Google Docs: Complete Guide

A new document on Google Docs from scratch

Now that you know why Google Docs is a great word processor, take the time to learn how to manage this tool by creating documents from scratch.

Step 1: Creating docs

First of all, you need to access the Google Docs homepage https://docs.google.com/document/. Then you can choose between two options: the plus symbol with a blank document or a template.

After that, a new document will automatically open. As a default, its name will be Untitled Document, which you will be able to change by clicking on the Title box. Another way of doing that is just typing the title on the page and clicking on the Title box.

Step 2: Formatting

Google Docs toolbar is pretty similar to other word processors. You are going to use it to change things in your text, such as:

• The font type and size
• Text alignment
• Italic, Bold, and Underline
• Text and Highlight Color
• The text styles (e.g., Title, Subtitle, Headings)
• Spacings
• Lists
• And also, Clear Formatting

Step 3: Inserting images

There are two paths for inserting images. The simplest one is clicking on the symbol of a picture (represented by a square with a mountain) on the toolbar. The second one is going to the top menu and selecting the tab Insert.

Then hover on the Image option and choose the source from where you are uploading an image. Google Docs allows you to upload .gif, .jpg or .png. Images that at the same time have less than 50 MB.

Step 4: Table of contents

You can also insert a table of contents in your document. You can do that by going to the tab Insert on the top menu. Next, hover the mouse over the option Table, and you will see a lot of mini squares.

These squares represent the number of columns and rows your table will have. After deciding your table size, select the configuration and click on it. The table will appear on the document instantaneously.

To edit your table, click on the right button of your mouse inside a row. You will be able to do actions such as adding and deleting columns or rows.

Step 5:  Sharing your document

After finishing your document edition, it is time to share it. There are four ways of doing that from Google Docs. First, click on File at the top menu, then choose one of these alternatives:

• Share: You can input the email addresses of the people you want to share the document with. Or copy the link to share through other channels.
• Download: Download your document to your computer. You can choose between some file formats such as .pdf, .docx, .rtf, .odt, .txt and others.
• Email as an attachment: You can directly send your document via email. A popup will open, and you will be able to set the attachment format, the recipient’s email, the subject, and the message.
• Publish to the web: If you want to share your document on your website or blog, you can use this option. Again, it’s possible to choose between link and embed.

Google Docs Tips and Tricks

To enhance your experience with Google Docs, we have prepared some tips and tricks to make your life much easier while using this tool.

Adding comments

To add a comment, first select the part of the text you want to comment about. After, click on the symbol of a dialogue box with a plus on the toolbar. The second way you can insert a comment is by clicking with the right button of the mousepad over the selected text and then on Comment.

But the easiest way is using the keyboard command Ctrl+Alt+M.

Voice Typing

This tool is helpful when you need to speed things up with your texting. You can type and edit with your voice, and all you need is a microphone on your computer.

It’s possible even to dictate punctuation, such as periods, commas, and exclamation points. Suppose you make any mistake while voice typing. You can move the cursor to the wrong part and correct it without turning the mic off.

To start voice typing on Google Docs, click on Tools, choose Voice typing, or press the keyboard command Ctrl+Shift+S. After that, a box with a microphone symbol will appear, so click on it to start speaking.

You can choose between multiple languages to start using this tool. Then, click on the drop-down list above the microphone.Click on the microphone when you are ready, then start speaking. Remember to always speak clearly, with pace and adequate volume. Just click on the microphone again when you want to stop speaking.

One last thing, be aware that this feature will only work in a Chrome browser.

Using templates

Google Docs offers many document templates that you can use to save time and effort if you don’t want to start with the standard blank page. There are lots of templates that you can choose from, including, for instance, Newsletters, Job Offer Letters, Resumes, Essays, and Reports.

They are all editable, and you can customize them according to your needs.

Creating your own Google Docs templates

Creating your template is simple. You need to follow some steps:

• First of all, create a document and edit it the way you want, adding visual elements, the default format, etc.
• Second, go to Google Docs home page, click on Template Gallery, then choose the option Submit a template.
• Choose from your Google Docs and then select the template you have created.
• You must write a brief description of the template because Google might not approve your template if you don’t.
• After you choose a category: Business or Legal, the last one is for legal contracts.
• The next step is to select the template language.
• Click on Submit Template to finish the process.

When you need to use the template you have created again, go to the template gallery, select it, and start editing.

Version History

Sometimes you make mistakes while editing a text, and reversing them is easy with other word processors. But have you ever tried clicking on undoing so many times to correct a mistake you have made?

