What Is Google Docs? Easy & Complete Beginner To Advance Tutorial 2021

what is google docs

Hello, friends, here we are going to learn about google docs, what is google docs, how to use google docs, and much more, it’s a beginner to advance tutorial of google docs.

If you don’t know anything about google docs or even work on it, all of you can learn so many things, as here we have discussed all basic to advance features of google docs.

So, if you want to know what is google docs, how to use google docs, how to delete a page in google docs, how to change margins in google docs, and much more features of it, then read this post till the end, and you will learn all about it.

What Is Google Docs?

What is google docs – Google docs is a cloud-based web application, google docs was released by Google on 9th March 2006. Here we can create word documents, files, excel sheets, presentations, and much more.

Google docs is a cloud-based web application that means we don’t need to download it in our systems to use it, and it doesn’t use our system’s memory to run or to store files.

It is an online application, we just access it from our browser window, and its all files, programs are saved on its cloud server, it uses its cloud server memory to run and store files.

Google docs are similar to MS office as we get similar basic features, interfaces, and we can create word documents, files, excel sheets, presentations, and so on in both applications.

But both are not the same as they have so many differences, like google docs is a web application and MS office is a system-based application, so let’s learn what are the differences between google docs and MS office.

If you want to know what is a web application and a system-based application and what is the difference between a web application and a website, then click on the link and read our that post.

Google Docs VS Microsoft Word

As google docs and MS word has some basic similarities like both are free for limited access, and we can create word documents and file in both of them, but they also have so many differences, so let’s see the differences between google docs and MS word =>

Serial No.FactorMS WordGoogle Docs
1DeveloperMS word is developed by Microsoft Corporation.Google docs are developed by Google LLC.
2Release dateMS word was released by Microsoft in October 1983.Google docs were released by Google on 9th March 2006.
3Application typeMS Word is a system based applicationGoogle docs is a cloud-based web application.
4Memory useMS word uses the memory of the system to run or to store files.Google docs use its cloud server memory to run and store files.
5DownloadWe need to install MS office to use MS wordWe don’t need to install google docs.
6Offline accessWe can access MS word offline.Directly we can’t access google docs offline.
7FeaturesMS word has limited features as it is an offline app, so it doesn’t have online features such as commenting, sharing, and so on.Google docs are online apps and have so many online connecting, sharing, and other add-on features.

How To Access Google Docs

We have learned what is google docs, here we are going to tell you how to access google docs.

But for accessing google docs like any other google product, first of all, you will need a Google(Gmail) account, so if you don’t have a Google account, then click on this link how to create Gmail/google account to read our post on it, and create your google account.

If you already have your Gmail account or you have created your account then we can access google docs, so lets learn how to access google docs =>

Through the website

We can directly access google docs from their website, follow these steps to access through their website =>

  • Open google search and type google docs(or click on this link) and click on first result.
https://webmastersgyan.com/
  • After clicking on that link, you will reach this page, click on go to google docs.
  • If you are not signed in, then you will be re-directed to the Gmail login page.
  • After signing in or If you are already signed in, then you will be directed to the Google Docs page.
  • Here you can use google docs.

How to access google docs from Gmail or products section

We can also access google docs directly from Gmail or Google products menu, follow these steps to know how to access google docs from Gmail =>

  • If you are signed in, then open google.
  • On the top right corner, you can find 9 dots(google products menu).
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  • Click on the menu.
  • Scroll down, and find the docs icon.
  • Click on the docs menu, you will be directed to the google docs home page.
  • If you are not signed in then, first of all, sign in with Gmail.
  • You will also have the same options on the Gmail page.
  • You can also access google docs from there by following the same process.

How to access google docs from google drive

You can also access google docs from google drive, follow these steps to know how to access google docs from google drive =>

  • Log in to your google drive.
  • Click on the new (+) icon, shown on the left side top corner.
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  • Find docs option.
  • Click on docs.
  • You will be directed to the google docs page.

If you don’t know what is google dorks and how to use them then you must know about them as they can help a lot in searching for anything on the internet, click on the link to know more about them.

How to access google docs offline

Directly you can not access google docs offline, but if you want to know how to access google docs without the internet, then you have to add a chrome extension Bitglass Google Docs Offline

https://webmastersgyan.com/

From the above-given link, you can directly go to the Bitglass Google Docs Offline extension page on the chrome web store, and add this chrome extension in your chrome browser, and then you can access your google docs offline.

If you don’t know what are chrome extensions how can they improve your work efficiency, then click on this link to read our post on chrome extensions?

