Google Docs: Benefits of using Google Docs
Google Docs
In this article, we will make sense of the outline, elements, and essential use of Google Docs for amateurs in a straightforward way with pictures. We will also talk about the advantages of using Google Docs, useful features that make it easier to use, and books that teach you how to use it.
Contents of this article
What is Google Docs? Introducing features
Google Docs is document creation software that runs on a web browser provided by Google. Due to its ease of use, many companies use it.
Here is an overview of Google Docs and its basic features.
- A tool similar to Word
- Can be used without installation
- Can be edited not only on PC but also on smartphones such as iPhone
- Work efficiency by sharing with multiple members
- Customizable with various add-ons
A tool similar to Word
One of Google's many services is Google Docs. Anyone with a Google record can utilize it for nothing.
I feel that many individuals remember it as a comparative device as a result of its comparative operability to Word, yet it likewise has different valuable capabilities that Word doesn't have.
Since it tends to be utilized on the web, simply start the internet browser.
Can be used without installation
Google Docs is accessible to anyone with a Google account.
Since a device runs on an internet browser, for example, Google Chrome, no establishment is required.
Unlike Word, there is no need to pay a license fee and there is no need to install software on your computer.
Since no update is required, it is easy to use at any time once you start it.
Can be edited not only on PC but also on smartphones such as iPhone
Google Docs has a smartphone app, so you can use it anytime you have an internet connection, even when you're out and about.
Also, if you set "Make available offline" in advance, you can edit even in places without an internet connection.
It has the advantage of being easy to create and edit documents anytime, anywhere.
Work efficiency by sharing with multiple members
Google Docs can be shared with multiple members by email address or URL. Collaborative work is realized online even if editorial members are in separate locations.
Edits are reflected in real-time and automatically saved. Even if you accidentally delete a part, you can restore it from the revision history.
For this reason, as telework increases due to work style reforms and the effects of the new coronavirus, the number of business people using Google Docs is also increasing.
Customizable with various add-ons
Google Docs can be used even more conveniently by adding add-ons. An add-on is a term that corresponds to an "extended function".
For how to add add-ons, refer to " How to add add-ons " below.
Differences between Google Docs and Word
What is the difference between Google Docs and Word? Knowing the difference between the two will help you use them effectively.
Here are four differences between Google Docs and Word.
- The presence or absence of installation
- Can be published as web content
- Simultaneous editing by multiple people
- Automatically saved
The presence or absence of installation
To use Word, it must be installed on your computer.
Since 2014, an online version of "Word for the web" that does not require installation is also provided, but some functions are limited.
On the other hand, Google Docs is a service originally created for use in a web browser and does not require installation.
However, when using it on a smartphone, you need to install a separate app.
Can be published as web content
Google Docs can be published as web content. Anyone can easily access the document by setting the URL with the sharing function and publishing it on the web.
You can also share the URL with the chat tool so that multiple members can easily access it, or you can enter the email address and send the link along with the message to the sharing member.
Simultaneous editing by multiple people
Google Docs can be shared with multiple members and edited simultaneously. Moreover, the edited contents are reflected in real time. Efficiently create content online.
Automatically saved
Google Docs is stored in the cloud (Google Drive). Therefore, if you have an internet environment, you can access Google Drive even when you are away from home.
Also, your edits are always autosaved.
Even if the computer or smartphone suddenly loses power, the edited contents up to the last minute will be saved as long as there is no communication failure.
Benefits of using Google Docs
Here are four benefits of using Google Docs.
- Free to use
- Editable on your smartphone
- Simultaneous editing improves work efficiency
- Can restore past data
Free to use
Word is used by subscribing to a paid plan of "Microsoft 365".
On the other hand, Google Docs is free for anyone with a Google account. Creating a Google account is, of course, free.
However, if you want to extend the functions for business, you need to subscribe to a separate paid plan.
Editable on your smartphone
I often use the Google Docs smartphone app.
If you use the smartphone app, you can write out the structure of the article in a document as if it were a memo, for example, on the train while commuting or when you have spare time on the go.
For simple tasks such as checking texts created by members and adding comments, the smartphone app version is sufficient.
When filling out the content, you can work calmly by starting it with the same Google account at work or home where you can use a computer.
Simultaneous editing improves work efficiency
By using the simultaneous editing function of Google Docs, one person can type in text and the editor to edit and add comments.
Edits are reflected in real-time, so you can work efficiently.
Can restore past data
Google documents are stored on the cloud storage service " Google Drive ". You can rest assured that your data is always backed up.
In the unlikely event that one of the members deletes the data, it is also a great advantage that the data before deletion can be restored from the change history.
