Similar to other tools of G-suite, Google Docs is also a free Web-based application in which documents and spreadsheets can be created, edited and stored online. Files are allowed to be imported from any computer with an Internet connection and a full-featured Web browser. As mentioned above, the Docs is a part of a comprehensive package of online applications offered by and associated with Google and its tools or applications.
Google Docs users also have the option where they can import, create, edit and update documents and spreadsheets in various fonts and file formats, combining text with formulas, lists, tables and images as well. Google Docs is also compatible with almost all the presentation software and word processor applications for effective inputs and outputs. Work on google docs can also be published as a Web page or as a print-ready manuscript. Google docs also offer full control over who can see their work. Google Docs could be an ideal choice for publishing within an enterprise, or organisation maintaining blogs or composing work which can be viewed or edited by multiple users at one go.
Google Docs would also lend itself to collaborative projects in which multiple authors work together in real-time from geographically diverse locations and making it easier for them to work on one platform. Hence, all participants can see who made specific document changes and when those alterations were done. Since documents are stored online and can also be stored on users’ drive or computers, therefore, there is no risk of total data loss as a result of a localized catastrophe. However, Google Docs which is an Internet-based nature of has given rise to concerns among some authors that their work may not be private or secure but the security measures have been taken by the institution to secure their work product.
How Google Docs Works?
The following content will explain the working process of the cloud-based tool by Google. Cloud computing is a networked computer system that uses the resources of several servers to complete tasks and store data which is shaping up to be the next big trend in the computing industry where the entire enterprise relies on the data, the company is data-driven. Traditionally, when the industry was on the rise, there were only a few people who could access the processing power of a supercomputer. With the new era of cloud computing, practically anyone or any organisation could tap into that sort of power.
Since the debut of the personal computer, users become used to storing information either on an external storage device like a compact disc or on a computer’s hard drive, those were their only available options. We’re also conditioned to buy new machines or upgrade old ones whenever applications require more processing power than our current computers can provide. Therefore, with cloud computing, the responsibility of storage and processing power falls to the network, not the individual computer owner, providing more space and opportunities for further enhancement.
Although if we compare internet computing then it’s a relatively young industry, still there are many companies offer cloud computing services. One of the major companies is Google. This Internet giant offers a G-suite of Web-based productivity applications under the name Google Docs, it will allow the users to utilise applications to the best of their potential. Google has also made sure that applications or tools aren’t as complex or comprehensive as the leading desktop counterparts, they have other advantages over traditional software. The advantage would be to make the procedure easier and simpler.
The featured of these advantages would be the applications aren’t tied to a specific computer. Therefore, Google doesn’t want users to download and install the software on a particular machine to access the software or the file. This goes to prove that any operating system or computer connected to the Internet can access Google Docs. Since each of the users saves information to the cloud system, then he or she can access the same file from anywhere. Users don’t have to look and opt for a specific version of a document is the most current — it will always be saved in the Google cloud as it is.
Another advantage of google doc would be multiple users. The function will enable users to make edits to the same files at the same time. This feature is known as online collaboration, and it could streamline teamwork over the Web. Since Google Docs also preserves earlier versions of documents, hence there would not be any reason for the users to worry about irrevocably changing a file. Collaborating on files might change the way we think about document management. But it also means that the project managers can save time and effort.
Google Docs is packed with powerful potential tools. Here are 10 that will help you get more out of Google’s free word-processing app.
Voice recognition rather than typing
For times when the user rather utilises the voice than their fingertips to type, give Google Docs’ voice typing tool a try.
From the top of an open document, go to Tools > Voice typing. A small window with a large microphone icon pops up along the right edge of Chrome that user can click to toggle voice typing on and off. Voice typing is available only in the Chrome browser for working.
It’s an acquired taste, but the client can also use voice typing to edit and format text in Google Docs.
When they paste a block of text into a Google Doc, its font and font size will likely differ from the rest of their document. To make it conform, highlight the text and do one of three things:
- Right-click the highlighted text and choose Clear formatting.
