Hello! Today we are talking about 12 user-friendly Google Docs functions that for sure come in handy. Or how to make the most of Google Docs absolutely for everyone who uses this text editor!
Here below, you will learn about the following Google Docs features:
- Offline mode in Google Docs
- How to publish your text on the Internet
- Grammar and spelling check
- Google Docs Translation Option
- How to start using a Personal dictionary
- Voice typing
- Version history as a helpful tool
- How to set various share settings in Google Docs
- The way to add a comment
- Add-ons
- Different formats for downloading the documents
- How to use Bookmarks
Feature # 1 - Offline Mode
Does it seem a bit unreal? It is the reality now - to create and edit any documents in Google Docs with no Internet access. How should we turn on this excellent function? You should simply open the Google Drive website and go to the settings menu. The settings menu is a gear button where you choose the necessary points.
All the changes will be synchronized by the next time you connect to the Internet. Another way is to click File and simply choose Make available offline.
NB! However, an offline mode is not recommended on public or shared computers, so keep this info in mind.
Feature # 2 - The Opportunity to Publish your Article on the Internet
You press File - Publish to the web, and then you obtain the link to a web page or code to embed the document in your site. Do you think it's so easy? Yes, that's right.
Feature # 3 - Grammar and Spelling Check
While writing these lines of text in Google Docs, I felt confident that I wouldn't miss any errors or typos. Of course, it doesn't work as a comprehensive online writing assistant. Nevertheless, the function of grammar suggestions is brilliant — no more misprints.
Go to Tools - Spelling and grammar - and choose the necessary points.
Feature # 4 - Translate the Documents Quickly
Do you still use Google Translate? Ok, but now you know that there is an embedded translator in Google Docs. How to use it? Press on Tools and select Translate document. You can choose any language from the drop-down box.
Feature # 5 - Personal Dictionary Usage
You may work with specific terms that are unknown to the Google Docs vocabulary corpus. In this case, this word or phrase may be underlined in Google Docs. What to do? There is a quick step: select Tools from the menu bar. Then click Spelling and grammar - Personal dictionary. It's time to type in the word and press Add. Then click OK, please. The unknown word will be saved in your personal dictionary. And it won't be highlighted as an incorrect one.
Feature # 6 - Voice Typing is not a Problem
Transcribing becomes excellent with Google Docs. Just three simple actions: go to Tools, choose Voice typing, and turn your microphone on. You should press on the image of the microphone and select the necessary language. And that's all - all you need is to talk.
NB! When you return to writing, close the small window with the mic and pursue your writing process.
Feature # 7 - View the History of the Project
If you want to observe the document creation and editing process in detail, you can use File - Version History - See version history. One more beneficial point is the opportunity to restore any previous version you need.
That sounds perfect, especially when you don't welcome the idea of clicking several times to return. Besides, any undesirable corrections can be changed with a few clicks!
Feature # 8 - Manage Access Settings
Choose a big blue button Share and select the types of sharing with people or groups. You can add the people or groups you need, as well as use special access settings on the right in the dropdown list (Viewer, Commenter, Editor) to every single person or group. By the way, you may send a message to a person or group and notify them (if you do not want to notify the recipient(s), just remove the tick on Notify people). You can click Share with people settings and customize the access. When you have added all the necessary people or groups, you can press Done.
If you want to copy a general link with particular access, you may easily choose the necessary level of access - viewer, commenter, or editor. Click Change and on the right, there is a list with three options (Viewer, Commenter, Editor). Choose the required one. Moreover, you can choose whether to create restricted access or access to everyone via the link by selecting, Restricted or Anyone with the link. Click Copy link and then Done. In brief, all these options make Google Docs extremely flexible and safe.
NB! You can provide different access types with the help of share settings in Google Docs. This option significantly simplifies teamwork and shortens the time for document sharing.
Feature # 9 - Teamwork is a Piece of Cake with Google Docs
This means commenting enormously facilitates the complete writing and proofreading process. Just mark the required context and click Add comment or Suggest edits on the right page side. One more idea is to click a special button in the toolbar or just Ctrl+Alt+M (you will see it on the screenshot). Now you are expected to leave your comments and improvement edits. If you click Suggest edits, the Suggesting mode will be activated automatically. Remember that you can use Editing, Suggesting, and Viewing Mode when working with the document.,
Another person, who has at least commenter access to your Google Doc, can provide his or her comments as well so that the communication begins. When it's essential to revise the comment history, just press Open comment history or Ctrl+Alt+Shift+A. Good job!
Feature # 10 - Get More with Add-ons
Google Docs is an efficient text editor to be used for analytics. There is a range of add-ons on the right sidebar that can be installed for free. Without a doubt, it's a cool thing to boost your working process.
Feature # 11 - Learn the Variety of Formats for Downloading
Not only can Google Docs convert into Microsoft Word (.docx), but also PDF Document (.pdf), Web Page (.html, zipped), and even more. Google Docs users can enjoy the comfort of flexibility when choosing the best suitable file formats.
Feature # 12 - Take a Link to a Particular Fragment - Use Bookmarks
When you need to highlight a specific abstract or provide a link to a particular paragraph, you may click Insert - Bookmark. And it will be so easy to find the needed text area.
Of course, this is not the end of the useful features of Google Docs. But this is our top list, where you're sure to find some points you didn't know before and can start using now. Good luck!
