In 2018, Google Drive hit 1 billion users. Google Drive includes a suite of applications including cloud storage and online office apps. Among all Google Drive apps, Google Docs is one of the most popular. People love its user-friendly interface and a wide array of features. If you want to unlock the best Google Docs experience, check out this collection of great tips. We’ll also discuss ways to use Google Docs safely so you can ensure your data doesn’t get stolen.
Let’s Dive Right in.
1) Use the Search Menu
Google is built around its impressive search abilities. Thus, it should come as no surprise that if you can’t find a certain formatting option, bullet points or anything, you can simply search for it. Click the Help tab and enter whatever you are looking for into the search window.
2) Easy Shortcuts for Frequent Written Text
If you frequently have to write the same string of text, for example, a HTML code or legal jargon, you can use shortcuts for certain phrases. Under Tools, open up the Preferences and click on Automatic Substitutions. Under “Replace” you can fill in “With” a substitution. So you could switch something like “10GDT” automatically with “10 Google Drive tips.”
3) Create Your Own Custom Dictionary
Not everything we write can be found in Webster’s Dictionary. This is particularly true for technical and other work-related jargon. Under Tools, you can open Custom Dictionary and add until your heart’s content. This will prevent words from getting flagged by the spell check, too. They’ll actually be added to the spell checklist in case you leave a typo.
4) Add Grammarly to Google Docs
Grammarly is a powerful, free spelling and grammar checking app that has recently become available to be added to Google Docs. This service makes up for one of Google Docs only downsides which was no grammar checking. Do note the service is only available on Chrome, at least right now.
5) Tag the Right Person
The best feature of Google Drive is being able to collaborate with your friends and colleagues. However, when you start working on larger documents, it can get difficult to tell who should be doing what and where. Fortunately, Google noticed this. You can now add a comment and tag somebody. They will then receive an email and can even respond to it from within their email client.
6) Check the Revision History
Don’t you sometimes wish you could go back in time? With revision history, you can do that. This is really helpful if recent additions to a document weren’t suitable or if you need a section or two from a previous version that will now come in handy. Click File and go to the revision history. You can go to each major version of the file.
7) Voice Control
This will take a little practice, but voice control is ideal for using mobile platforms when it’s not as easy to access controls. It even features voice typing as well. Under Tools, click enable Voice Typing. This not only allows you to type by speaking but also can be used for editing functions such as highlighting and changing lines.
8) Search on a Large Scale
Once again, this is Google, so everything is built around search. One of the best features of this is that you don’t have to worry about spending too much time and effort organizing your folders throughout Drive. This gets helpful when you are trying to find files from a couple of years back. Type in a few keywords into the search bar from that document, and it’ll pop up within seconds.
9) Protect Yourself with a Mobile VPN
It’s essential to make sure your files are safe. This is doubly true when they are corporate documents that might contain sensitive information like client address, phone numbers, and credit card details. You need to make sure you securely log onto Google Drive so hackers can’t follow your activity. You can do this by turning on a mobile VPN (Virtual Private Network) to encrypt and anonymize your connection.
10) Use Offline
The whole purpose of Google Docs is cloud computing. But there may be times when you need to work offline such as when you’re on a plane. Google automatically switches to offline mode when a network connection is not available. You can also enable the “offline function” to give you another layer of support. This way, in case your computer restarts accidentally, you can access the file from right where you left off.