10 Useful Features of Google Docs
Here are 10 useful features of Google Docs that many people don't know about.
If you make full use of the functions of Google Docs, you will be able to make telework and remote work more comfortable.
- Template
- Check function
- Search function
- Dictionary function
- Voice input function
- Convert to PDF or Word file
- Suggested comments/edits
- Edit history
- Various addons available
- Google Workspace adds administrative features
Template
Google Docs has a large selection of templates.
For example, project proposals, brochures, newsletters, resumes, essays, etc.
You can use it while editing it in a way that suits you, so you won't have to edit it from scratch.
Check function
Google Docs has a check function. For example, you can check for typos, kanji, and grammatical errors, and count characters.
By the way, this article was also posted after drafting and checking in Google Docs.
At that time, while writing the sentence, I wrote "error" as "apology". I didn't notice it at first, but the automatic check function put a red line in it and I realized the mistake.
Not only Japanese but also English spell check is possible.
Search function
The Google Docs search function is useful for achieving consistency in notation.
For example, two notations, "I" and "I" are mixed, and you want to unify them with one of them.
In this case, if you search for one of the words with the search function, the corresponding part will be marked in color, so you can just correct each one.
If there are too many parts you want to unify, you can use the " replace " function in the search function to unify the notation with a single operation.
It's also useful when you want to change the endings of a sentence to make it easier to read, or when you want to check if there are any errors in the client's basic information.
Dictionary function
While creating a document, if multiple kanji with the same reading appear as candidates, you may not know which kanji to use.
In such a case, the dictionary function of Google Docs will solve it.
It's easy to use, right-click with the word you want to look up in the document selected and select 'Check the definition of XX'.
Then a dictionary will appear on the right side of the document and will tell you the meaning of the word.
You can also search for synonyms of words, so it will be useful when you want to change the way you say it a little more.
Voice input function
Google Docs also supports voice input. For example, if you turn on voice input during an interview, most of the voice can be converted to text on the spot.
In addition, you can stream the content of the radio broadcast and convert it into text, or take notes by speaking what you want to write. It will help streamline transcription and content creation.
Convert to PDF or Word file
Google Docs can be downloaded with extensions such as PDF files (.pdf), web pages (.html), and Word files (.docx).
To convert, simply select "Download" from the "File" menu item, select the desired extension, and execute.
This has the advantage of being able to share files with people who cannot use Google Docs, print as PDF, and easily handle various delivery formats.
Suggested comments/edits
Google Docs is a very useful tool for collaboration, but it also has features such as comments and edit suggestions in addition to direct editing.
The comment/editing suggestion function is useful when you want to leave the pre-editing state as well as an opinion such as "Isn't it better to do this?", or when you want to leave a reference page like a memo.
There is also a function to exchange messages for comments and edit suggestions.
If you have been recommended to alter, however, you chose to keep the first message because of trading messages, you can deal with it by "dismissing the proposition.".
Regardless of whether editors are in various areas, they can examine the report progressively and work on the substance.
Edit history
Google Docs are stored and managed on the cloud. Edit history is also saved automatically, so even if you want to return to the original text, you can restore the original version from the change history.
You can also name your revision history.
For example, if the original version written by the writer is named, and the edited version or final draft by the editor is also named, it will be easier to look back on where and how it was edited.
Various add-ons available
Google Docs can be extended with add-ons. For example, addons such as:
- Template Gallery for Docs: Search and use templates
- Icons from Flat icon: Allows you to insert icons
- Translate+: allows you to translate text
- DocuSign eSignature: You can stamp your signature/seal
- Code Blocks: Allows syntax highlighting of code on documents (color-coded by language attributes)
There is no add-on for vertical writing
The only drawback of Google Docs is that you can't write vertically.
Some people may be looking for an add-on that can write vertically, but so far (as of June 2023), there is no such add-on.
Document creation software that can write vertically includes the following, including Word. If you need vertical writing for business, please refer to it.
- word
- Ichitaro
- Vertical Editor
- Online OCR
- ABBYY FineReader Online
Also, if you really want to use vertical writing in Google Docs, there is a method of pasting a document written vertically with another tool as an image.
Google Workspace adds administrative features
"I want to use Google Docs more conveniently for business use"
In this case, we recommend the groupware “Google Workspace (formerly G Suite) ” , which is a package of various Google services such as Google Docs.
Compared to the free version, the storage capacity of the drive is increased from 15GB to 30GB, and the benefits of additional management functions are added.
With the management function, you can set the scope of file sharing to "internal only" to avoid the risk of inadvertent disclosure of internal information to the outside world.
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