When collaborating on documents in Google Docs, it's important to be able to effectively communicate with your team members or share comments with your client. One useful feature that Docs offers is the ability to mention users within the document. In this tutorial, we will guide you through this simple, yet, very useful process, providing instructions and useful tips to enhance your working experience.
@tag is a well-known feature on many web platforms and social media, thus, you can ensure that the person you want to communicate with receives a notification and can easily find the relevant part of the document. This can streamline collaboration, improve productivity, and facilitate clearer communication throughout the document editing process.
Google Workspace is not an exception. The platform keeps reinventing new ways to connect more users and unite businesses across the globe. Moreover, the ‘@’ symbol not only helps to mention a user but helps to link a file from your Drive and connect to your meetings’ calendar.
Like the idea? 👀 Let’s keep going!
We bet you are not a newcomer to the Google Suit platform, thus you already might know how to create a document and type in the information. If not, you are welcome to follow our tutorials with tips and tricks to work like a pro!)
To mention a user, you don’t need to have any super skills, only type in the first letters of an address, and Docs will do everything for you!
1. Open your existing or new document by entering Drive.
For this tutorial, we’ve created a document with simple text to guide you through.
Select the text or area where you want to mention a user. Right-click on the selected text and choose Comment from the context menu.
3. In the comment box that appears on the right side of the document, type the ‘@ ‘symbol followed by the user's email address or name.
Example: @john.doe or @John Doe
Try typing your existing contact.
4. Google Docs will suggest email addresses based on the first letters from your contacts or collaborators. Click on the desired user to mention them in the comment. If you want to add another user, follow the same step. We’ll choose a random address as an example.
The mentioned user will get a notification and can access the comment directly by clicking on it.
5. After you press the Comment button, you will receive a notification that this person needs to have access to the document.
6. Finally, you’ll see that you successfully mentioned a person on the right panel of Google Docs.
In case you would like to notify your collaborator or a friend about a new document release or simply share it with him/her, follow these steps:
1. Open the document and click on the Share button in the top-right corner of the document.
2. In the Share with others dialog box, start typing the user's email address or name in the People field. Google Docs will suggest matching names or email addresses from your contacts or collaborators. Click on the desired user to mention them in the document.
3. Choose the appropriate access level for the mentioned user, such as "Can edit" or "Can comment." Also, you may add a message explaining why you’ve mentioned a person and what you expect from him/her.
4. Finally, click Send to share the document with the mentioned user and notify them via email. This way, the user will receive an email mentioning his name or address.
The mission is over! Now waiting for the feedback!
Of course, mentioning a user is not just tagging a person, but explaining ‘What and Why?’! Below you can see simple tips for improving your user experience.
· Use descriptive comments: when mentioning a user in a comment, provide context and specific instructions to ensure clarity.
· Use the "Reply" feature: encourage collaboration and conversation by utilizing the "Reply" option within comments to keep the discussion organized.
· Format the mentioned user's name: to make the mentioned user's name stand out, consider formatting it in bold or a different color within the comment.
· Check notification settings: inform your team members to adjust their notification settings to ensure they receive email or desktop alerts when mentioned in Google Docs.
And here is a favorite part – answering possible questions. Maybe you have a question?! 👀
Q1: Can I mention multiple users in a single comment?
A: Yes, you can mention multiple users in a comment by adding multiple "@" symbols followed by their names or email addresses.
Q2: Can I mention a user who is not a collaborator on the document?
A: Yes, you can mention any user, but have to provide access to the document as editors or viewers.
Q3: How can I see all the comments I have been mentioned in?
A: To view all the comments you have been mentioned in, click on the "Comments" button in the top-right corner of the document. This will display a list of all comments, including those where you have been mentioned.
Q4: Can I mention someone who doesn't have a Google account in Google Docs?
No, mentioning a user in Google Docs is limited to individuals who have a Google account. If you try to mention someone who doesn't have an account, their name or email address will not be recognized, and the mention feature will not work. It is essential to ensure that all collaborators have Google accounts to fully utilize the 'mention' functionality in Google Docs.
To conclude, the ‘mention’ feature in Google Docs is a valuable tool for collaboration and communication in real-time document editing. By simply typing the '@' symbol followed by the user's name or email address, you can easily involve specific individuals and draw their attention to particular parts of the document.
Being aware of how to mention a user, what happens when you mention someone, and how to mention multiple users ensures smooth collaboration and efficient document editing in Docs.
Give it a try and we hope your collaboration is fruitful and pleasant. 🎉 Wish you a happy day!
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