How to access google docs on phone(android)

If you want to access google docs from your android phone, then you can access google docs from the browser window as told above, or you can install the google docs app from the google play store.

  • Just go to google play store.
  • Type google docs.
  • From the shown results, you can install the google docs app.
  • Sign in with your Gmail account.
  • Now you can access google docs on your android phone.

How to access google docs on iPhone

If you want to access google docs from your iPhone then you can access google docs from the browser window as told above or you can install the google docs app from the Apple app store.

  • Just go to the app store.
  • Type google docs.
  • From the shown results you can install the google docs app.
  • Sign in with your Gmail account.
  • Now you can access google docs on your iPhone.

Here we have learned what is google docs and also learned all mostly used google docs accessing ways and methods, hope now you can easily access google docs, now we will learn how to use google docs.

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How To Use Google Docs

We have found so many questions related to google docs that people are searching on the internet like =>

  • How to use google docs offline?
  • How to use google docs on mac?
  • How to use google docs on iPhone?
  • How to use google docs for students?
  • How to use google docs on iPad?
  • How to use google docs on iPad without the app?

We also found that there are two main reasons of all these questions and these are=>

1. People don’t know how to access google docs on different devices form different ways.

So we have answered most of the questions that were related to accessing google docs, now anyone can access google docs from any way or from any device.

2. People don’t know how to use google docs, and they think there will be different options and different ways to use google docs on different devices.

But this is not right, google doc is an online app, and on any device, you will access google docs from a browser or app, and you will get the same options and interface.

So, if you know how to use google docs then from any device you can use google docs, so here we will learn how to use google docs from basic to advance.

And once you learned how to use google docs, then you can work on google docs from any device. So first of all we will learn the basics of google docs, and then we will move to advance.

How to use google docs(basics)

Once you will reach to google docs home page, then you will find three options to use google docs =>

  1. Blank page – From the blank page, you can create and design a new document as you want.
  2. Template gallery – From here, you can pick any template(pre-built page), and customize it as per your requirements.
  3. Recent documents – Here, you can see and open your previously created documents.
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Above we have provided the overview of the given options, now we will learn in detail, to create a new word document, click on blank page =>

On the black page, you will get a toolbar, where you will get the sections of the file, edit, insert, format and so on.

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Bellow the toolbar you will get a ribbon, in the ribbon you will get different options to edit text and format document, here we will discuss all ribbon options =>

  • Undo – From undo option, you can remove your last action, like if you have deleted or entered something wrong, then from undo, you can again get that deleted thing or remove wrongly entered thing.
  • Redo – From the redo option, you can is reverse the undo action.
  • Print – From the print option, you can print the document.
  • Spelling and grammar check – From this option, you can check and correct spelling and grammar mistakes.
  • Paint format – If you want to apply the same formatting in a new text/line or heading that you have used in earlier lines or heading, then you can apply that format from this option. Select the formatted text, then click on paint format, and then select the text that you want to format.
  • Zoom – From this option, you can zoom docs page.
  • Styles – From styles, you can change the style of the text like normal text, heading 1, heading 2, and so on.
  • Font – Here, you can change the font of the text.
  • Font size – Here, you can increase or decrease the font size.
  • Bold – From this option, you can bold the text.
  • Italic – This works to change the text into italic style.
  • Underline – From this, you can underline any specific text or line.
  • Text color – From this, you can change the text color.
  • Highlight color – If you want to highlight any line of text, then you can change the background color of that text or line from here, and highlight it.
  • Insert link – From here, you can insert a link to any website, or any other page, or any internal or external link.
  • Add comments – From here, you can add comments for any specific sentence/line and any other text.
  • Insert image – From here, you can insert an image into your document, you can upload it from your system, or the web, or from any other source.
  • Left aligns –From this, you can align any heading, text, line to the left side.
  • Center align – From here you can align to center.
  • Right-align – From here you can align to right.
  • Justify – From this, you can select lines or paragraphs and justify them to the perfect alignment.
  • Line spacing – From here, you can increase or decrease the space between the lines.
  • Numbered list – From here, you can create a numbered list.
  • Bulleted list – From here, you can create a bulleted list like this list.
  • Decrease indent – From here, you can decrease the indent of the lines.
  • Increase indent – From here, you can increase the indent of the lines.
  • Clear formatting – If you have formated any text, line, or heading, and now want to remove all formatting from that, then you can do this from here. Just select the text or heading, and then click on clear formatting.

Here we have told all the basic function of google docs, and you have to do the rest, means, open google docs and practice these functions, because practical learning is batter then theoretical learning, and without practice, you won’t learn.

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How to use google docs(advance)

We have learned what is google docs, how to access google docs, and also learned the basics of google docs.

