25 Google Docs Tips & Tricks – Hidden Features

Unlock the full potential of your document creation with Google Docs, the ultimate versatile word processor that is not only accessible from anywhere but also seamlessly integrates with other Google apps. Best of all, it won’t cost you a single dime! But wait, there’s more! Discover the hidden gems and powerful features of Google Docs with these expert Google Docs tips, and get ready to take your document creation skills to the next level. From clever shortcuts to collaborative tools, we’ve got you covered to supercharge your productivity and creativity. Let’s dive in!

1. Kickstart with Templates

Forget about starting from scratch every time you open Google Docs. Tap into the treasure trove of free templates available to give yourself a head start. Whether you need a professional resume, a stylish brochure, or a polished business letter, you’ll find a wide range of categories and multiple templates within each category. 

Simply go to File > New and select “From template” to access this library. Choose the template that suits your needs, and voila! You’re ready to rock and roll.

2. Same Old Fonts? Say No More

While Google Docs offers a decent selection, if you crave more variety, just click on the font name at the top of your toolbar (usually Arial) to access the standard fonts.

• Click on the font name at the top of your toolbar (usually Arial) to open up the standard font list.
• Click on the same font box, but this time select “More fonts…” from the options.
• A new window will appear, unveiling a captivating array of fonts. Simply click on the ones that catch your eye, then hit the “OK” button.

3. Make Use of Keyboard Shortcuts

Say goodbye to the mouse and hello to productivity! By utilizing these shortcuts, you can breeze through tasks without even lifting your fingertips off the keyboard.

Google Docs offers a wide range of keyboard shortcuts to unlock its full potential. Of course, you have the basic copy-and-paste shortcuts, but there’s so much more.

Here are a few cool ones you should know:

• Shift + T: Create a new document
• Ctrl + Alt + M: Insert a comment
• Ctrl + Shift + Y: Open the dictionary
• Ctrl + Shift + >: Increase font size
• Ctrl + H: Find and replace
• Ctrl + Alt + A: Insert links seamlessly

And for formatting at lightning speed:

• Ctrl + Shift + 1: Apply Heading 1 style instantly
• Ctrl + Shift + 2: Apply Heading 2 style in a snap

4. Customized Your Keyboard Shortcuts

If the pre-set shortcuts don’t quite cut it for you, fear not! Google Docs allows you to create your own shortcuts, giving you the ultimate customized experience. 

To create your unique shortcuts, simply go to Tools > Preferences > Automatic Substitution. There, you’ll find a list of shortcuts you can add or even craft from scratch. Text shortcuts, symbol shortcuts, number shortcuts—the possibilities are endless. Let your creativity soar, and explore fresh ways to enhance your writing workflow.

5. Research Tools Can Come in Handy

Who said you can’t multitask while writing? Say hello to the Research Tools feature in Google Docs, your trusty sidekick for online research. No more juggling between tabs and disrupting your flow. It’s all right here, within Google Docs.

To access this nifty tool, head to the ‘Tools’ menu option at the top of your document. Then, select ‘Explore’ from the drop-down list. A window will appear on the right side of your document, opening up a world of possibilities.

With Research Tools, you can:

• Conduct web searches without leaving Google Docs
• Browse for images to enhance your content
• Explore existing documents on your Google Drive

6. Need Another Sidekick? Use Dictionary

Are you unsure about correctly using a word or looking to add variety to your writing? No need to interrupt your flow and open a new window. With Google Docs, you can easily access the dictionary right within your current document.

Here’s how to check definitions or find synonyms:

• Select the word.
• Right-click and choose “Define ‘word.'”
• Alternatively, use the shortcut Ctrl/Cmd+Shift+Y or go to Tools > Dictionary > search for the word.

The dictionary definition will appear on the right-hand side of your document. At the bottom of the definition, you’ll find synonyms for the selected word if available.

7. Try Voice Typing

Is your speaking speed faster than your typing speed? (Most of us can relate!) Let’s leverage your speaking skills with the fantastic Voice Typing feature in Google Docs.

To enable and use Voice Typing:

Go to Tools and select Voice Typing. You can also use the shortcut Ctrl/Cmd+Shift+S.

• If it’s your first time using the feature, grant the necessary permissions.
• A microphone icon will appear; click it to start or stop recording.

When you start speaking, the words will automatically appear on the page. To add punctuation, simply speak the desired punctuation marks like “comma,” “period,” or “question mark.” Need a new paragraph? Say “new paragraph” or “new line.”

8. Turn on Suggestion Mode

If you frequently collaborate with others, you’re probably familiar with the commenting feature. But here’s another way to provide feedback and make edits without directly altering the document: it’s called suggesting.

By suggesting edits, you can offer your recommended changes to your team members. They can see exactly how you would modify the text, improving their writing skills in the process.

Here’s how to activate suggestion mode:

• Click the pencil icon in the upper right-hand corner.
• Choose “Suggesting” from the drop-down list.

