Google Docs: A Beginner’s Guide
- June 11, 2024
Table of Contents
Google Docs: A Beginner’s Guide
Written by: Ryan Dube, Twitter: rube Posted on: September 15th, 2020 in:
https://helpdeskgeek.com/how-to/how-to-use-google-docs-a-beginners-guide/
If you’ve never used Google Docs before, you’re missing out on one of the most
feature-filled, convenient cloud-based word processors you could ever want.
Google Docs lets you edit documents just as you would in Microsoft Word, using
your browser while online or offline, as well as on your mobile devices using
the Google Docs mobile app.
There are a lot of
useful features to learn about. So if you’re interested in learning how to use
Google Docs, we’ll cover both basic tips as well as some of the more advanced
features you may not know about.
The Google Docs Login
When you first visit the Google Docs page, if you aren’t yet logged into your Google account, you’ll need to pick a Google account to use.
If you don’t see an account to use, then select Use another account. If you don’t have a Google account yet, then sign up for one. Once signed in, you’ll see a Blank icon at the left side of the top ribbon. Select this to get started with creating a new document from scratch.
Note that the top ribbon also contains useful Google Docs templates you can use so you don’t have to start from scratch. To see the entire template gallery, select Template Gallery at the upper right corner of this ribbon.
This will take you to the entire library of Google Docs templates that are available for you to use. These include resumes, letters, meeting notes, newsletters, legal documents, and more.
If you select any of these templates, it’ll open a new document for you using that template. This can save a lot of time if you know what you want to create but aren’t sure how to get started.
Formatting Text in Google Docs
Formatting text in Google Docs is as simple as it is in Microsoft Word. Unlike Word, the icon ribbon at the top doesn’t change depending on the menu you’ve selected.
In the ribbon
you’ll see options to perform all of the following formatting options:
- Bold, italics, color, and underline
- Font size and style
- Header types
- A text-highlighting tool
- Insert URL links
- Insert comments
- Insert images
- Text alignment
- Line spacing
- Lists and list formatting
- Indenting options
There are a few very useful formatting options that aren’t apparent just from glancing at the ribbon.
How to Strikethrough in Google Docs
There will be times when you want to draw a line across the text. This could
be for any number of reasons. However, you’ll notice that strikethrough isn’t
an option in the ribbon. To perform a strikethrough in Google Docs, highlight
the text you want to strikethrough. Then select the Format menu, select Text,
and select Strikethrough.
Now you’ll notice that the text you’ve highlighted has a
line drawn through it.
How to Use Superscript and Subscript in Google Docs
You may have noticed that in the same menu above, there is an option to format
the text as either superscript or subscript. Using these two features takes
one extra step. For example, if you want to write an exponent, like X to the
power of 2 in a document, you’ll need to type X2, and then first highlight the
2 so that you can format it.
Now select the Format menu, select Text, and then choose Superscript. You’ll see that now the “2” is formatted as an exponent (superscript).
If you wanted the
2 to be formatted at the bottom (subscript), then you would need to choose
Subscript from the Format > Text menu. It’s simple to use but does require
some additional clicking in the menus to achieve it.
Formatting Documents in Google Docs
In addition to the ribbon bar options to indent or left/right align blocks of
text and adjust line spacing, there are a few other useful features available
to help you with formatting your documents in Google Docs.
How to Change Margins in Google Docs
First, what if you don’t like the margins in the template you chose? Changing
the margins in a document using Google Docs is simple. To access the page
margins settings, select File and Page setup.
In the Page Setup
window, you can change any of the following formatting options for your
document.
- Set the document as Portrait or Landscape
- Assign a background color for the page
- Adjust top, bottom, left, or right margins in inches
Select OK when you’re done and the page formatting will take effect immediately.
Set a Hanging Indent in Google Docs
One paragraph formatting option people often struggle with in Google Docs is the first line or the hanging indent. The first line indent is where only the first line of the paragraph is intended. The hanging indent is where the first line is the only one not indented. The reason this is difficult is that if you select either the first line or the entire paragraph and use the indent icon in the ribbon, it’ll indent the entire paragraph.
To get a first line or hanging indent in Google Docs:
- Select the paragraph where you want the hanging indent.
- Select the Format menu, select Align & Indent, and select Indentation options.
- In the Indentation options window, change Special indent to Hanging.
The setting will default to 0.5 inches. Adjust this if you like, and select Apply. This will apply your settings to the selected paragraph. The example below is a hanging indent.
How to Number Pages in Google Docs
The last formatting feature that isn’t always easy to understand or use is
page numbering. It’s another Google Docs feature hidden in the menu system. To
number your Google Docs pages (and format numbering), select the Insert menu,
and select Page numbers. This will show you a small pop-up window with simple
options for formatting your page numbers.
The four options here are:
- Numbering on all pages at the upper right
- Numbering on all pages at the lower right
- Numbering on the upper right starting at the second page
- Numbering on the lower right starting at the second page
If you don’t like any of these options, select More options
The next window
will let you position exactly where you want page numbering to go.
- In the header or footer
- Whether or not to start numbering at the first page
- Which page to start page numbering
- Select Apply when you’re done to apply your page numbering selections.
Other Useful Google Docs Features
There are a few other important Google Docs features you should know about if
you’re just getting started. These will help you get more use out of Google
Docs
Word Count on Google Docs
Curious how many words you’ve written so far. Just select Tools and select
Word count. This will show you total pages, word count, character count, and
character count without spacing.
If you enable Display word count while typing, and select
OK, you’ll see a total word count for your document updated in real-time at
the lower left corner of the screen.
Download Google Docs
You can download your document in a variety of formats. Select File and
Download to see all of the formats.
You can select any
of these to get a copy of your document as a Word document, a PDF document,
plain text, HTML, and more.
Find and Replace in Google Docs
Quickly find and replace any words or phrases in your document with new words
or phrases by using the Google Docs Find and Replace feature. To use Find and
Replace in Google Docs, select the Edit menu and select Find and Replace. This
will open the Find and Replace window.
You can make the
search case sensitive by enabling the Match case. Select the Next button to
find the next occurrence of your search word, and select Replace to enable the
replacement. If you trust that you won’t make any mistakes, you can select
Replace All to just make all of the replacements at once.
Google Docs Table of Contents
If you’ve created a large document with many pages and sections, it can be
useful to include a table of contents at the top of your document. To do this,
just place your cursor at the top of the document. Select the Insert menu, and
select Table of Contents.
You can select from two formats, the standard numbered table of contents, or a
series of links to each of the headers in your document.
A few other features in Google Docs you may want to check out include:
- Track Changes: Select File, select Version History, and select See version history. This will show you all past revisions of your document including all changes. Restore past versions just by selecting them.
- Google Docs Offline: In Google Drive settings, enable Offline so that the documents you work on will sync on your local computer. Even if you lose internet access you can work on it and it’ll sync the next time you connect to the internet.
- Google Docs App: Want to edit your Google Docs documents on your phone? Install the Google Docs mobile app for Android or for iOS.
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