Here we are going to learn advanced functions of google docs, and if you learned these functions of google docs, then you will become a master of it.

We will start from the tool bar and learn all the functions of tool bar menu one by one =>

File Section

First option on the tool bar is file, and when you will click on file, then you will get these functions =>

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  • Share – From here, you can share your document with anyone, there are two ways to share your google docs, first is to create a link of your document and share, second is to enter the email address of that person and share, you will also get the options to set permissions for that person like he can edit, comment or only read the document.
  • New – From here, you can create a new document like word, sheet form, and so on.
  • Open – From here, you can open your saved documents.
  • Make a copy – From here, you can make a copy of your document.
  • Email – From here, you can email your document to anyone.
  • Download – From here, you can download your google document.
  • Make available offline – From here, you can make your document available for offline use, but as we told you before, you will need to add a chrome extension to use your google docs offline, you can read above about this.
  • Version history – It is a most useful function, google docs save all changes history as versions of the document, sometimes we edit our document so many time, or it might happen that you shared your document with someone, and he made changes in it, but you didn’t like those changes, so you can go to the version history of the document, and load an older version of the document, and get your document as it was before those changes.
  • Rename – From here, you can rename your document.
  • Move – From here, you can move your document to any folder of google drive or any other place.
  • Add shortcut to drive – From here, you can add a shortcut to access google drive.
  • Move to trash – From here, you can delete your document.
  • Publish to the web – From here, you can publish your document on your website.
  • Document details – From here, you can get the details of your document like size and all.
  • Language – From here, you can change the language of google docs.
  • Page setup – From here, you can set up your document page like set Orientation(portrait/landscape), paper size, page color, and margins of all sides of the page.
  • Print – Print the document.

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Edit Section

We have earlier told about undo, redo, so here we are going to tell about rest functions of edit section =>

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  • Cut – From this function, you can cut any text, line, or paragraph of the page, to cut any text or line select it(point cursor to that text, then press and hold left click button of mouse and drag) then click on cut or ctrl+x(shortcut).
  • Copy – From this function, you can copy any text, line, or paragraph of the page. the process is the same as the cut function shortcut(ctrl+c)
  • Paste – From past function, you can paste your cut or copied text anywhere on the page, just point the cursor where you want to paste and click on paste or ctrl+v
  • Paste without formatting – If you want to cut or copy and paste any text, but don’t want to copy its formatting, then you can use this function to paste that text without its formatting. (ctrl+shift+v)
  • Delete – From here you can delete any text, line, or paragraph, just select it and click on delete.
  • Select all – From this function, you can select everything on the page,(ctrl+a)
  • Find and replace – This is so much useful function of google docs, from this function you can find any text and replace it with any other text, sometimes it may happen that you have used any word or mentioned any person’s name, and now you want to replace it with any other text or any other’s name, then it will be difficult to find and replace each word one by one, so if you want to do this, then open this function, and enter the text that you want to find, and then enter the text that you want to replace with it, then click on replace. All texts will be replaced.

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View Section

Here we are going see the functions of the view section =>

what is google docs
  • Print layout – From here, you can see the print layout of the page.
  • Mode – From here, you can see the active mod of the page like editing, suggesting, read-only.
  • Show ruler – Ruler is a scale that shows the margin size of the page, you can see it below the ribbon, and from here, you can show and hide it.
  • Show document outline – From this, you can see the outlines(headings and sub-headings) of the page and directly move to them, this function is so much useful when you have a long document.
  • Show equation toolbar – If you want to add some equations in your document, then you can check this option, and it will show you the equation toolbar.
  • Show section breaks – From here, you can show and hide the section breaks of the page.
  • Fullscreen – From this option, you can view the page on the full screen.

Insert Section

Here we are going see the functions of the insert section =>

how to use google docs
  • Image – From here, you can insert an image on the page, you can upload an image from the system, drive, or the internet.
  • Table – From here, you can insert a table on the page, you can select the numbers of columns and rows as per your requirement.
  • Drawing – From here, you can insert a drawing on the page.
  • Chart – From here, you can insert charts like bar, column, line, and pie charts on the page.
  • Horizontal line – From this, you can insert a horizontal line between the paragraph or lines.
  • Footnote – From this function, you can insert a footnote at the end of any line, paragraph or section.
  • Special characters – From here, you can insert special characters like $, %, and so on.
  • Equation – From this, you can insert equations,
  • Header & footers – From here, you can insert the header and footer on the page, you can also set the areas of the header and footer.
  • Page numbers – From here, you can insert page numbers on the pages of the document.
  • Break – From here, you can break or insert another page into the document.
  • Link – From here, you can create links on the page.
  • Table of content – This is a so much useful function, from this, you can insert a table of the content on the page, it will create a table of all headings and sub-headings at the starting of the page, so if anyone wants to go to any specific section or heading then by clicking on the heading on the table, he can easily move to that section, and won’t need scrolling to reach that section, this function is so much useful on long documents.

