successful Google Docs each azygous day. Every azygous draught I've written successful nan past 5+ years was initially created connected nan platform. I usage it for outlining guides, editing, and jotting down speedy ideas earlier they disappear. Along nan way, I've discovered a batch of mini shortcuts and lesser-known devices that make moving connected Docs smoother.

Many of nan tips successful this guideline person been portion of my regular workflow for years, specified arsenic nan keyboard shortcuts and integrated dictionary. However, location were immoderate that I only discovered done researching for this proposal piece, specified arsenic nan instant citation tool. What's awesome is that these devices person already proven themselves to beryllium highly useful.

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Whether you're a student aliases distant worker, I dream you'll get arsenic overmuch retired of these Google Docs tricks arsenic I person complete nan years. As I ever say, nary of this proposal consists of hard-and-fast rules. These are chiefly suggestions that'll thief you activity much efficiently.