Friday, July 30

How to use Google Docs to get the most out of it | Digital Trends Spanish

Don’t be discouraged – if you’ve been putting off switching to Google Docs because you’re overwhelmed by all the new features you need to learn in an unfamiliar document editing interface, you can get started by following the simple steps we share in this guide; You will see that learning how to use Google Docs was not as complicated as you thought.

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Step 1: set up your Google account

To use Google Docs, the first thing you must do is create a Google account. It is important that you keep in mind that this registration is completely free and not only gives you access to Google Docs, but also to Gmail, Google maps Y Youtubeas well as the entire Drive package.

To create a Google account, go to the registration page. Enter your information, including your name, email address, and date of birth, and then click Next step. Read the Privacy Policy and Terms of Service, brand I agree and ready! You now have a Google account. If you already have an account, simply log in as you normally would.

Step 2: access Google Docs

There are several ways to access Google Docs, depending on your device. You can download the application from the App Store or Google Play, or click on the applications icon, which is located in the upper right corner of the Google home page (represented by nine squares). Then you need to click the button Documents (you may need to click More in the pop-up menu to view it).

Accessing Google Docs screenshot

Alternatively, you can navigate to Google Drive and select Documents on the menu My unit, located at the top, or select Documents after clicking New, on the right side of the page. The last option is to navigate directly to Google Docs. Once you have launched the web application, you are ready to create a document.

Step 3: create a document

To create a new document, click on the blank page with a multicolored plus sign inside it, found in the upper left corner of the Google Docs home page. If you can’t find this icon, scroll down to click the plus sign in the lower right corner of your screen. Once you’ve done that, the aforementioned blank page icon with the multicolored plus sign will appear at the top of your screen again. Click there to open a new document.

Start a new Google Doc document screenshot

It is important that you know that if you are creating a document from Drive and select Google Docs after pressing New, you will automatically create a blank document. If you click on the little arrow to the right next to Google Docs, you can even choose to create a new document, based on a provided template.

There are a wide variety of options to choose from, including resumes, business letters, and a selection of third-party templates. As if that weren’t enough, you can even load an existing .doc or .docx file into your drive by clicking New, followed by File upload.

Step 4: start working

Once you’ve created a document, you can start getting down to business. Click the button Untitled document, located in the upper left corner, to add a title to your document. You can also adjust the font type, text size and many other things, through the toolbar, which is at the top of the page. If you can’t see your title or the menu bar, those options may be hidden. If that’s the case, click the downward-pointing arrow in the upper-right corner to display them.

Google Docs step 4 screenshot

Clicking on the three horizontal dots near the right side of the page will bring up some additional formatting options. If you can’t see your title or the menu bar at the top of the page, it probably means that the options are hidden. If that’s the case, click the down arrow in the upper right corner to display them.

Because you are working within your browser, any changes made to your document will be saved automatically. If you look to the right of the option Help, located at the top of the screen, you should see Keep or All changes saved in Drive. Wait for the second message to appear before exiting, just to make sure all your work has been saved correctly.

To show the History of the document, just click Keep or in All changes saved in Drive, which will allow you to review the changes you have made.

How to share your documents

To share your documents with other people, click the blue button Share, located in the upper-right corner of the document you want to share. The button will be inserted between your image, assuming you’ve added one to your Google account, and the comments icon. Then invite other users, entering their email addresses in the resulting window.

Google Docs Share button screenshot

The people you share with can edit, view or comment on a document, depending on the permissions you grant them.

This can be changed using the menu directly to the right of the email address field once you’ve added someone. In this menu, you can mark someone as Viewer, Commentator or Editor.

If you want to share the document with someone who uses something other than email, click Copy Linkat the bottom of the window Share with People Y Groups. A link will be copied to your clipboard. Your document may be placed by default in a restricted level of privacy. That means that only people added to your document can open the link you sent them. If you want to change the privacy level of your document so that the people who have the link access it, you can do so by clicking on the hyperlink Switch to Anyone with the Link, located at the bottom of the window Share with People and Groups.

Google Docs Sharing permissions screenshot

Once you have done that, you will be taken to a window that allows you to copy a shareable link to your document or to customize the permissions of your documents allowing you to choose what people can do once they receive the link. You can do this by going to the menu to the right of the option Anyone with the Link and then choosing Viewer, Commentator, or Editor from the menu.

Use the comments and chat features

With Google Docs, you can observe in real time, when other people make changes to a document. By clicking the button Open Comment History, you or anyone else in the document can start a discussion about your project.

You can also see which users are looking at the document, using the series of circles located to the left of the button Open History Comments.

Similarly, you can configure it to receive notifications when people make changes to the document, or when someone mentions your name or interacts with one of your comments. This can be a very useful tool for collaborating with large groups of people. If for some reason you don’t want users to have the option to add comments to a document, you can also change the edit mode.

Different editing modes

Although the option Edition allows you to make edits, Suggest and See allows you to propose them, view or print your document, respectively.

The option Suggest is similar to the function Change control in Word, and will denote any changes made to the document in green. This allows other users to approve or remove these edits before they become part of the final document. But, if you are not using the mode Suggest, you can see the revision history of a document by going to File> Version History> View Revision History.

Google Docs editing modes screenshot

Try a different type of document

Google Drive has more to offer than just text documents. Slides, for example, is Google’s version of Microsoft PowerPoint, while Sheets It is the company’s version of Microsoft Excel.

While it is not always as extensive as Office 365 in terms of functionality, G Suite is a useful and convenient way to create content online, and the best part is that it is free to use, once you have a Google account.

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