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Format Section

Here we can do formatting of the text, line, heading, paragraphs, and so on, most of the formatting functions are also available on the ribbon, and you can directly use them from the ribbon, so let’s learn the functions of the formatting section =>

how to use google docs
  • Text – Here, we can format the text of the page like bold, italic, superscript, subscript, capitalization, and so on. Some of these options are also available on the ribbon.
  • Paragraph styles – Here, we can format the paragraphs like convert in the title, headings, and so on.
  • Align & indent – Here, we can format the alignment and indenting of the lines and paragraphs.
  • Line spacing – Here, we can increase or decrease line spacing.
  • Columns – Here, we can format the columns for the page.
  • Bullets & numbering – Here, we can create a bullet or numbered list.
  • Headers & footers – Here, we can format the headers & footers like to set their margin, layout.
  • Page numbers – Here, we can format the numbering of the page like we want the numbering on the top or bottom of the page, and so on.
  • Page orientation – Here, we can change the page orientation to portrait or landscape.
  • Table – Here, we can format the table to set the color, size, columns, and rows.
  • Image – Here, we can do a little bit of formatting of the image like cropping, replacing, and so on.
  • Clear formatting – From here, we can select and clear all formatting of any text, line, or paragraph.
  • Borders & lines – Here, we can adjust borders and lines.

Tools Section

Here we will learn the functions of tools section.

what is google docs
  • Spelling and grammar – From this tool, you can check the spelling and grammar mistakes.
  • Word count – From this tool, we can count the words on the page.
  • The review suggested edits – Here, we can see the suggestions for the edit on the page.
  • Compare documents – Here, we can compare documents.
  • Citations – Here, we can add citations as we see on Wikipedia, here you will MLA, APA, and Chicago formats for citation.
  • Explore – From here, you can search for your documents, and you can also search for the topics and information from the web.
  • Linked objects – Here, you can see the linked objects on the page like charts, slides, drawings, and so on.
  • Dictionary – From here, you can access the dictionary and find the meaning of unknown words.
  • Translate document – From here, you can translate the document into any other language.
  • Voice typing – This is so much useful tool, here you can enable voice typing, and whatever you will speak it will note down on the page.
  • Script editor – If you want to write any script or coding, then here you can access the script editor and start your coding.
  • Preferences – Here, you can set your preferences like always capitalize the first word of the line, and you can also set substitutions like if you use any long word or website name or anything so many times on the page, then you can create a short-form for that, and whenever you will type that short word, it will automatically replace it with the original word. Example – wmg for www.webmastersgyan.com, so whenever we will type wmg it will automatically replace it with www.webmastersgyan.com
  • Accessibility settings – Here, we can access the accessibility settings.

Add-Ons

From here you can add other functions those are not available in google docs.

Here we have learned all the basic and advanced functions of google docs, but everything depends on your practice because practice makes a man perfect, and if you don’t practice then you won’t learn anything.

As much you will practice as you will become the master of google docs.

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Q&A Of Google Docs

We have learned most of the things related to google docs like what is google docs, how to access google docs, how to use google docs, the basic and advanced functions of google docs, and so on.

But people also ask some specified questions related to google docs, we have answered all the questions above, but here we are going to provide answers to those specific questions again.

How to do superscript in google docs?

For superscript, google docs follow these steps =>

1. Type the text after that you want to add a superscript.
2. Then click on the format on the toolbar menu.
3. Point cursor on text option.
4. In the text options find superscript.
5. Click on superscript.
6. Superscript will be activated on google docs.
7. Type your superscript text.

Follow the same process again to deactivate superscript.

Superscript shortcut Google docs

To activate superscript press ctrl+.
To deactivate superscript again press ctrl+.

How to do subscript in google docs?

For subscript, google docs follow these steps =>

1. Type the text after that you want to add a subscript.
2. Then click on the format on the toolbar menu.
3. Point cursor on text option.
4. In the text options find subscript.
5. Click on subscript.
6. Subscript will be activated on google docs.
7. Type your subscript text.

Follow the same process again to deactivate subscripts.

Subscript shortcut Google docs

To activate subscript press ctrl+,
To deactivate subscript again press ctrl+,

How to do a strikethrough in google docs?

