10 Reasons to Love Google Docs

Google Docs is like Mary Poppins’ magic purse. Underneath your standard cloud-based word processor fare is a seemingly endless supply of tricks, features, and shortcuts. The platform doesn’t immediately bombard you with options – in fact, Google Docs has always been modest in presentation – but it does reward those who do a little digging.

Here are 10 reasons why I love Google Docs.

1. Offline Access That Actually Works

I may be in the minority, but the offline capabilities of other cloud-based word processors (ahem, Word for the Web) are often hit or miss. Sometimes I’m unable to type. Other times it takes ages for the application to save my work.

But Google Docs doesn’t miss a beat when the Wi-Fi shuts off. It transitions smoothly from online to offline mode and still allows you to create new documents and work on existing ones. The moment you reconnect to the internet, all changes will be synchronized.

To enable offline access for PC, navigate to the File tab near the top-left corner and select Make document offline (please note you must be using Chrome or Edge for this to work). Phone users can find this option under the three-dot kebab menu.

2. Define Any Word

Let’s be real, everyone got that one tab open to search for synonyms as we write. But tell you what, you don’t need to do this anymore!

Google Docs provides instant access to definitions, synonyms, and occasionally antonyms of any selected word using its Define tool. You’ll see a sidebar pop up with the same information as you would find on the Google search but without any hassle.

Try it out by right-clicking any selected word and then using the Define option. If you’re looking for a keyboard shortcut, it’s Ctrl+Shift+Y for Windows and ⌘+Shift+Y for Mac.

3. Find and Insert Links

Google Docs clearly has a phobia of multiple browser tabs, which is why it allows you to search for and insert links directly from your document. 

Either right-click anywhere on the document and select Link, or click the Insert menu tab and select Link. When you type a query into the ink dialogue box, it generates a list of links from Google search, your docs, and current headings. So not only can you link easily but cross-section your existing work too.

4. Install Add-Ons

By partnering with third-party software, Google Docs is able to provide an impressive collection of enhancements, modifications, and extensions. You can find the entire list by clicking the Add-ons menu tab and selecting Get add-ons.

To find what you’re looking for, you can either search for a keyword, sort the add-ons into different categories, or go on a scrolling safari through the whole lot of them.

A few of my favorite add-ons include: Thesaurus, Bibcitation Bibliography Creator, and Doc Builder. You can even install AI-powered add-ons that can create forms, images and charts with a few prompts or help you as a writing assistant. 

Teaching, writing or marketing, no matter what field you’re in, there’s an add-on out there that can boost your productivity on Google Docs. 

5. Create A Personal Dictionary

The word Garglecopter may not exist in Merriam-Webster, but it damn well does exist in your forthcoming sci-fi novel chronicling the ancient struggle between Garglecopters and Irklegorths, two alien races fighting for resources in an uncaring galaxy.

To convince Google Docs that Garglecopter isn’t a typo, right-click the word and select Add to personal dictionary. But remember that this option appears only for words that Google Docs deem incorrect.

If you need to teach it multiple words in one go then Tools > Spelling and grammar > Personal Dictionary and go nuts!

6. Templates

Don’t be fooled by Docs’ minimalist aesthetic; this superstar can pull off a lot of wild looks.

The Google Docs Template Gallery is teeming with well-designed press releases, invoices, resumes, newsletters, cover letters, and more. Once you select your desired template, it will open as a new Google Docs file.

If you’re part of the Business Standard plan or better in Google Workspace, you can create personal, ready-to-use templates and submit them too for whole organization’s use. But don’t worry if you’re a free user, you can make copies of your template document anytime you want to use it.

Google Docs also includes mini-templates named “Building blocks” to help you quickly start off with marketing built-in forms, meeting notes or email drafts. Find these all under the Insert tab.

7. Email and Download In Different Formats

When it comes to competing formats, Google Docs takes the high road by making it quick and easy to convert a document.

To download a Google Docs document as a Word Doc (.docx), PDF, Web Page (.html) and more, click the File menu tab and select Download as.

Now to send a document as an email attachment, click the File menu tab, select Email as attachment, and choose your desired format. 

8. Organized and Easy-to-use Google Docs UI

Docs has a stellar, user-friendly UI where you can guess most functions from one glance. And compared to other word processors like Word, it doesn’t feel cramped or complex, but rather simpler and intuitive.

Best of all? It automatically arranges your content into a linear outline on the left, making it super easy to navigate through sections or chapters with a simple click. This also helps me ensure that I got the hierarchy right.

9. Automatic Substitutions

Sick of having to type out subdermatoglyphic in an essay about fingerprints? Tired of continually misspelling the word exercise? Google Docs’ automatic substitution feature lets you create customized shortcuts to automatically fill in certain words or phrases. It’s sort of like autocorrect, except it won’t make you want to throw your computer into a lake. 

To create a substitution, click on the Tools menu tab, select Preferences and fill out the Replace and With forms. For example, you might Replace subd with subdermatoglyphic or xrsz with exercise.  

10. Collaborate In Real-Time

Perhaps the application’s most powerful feature, Google Docs allows users to collaborate on a document in real-time.

To share the document with collaborators, click the Share button on the top right corner of your screen and enter the collaborators’ email addresses. Specify if your collaborators are able to Edit, Comment, or View. To access more sharing settings, click Advanced.

A couple useful tips when collaborating:

Suggesting Google Docs offers an Editing, Viewing, and Suggesting mode. When working in the Suggesting mode, all edits are tracked, similar to Word’s Track Changes. This allows everyone to see each edit as it’s made, and the document owner to either Accept or Reject the changes.

Tag Collaborators If your document has a lot of collaborators, it might be easier to engage a specific person by tagging them in a comment. To tag someone, simply type the @ or + symbol followed by the person’s name. When selected, the person will be notified of the tag via email.

Conclusion

There are plenty more reasons to love Google Docs, but these 10 should whet your appetite. With so many ways to customize the application, you can opt for something slim and spartan, or go big with a mighty word processing powerhouse. Plus you’ll know that all your documents will be accessible no matter where you are, what computer you’re using, or what condition the Wi-Fi is in.

Frequently Asked Questions about Google Docs