7 Tricks to Work More Efficiently with Google Docs


Google Docs is used regularly, if not daily, by hundreds of millions of users. There are many features and tools to explore behind its apparent simplicity—just open it up and start typing—many of which let you customise the programme to your needs and can boost your productivity and workflow.

Here are tips and tricks to use Google Docs more efficiently for smarter work.

Find images easily

If you write for the web for a living, you are probably aware of the value of graphics for your blog posts and websites.

We typically spend a lot of time searching the internet for the ideal image that won't get us into trouble, but locating photographs that are licenced for reuse is a huge obstacle.

Google recognised this issue and, as they frequently do, went ahead and found a highly feasible solution. The Explore button, which is tucked away at the bottom right corner of the screen, may be recognisable to all of you.

You may utilise the Search bar on the Explore tab exactly like you would a standard Google search bar by opening it. Now navigate to Photographs and perform a search for the image category you wish to view and presto! A collection of images all with commercial reuse licences appear.

Use new fonts

Although typefaces were a problem with early iterations of Google Docs, the number of fonts you can use has substantially expanded. Arial is the default font used by Google Docs.

Go to the font dropdown option on the Google Docs toolbar (it most likely says "Arial" as that is the default font for Google Docs) to access all the fonts that are offered.

For Google Docs, a large selection of fonts is included by default.

To view every typeface that is offered, select Show > All Fonts. Now that categories may be sorted, navigation is made simpler.

Use an add-on like Extensis if you want access to even more fonts.

Set up your substitutions

Open Google Docs' Tools menu, select Preferences, and then select Substitutions: When you input certain character combinations, Google Docs will substitute them with a list of other characters (correctly formatting fractions, for example).

Simply use the Replace and With boxes at the top of the list to generate your substitutes. Existing subscriptions can also be edited, substitutions can be eliminated by using the crosses on the right side, and substitutions can be turned on and off by using the checkboxes on the left.

You decide how to apply substitutes; examples include changing "--" to a real em dash (—), fixing common misspellings, and inputting short abbreviations that are then substituted by typical extended words.

Copy formatting

You can apply the formatting from one section of your document to any other section of the same document or a whole different document using Google Docs. Isn't that neat?

It's not as difficult as it seems. Select the section of the text where the right formatting is present and from which you want to copy the formatting.

Next, select the Paint Format button in the document's upper left corner.

When you're finished, simply highlight the text in which you want the formatting to be applied, and you're all set.

The formatting can be altered throughout the document if you double-click the print button. When you need to apply the format numerous times over a lengthy document, this functionality is helpful.

Collaborate on emails

As you might think, Google Docs and Gmail are closely related, so you may use Docs to compose emails for Gmail until they are ready to send. To begin, select Insert, Building blocks, and then Email draught from within Google Docs.

When you're ready to send it to Gmail, click on the blue email icon close to the left in Google Docs and a new Gmail draught will emerge on the screen. You may @-mention people to fill out email addresses and write the email in the main text box.

Create your shortcuts

Do you frequently utilise a certain term or do you prominently display a phone number in your document?

Google Docs enables you to design unique keyboard shortcuts that you can use to accelerate work if you don't want to type the complete text by hand!

It's not too difficult to use. Click Tools > Preferences. Type the text you want to use as a shortcut after checking the Automatic Substitutions box. So keep in mind that you can use a Google Docs shortcut the next time you need to type quickly.

Video call directly

Google Meet is yet another Google tool that Docs integrates well with. Video calls are much more common than they used to be for reasons we're all aware of, and Google has responded by putting a Meet button in the top-right corner of the Docs interface.

When you have a document open, you'll notice it, and you can start a new meeting by clicking on it. Your document isn't lost, though, and everyone else on the call can see the most recent version of it while you converse.

7 Tricks to Work More Efficiently with Google Docs 7 Tricks to Work More Efficiently with Google Docs Reviewed by Namera Farooq on 13:22 Rating: 5