From now on, any changes you make will be displayed as green-colored marks. You can also see the modified version on the right-hand side of the document, along with the name of the person who made the suggestions.

9. Translate Your Documents

Google Docs lets you quickly and easily translate your entire document without leaving the platform. To get started, simply go to Tools > Translate document. A new file will be created, and you can select the desired language for translation. It’s that simple!

10. Edit Images on the Fly

Don’t worry if your picture isn’t perfect yet—no need to fire up your photo editing software. With Google Docs, you have the power to edit images even after inserting them into your article. Just click on the image you want to tweak, and voila! The top toolbar magically transforms, presenting you with a range of image editing options. From cropping to adding borders, masks, and more, the possibilities are endless!

11. Review or Retrieve your Document Version History

Imagine working on a document with multiple rounds of revisions and edits. It can be a challenge to keep track of all the changes. Fear not, Google Docs has a neat trick up its sleeve!

The steps are very easy to follow:

• Navigate to the “File” menu at the top of your document to access version history.
• From the dropdown menu, choose “Version history.”
• Click on “See version history” to reveal a chronological timeline of all previous changes done in your document.
• Check the timeline to view who made specific changes and when they were made. This feature provides invaluable insights into your document’s evolution.
• If you ever need to revert to a previous version or undo recent edits, simply click on the desired version in the history and select “Restore this version.”

12.  Access Your Documents now Offline

Google Docs is not just an online tool; it can also be used offline as a reliable text editor. This feature comes in handy when you’re on the go and don’t always have internet access.

To work on your documents offline, simply follow these steps: Click on File > Make available offline.

Just keep in mind that the autosave function won’t work while you’re offline. So, make sure to save your work frequently. Google Docs will store a local copy on your computer and update it once you reconnect to the internet.

13. The Power of ‘@’

As soon as you type it anywhere in your document, a drop-down menu will appear, brimming with options.

Here’s what the ‘@’ symbol can do for you:

• Instant Access: The ‘@’ symbol triggers a dynamic menu that is continuously updated with a wide range of options.
• Effortless Linking: You can effortlessly add links to people, files, and calendar events right from this menu.
• Insert Templates: Access and insert prebuilt templates with ease, saving you time and effort.
• Smart Chips with Dropdowns: Enhance your document’s interactivity by using smart chips with dropdowns for added information.
• Checklists, Tables, Charts: Quickly insert various elements like checklists, tables, charts, and more to make your document richer and more informative.
• Quick Search: Improve your search efficiency by typing letters, numbers, or symbols after the ‘@’ symbol, enabling you to find contacts and assets swiftly and seamlessly.

14. Create Interlinks in Google Docs

Whether you want to link to a different document, spreadsheet, or slide from your Google Drive or create a jump-to link within the same document, Google Docs makes it a breeze.

• Highlight the text that you want to turn into a link and select it.
• Press Ctrl+K (Cmd+K on Mac) or go to the top menu and select “Insert,” then choose “Link.”
• Choose Link Type:

1. To link to another document, click on “Drive” to access files from your Google Drive.
2. For headings within the current document, click on “Headings and Bookmarks.”
3. To explore recent or related suggestions, click on “Suggested.”

• If you’re linking to another document, you can search for the desired file or headings within the current document. Click on the item you want to link to.
• Insert the Link: Once you’ve made your selection, click “Insert” or “Apply” to create the link.

15. Add a Quick Auto-Generated Summary of Your Document

When it comes to collaborative document editing, Google Smart Canvas introduces an smart feature that simplifies the process of creating summaries. Designed to enhance collaboration workspaces, it uses AI to provide quick suggestions for document summaries. While using this feature is entirely optional, it can boost your document’s organization and readability.

Here’s how to generate a quick, auto-generated summary in Google Smart Canvas:

• Ensure that the document’s outline is enabled.
• Permit the document to be accessed by clicking the ‘+’ icon for “Summary.”
• Depending on the document’s size, it may take some time for Google’s AI to automatically generate a summary.
• To accept the summary, press the ‘Tab’ key. You can then fine-tune the summary further using the pencil icon option.

16. Comment Feature in Google Docs

Collaboration lies at the heart of effective document editing, and Google Docs offers a powerful tool to assist this: the Comment feature. Comments are invaluable for adding notes, suggestions, or seeking clarification from fellow collaborators within a document. Whether you’re the one leaving comments or responding to them, this feature streamlines communication and fosters productive teamwork.

To add or reply to comments in Google Docs, follow these simple steps:

1. While editing or reviewing a document, highlight the specific text, image, cell, or slide to which you want to attach a comment.
2. Next, you have two options to write a comment:

• Click the comment icon located in the top menu.
• Alternatively, click on “Insert” at the top, then select “Comment.”

17. Give Emoji Reaction

In Google Docs, conveying your thoughts and feelings about document content is made fun and expressive with emoji reactions. Whether you want to show approval, excitement, or even a touch of humor, this feature adds a unique dimension to your collaboration. Here are the following steps:

• Click on the “Insert” icon located in the top menu.
• From the dropdown menu, select the “Emoji” option.
• Choose an emoji that best represents your reaction or expression.
• Simply click on the chosen emoji to add it to your document.
• Alternatively, you can also access by right-clicking and then select ‘Insert Emoji reaction‘.