For strikethrough, google docs follow these steps =>

1. Select the text that you want to do strikethrough.
2. Then click on the format on the toolbar menu.
3. Point cursor on text option.
4. In the text options find strikethrough.
5. Click on strikethrough.
6. Strikethrough will be done on the text.

Strikethrough shortcut google docs

To do strikethrough select the text and press alt+shift+5
To remove strikethrough select the text and press alt+shift+5

How to change margins in google docs?

Follow these steps to edit/change margins in google docs =>

1. Open the google docs page.
2. Click on the file in the toolbar menu.
3. In the file options, click on the page set up.
4. You can see the margins setting on the right side of the pop-up window.
5. Here you can change the margins for all sides.
6. Edit margins as you want.
7. Click on ok.
The margins of the page will be changed.

How to add a page in google docs?

Follow these steps to add a page in google docs =>

1. Point the cursor in the page from where you want to add a page.
2. Click on Insert on the toolbar menu.
3. Find the break option in the insert options.
4. Hover on the break option, you will get more options.
5. Click on a page break.
6. A page will be added from where you pointed the cursor.

Shortcut to add a page in google docs
Point the cursor from where you want to add a page, and then press Ctrl + Enter, a new page will be added.

How to delete a page in google docs?

If you want to delete a blank page or any other page in google docs then the process is the same for all pages, There are three ways to delete a page in google docs, follow these steps to delete a page on google docs =>

1. The simplest way to delete a page on google docs is to point the cursor on the page that you want to delete and press backspace, it will erase the black space and delete the page.
2. The second way to delete a page is to adjust the margins, when you will decrease the margin, texts will take that place, and an extra page will be deleted automatically.
3. The third way is to decrease the line spacing, when you will decrease the line spacing, lines will take less place and extra space and pages will be removed automatically.

How to change page color in google docs?

To change page color in google docs follow these steps =>

1. Open the google docs page.
2. Click on the file in the toolbar menu.
3. In the file options, click on the page set up.
4. In the Apply to section select the whole document.
5. Downside you will see the page color option.
6. Here you can choose any color for your document pages.

How to add page numbers in google docs?

To add page numbers in google docs follow these steps =>

1. Click on the format in the toolbar menu.
2. Find the page numbers option and click on it.
3. A pop-up window will appear.
4. In the Apply to section select the whole docs.
5. Select the positioning of the numbering(header or footer).
6. Select the numbering start point.
7. Click on apply.
Numbering will be added.

How To Find and replace In google docs?

To find and replace words in google docs follow these steps =>

1. Click on the edit section on the top bar menu.
2. Click on find and replace. (shortcut Ctrl + H)
4. In the find box, enter the word that you want to find.
5. In the Replace with box, enter the word that you want to replace with the old word.
6. Click on replace all.
All words will be replaced.

How to add Table of contents in google docs?

If you want to know how to add a table of content in google docs then follow these steps =>

1. Click on the insert section on the top bar menu.
2. Hover on the table of the content option (shown in the last)
3. Select the pattern of the table of content that you want.
A table of content will be added.

How to show google docs outline?

To show google docs outline follow these steps =>

1. Click on the view section on the top bar menu.
2. Check the show document outline option.
3. Outline of the google docs will be shown on the left side.

How to double space on google docs?

If you want to adjust or double the space of line on google docs then follow these steps =>

1. Click on the Format section on the top bar menu.
2. Hover on line spacing.
3. You will see the options to adjust line spacing like single, double, custom spacing.
4. Select the option of double spacing.
Double-space will be added between the lines.

How to alphabetize in google docs?

NOTE – There is no direct option to alphabetize in google docs, so if you want to alphabetize in google docs, then you will need to add an add-on in that.
If you want to alphabetize in google docs, then follow these steps =>

1. Click on add-ons on the top bar menu.
2. Click on get add-ons.
3. Google workspace marketplace window will open.
4. In that window search for sorted paragraphs.
5. Click on the sorted paragraph.
6. Install the sorted paragraph add-on.
7. After the installation, select the text or lines that you want to alphabetize.
8. Click on add-ons.
9. Hover on sorted paragraphs.
10. You will get the options to alphabetized from A to Z or Z to A.
11. Select anyone, and your selected text or line will be alphabetized according to it.

Final Words

Here we have explained all the important things related to google docs like what is google docs, how to access google docs, how to use google docs, and all from basic to advance, and also tried to cover all other google docs related questions.

If you practice all functions properly, then you will defiantly learn everything about google docs, but still, if you have any questions or doubts related to google docs, then ask us in the comment section, we will solve your queries.

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