- Go to Format > Clear formatting.
- Click Normal text from the pull-down menu below the Format and Tools menu options.
Add more fonts
From the font pull-down menu at the top of the document, choose More fonts to add new fonts to this menu. There are hundreds of fonts are available, this way the user or the client can choose from:
To get a better sense of how the different fonts look, check out Google Fonts where users can view sample sentences of each font. They also click into each sample sentence and change it to their wording. When they find or choose the font they like, just search for its name from the fonts pull-down menu in Google Docs and add it to your list.
Stop, collaborate and listen: when a user is working on a shared document, then he/she can change the edit mode so that Google Docs tracks changes like Microsoft Word. Google doc will also help the users to perform editing and allow their collaborators to accept or reject them, select the pencil button in the upper-right corner of the document and click Suggesting. Now, as the user can edit the document, changes will show up as colour-coded suggestions with a comment next to each to show who made the change, which helps in transparency and holds confusion. Each comment has an Accept and Reject button.
Tag someone in a comment
If the user wants to draw someone’s attention to a comment he/she may have added then the user can easily tag collaborators. While writing their comments, enter the @ or + sign and choose the person who they want to tag. He or she will then get an email to alert them about the comment or question.
Bookmark more, scroll less
For long documents, adding bookmarks means less scrolling. Go to Insert > Bookmark to add a bookmarking the document. A small, blue bookmark icon will be added to the left edge of the document and It will direct that the page/document has been bookmarked.
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They can create a link to a bookmark, which is helpful for long documents because creating a quick table of contents at the top of the document to jump to various bookmarks. Right-click at the top of the document (or any location where a link to a bookmark might be helpful) and click Link. Instead of adding a URL, select one of the bookmarks from the drop-down menu below, enter the link text and click Apply.
Users don’t need to use bookmark links, however, for bookmarks to helpful. Although many users add a single bookmark to pick up where I left off the next time I open a Google Doc. To jump to the next bookmark, then hold down the Control and Command keys and hit N and then B. And to move to the previous bookmark, hold down the Control and Command keys and hit P and then B. The keyboard shortcuts are a bit cumbersome but easier to remember if the user thinks of the keys standing for next bookmark and previous bookmark.
The client doesn’t need an Internet connection to use Google Docs, though it is required to be connected when setting up offline use (along with Chrome).
From the main screen of Google Drive:
Click the gear icon in the upper-right corner and click Settings.
Check the box in the Offline section for “Sync Google Docs, Sheets, Slides & Drawings files to this computer so that you can edit offline.”
With offline mode turned on, they’ll be able to view and edit the Docs, Sheets, Slides and Drawings when you are disconnected and the files will sync the next time users connect to the Internet.
Rolling down own substitutions
Go to Tools > Preferences and they will see a list of automatic substitutions that Google Docs makes. Most involve the style in which fractions are displayed along with a few symbols and arrow styles. Users can add their own, but substitutions based on the capitalization of a word does not work.
Right-click for research
To look up the definition of a word on the quick, right-click on the word and choose Define. A small panel appears to the right of the document with the definition of the word, along with synonyms, letting the user obtain information without leaving Google Docs.
Similar to that function, right-click on a word and choose Research to perform a quick Google search in the right-panel. Any links click will open in a new tab, although the user can drag images from the search results from the right panel directly into his/her document.
If the client/user would like to return to an earlier version of Google Doc, they can by going to File > See revision history. From the right panel, they will see a chronological list of time-stamped versions of the document. Choose one and click Restore this revision to open it.
They can always go back to revision history and choose a more recent version to return to the latest edits. There is no way to lose changes using revision history; choosing an earlier version just moves it to the top of their revision history list.
With these many features, the user has the opportunity to explore the freedom and capacity to perform different applications. Google Docs have many features, the motive would be to help users to attempt and plan the major implementation of this segment for better usage.