Unfortunately, this tool is limited, and many times you can’t go back to the desired point. With Google Docs, you have the Version History, where you can see everything that was changed and restore these other versions.To access this tab, go to the page’s top and click on All changes saved in Drive. You will find a complete activity log with the user names, times, and dates of modification.

In addition, parts of the text that were changed will be highlighted. This is also a great opportunity to track what is being done with the document.

Useful add-ons

There are lots of add-ons. Of course, each business will need different kinds of extensions. But we have separated some that all or most of them should have to work together with Google Docs account.

Power Thesaurus

If you have over 70 million synonyms and antonyms available, you will certainly improve the quality of your texts. Power Thesaurus is the add-on that makes it possible, using thesaurus.org as a source for its collection.

So every time you forget a word or want to stop using the same old ones, you need to use this quick search. To run it, select the desired word, click on Add-ons on the top left menu, and then hover on Power TheSaurus, choosing Search Selected Term.

A popup will appear on the right with all the synonyms, antonyms, and a definition of that word.

Speakd

Sometimes you are in a rush, with so many things to deal with at once. Speakd helps you at these times by reading your documents for you.

You can listen to your text, identify how it sounds, searching for mistakes or phrases that don’t work well. With Speakd you can also estimate the reading time for all your texts, which helps focus on your initial purposes.

DocSec

Imagine you need to keep some parts of your document protected because it’s a confidential matter. This is possible with DocSec, an app that allows you to set password protection in certain texts on the document.

After applying the password, only you and whoever you shared the password with will access and edit these confidential parts. First, click on Add-ons and select DocSec. Then a side panel will appear, and you need to enter the password you desire.

Next, insert a secret text that will replace the part of the text you want to protect. Next, select the part of the text you want to hide, then click on Censor Text. At last, you can share your password with other people, but they will only be able to access the hidden parts after installing Doc Secrets.

Text Cleaner

Sometimes you need to remove the text formatting, and despite the option that already exists in Google Docs, some tools can help you in an advanced way.

Text Cleaner can preserve italics and bold while you remove formatting, which is good so you don’t have the work of formatting the text twice. In addition, you can remove line breaks, multiple spaces, and whatever aspect of a copied text you paste into your document.

Grammarly

This isn’t exactly an add-on, but a Google Chrome extension that works inside Docs. It’s a handy tool for proofreading any text. It suggests grammar corrections, enhances your vocabulary and keeps your text concise.

You need to install it, and it starts to work without any effort. First, it underlines the mistakes with red, and when you hover the cursor on them, a suggestion box appears. The next step is to click on the box, and Grammarly will correct the text.

Useful Keyboard Shortcuts for Google Docs

Keyboard shortcuts are ideal for facilitating your daily activities on the internet. It wouldn’t be different when it comes to Docs. Spending more time writing than searching for tools enhances your productivity.

That is why we separated some shortcuts that will be useful to you.

Useful Keyboard Shortcuts
Word count	Ctrl + Shift + c
Insert comment	Ctrl + Alt + m
Open revision history	Ctrl + Alt + Shift + h
Start voice typing	Ctrl + Shift + s
Open chat inside the document	Shift + Esc
Open dictionary	Ctrl + Shift + y
Left align	Ctrl + Shift + l
Center align	Ctrl + Shift + e
Right align	Ctrl + Shift + r
Justify	Ctrl + Shift + j
Copy	Ctrl + c
Cut	Ctrl + x
Paste	Ctrl + v
Paste without formatting	Ctrl + Shift + v
Undo	Ctrl + z
Redo	Ctrl + Shift + z
Open link	Alt + Enter
Print	Ctrl + p
Open	Ctrl + o
Find	Ctrl + f
Find and replace	Ctrl + h

Google Docs FAQs

How do I create a custom template in Google Docs?

Template Gallery method (for work/school accounts):

• Design your document with the desired formatting.
• Go to File > Template Gallery > Submit template.
• Select your file, add a description/category, and submit.

Private method (personal accounts):

• Design your document.
• In Google Drive, right-click the file and select Make a copy for reuse.

What are Google Docs formatting best practices?

Use Styles:

• Apply Title, Heading 1, Heading 2, and Normal text styles for consistency.

Simplify fonts:

• Stick to 1–2 fonts (e.g., Arial/Georgia) and use bold/italics sparingly.

Optimize spacing:

• Adjust line spacing (1.15–1.5) and margins via File > Page Setup.

Structure with tools:

• Insert automatic Table of Contents for long docs.
• Use bulleted/numbered lists for readability.