18. Manage Sharing Preferences

In Google Docs, collaboration is made easy by allowing you to share your documents with friends and partners, granting them access to the document’s content. If someone wishes to share a document with you, follow these steps:

1. Click on “Anyone with the link” under the “General access” settings.
2. You’ll then be presented with several options:

• Viewer: Allows users to view the document.
• Commenter: Permits users to add comments to the document.
• Editor: Grants users full editing rights.
• Transfer Ownership: Lets you transfer ownership of the document.
• Remove Access: Revokes access for a specific user.

Based on the user’s preferences, you can assign the appropriate access level. If you prefer to restrict access entirely, you can use the “Restricted” option.

19. Create a Table of Contents

If you are working with long document in google docs then it is very difficult to access the sections of a content. To overcome this problem, you need to click on the ‘Insert‘ option from the top menu and then click on ‘Table of contents‘. So that, you can easily find the title, headings, and sub headings on the left side.

20. Get Real-Time Word Counts

Keeping track of your word count in Google Docs is essential, especially when you’re working on written assignments or articles. Here, we present two simple methods to access your word count:

• First method, select the ‘Tools’ option from the top, then select the option as ‘Word count’.
• Second method is keyboard shortcut, you just need to press ‘Crtl+Shift+C’ to access the word count. If you want to see the count of the words while typing then click a tick on the ‘Display word count while typing’.

Bonus Tip: If you’d like to see the word count as you type, simply enable the “Display word count while typing” option by checking the box.

21. Publish the Document on the Web

Sharing your Google Docs document with a broader audience is easy through the “Publish to web” feature. Whether you want to broadcast announcements or share documents with your team, this method allows you to make your document accessible to everyone. Here are the steps:

• Select the ‘File’ option from the top menu then click ‘Share’ option
• Click on ‘Publish to web’.
• It allows you to publish the document on server
• And get the link visible to everyone as google docs is not competing with WordPress.
• You can quickly publish announcements or documents to view every team member.

22. Use the Outline to Organize Your Document

Managing lengthy documents in Google Docs can sometimes be a daunting task. However, there’s a handy tool at your disposal to make this process more manageable – the Outline feature. By utilizing the Outline, you can easily structure and navigate through your document. To access this valuable feature, simply follow these steps:

• Click on the “View” option located in the top menu.
• Check the box on the left side next to ‘Show Outline’.

You can use keyboard shortcuts:

• For Windows users, press Ctrl+Alt+A or Ctrl+Alt+H.
• For Mac users, press Cmd+Option+A or Cmd+Option+H.

23. Use Clear Formatting For Your Document

When it comes todocument editing, keeping things neat and uniform is important. If you’re dealing with a document that’s become messy due to different fonts, colors, and sizes, we’ve got you covered. In this point, we’ll show you how to easily clean up your document by getting rid of unwanted formatting in Google Docs.

Just follow these steps to reveal the clean, simple text you want, making your documents easier to read and more polished:

• Open your document and select the text that you want to remove formatting
• Then on the top menu click “Format” option
• Now scroll down the menu you will see the option as ‘Clear Formatting’ click on it.
• The text will clear all formatting including fonts,colors,sizes..etc

24. Shift Text Faster With This Shortcut

Are you facing an issue to shift the text within Google Docs? Well, the process is very straightforward and easy. Just follow these steps to move your text faster:

• Select the text which you want to shift
• Then press Crtl +’X’ (or Cmd + X on Mac) to cut the text or by right-clicking you can select the ‘Cut’ option from menu
• Now place the text where you want using Crtl+’V’ (or Cmd + V on Mac) or by right-clicking , you can select the ‘Paste’ option from menu

25. Email Your Documents Directly

Why go through the hassle of downloading your document, attaching it to an email, and then sending it when you can simplify the process with Google Docs?

With Google Docs, you can email your document directly. Here’s how: Go to File > Email and choose one of the following options:

• Email this File
• Email collaborators
• Email draft

Please note that the email will be sent via the primary email address associated with your Google account, making collaboration a breeze.

Bonus tip: Stay Organized with Document Outlining:

Open the View menu, select “Show document outline,” or hit Ctrl-Alt-H (or Cmd-Alt-H). Boom! Your document gets a complete outline on the left side of the screen. Click on any section to jump straight there. It works on mobile too! 

Wrapping Up

In the world of document creation, Google Docs stands out as a true lifesaver! It’s like having a versatile word processor that’s there for you wherever you go, blending seamlessly with other Google apps, and the best part is, it doesn’t cost a penny!

But here’s the heartwarming part – Google Docs has so much more to offer than what meets the eye! It’s like uncovering hidden treasures that will supercharge your creativity and productivity. So, stay organized and navigate with ease using Docs with the above Google Docs Tips. Try these now!