The basics of editing text and formatting

Google Docs works like most word processors: click where you want to type, select text to change it, and use the toolbar to make it bold, italic, or a different color. The main difference from Microsoft Word or LibreOffice is that Google Docs saves automatically as you work — you do not have to remember to save, and you cannot accidentally lose a draft.

To select text, click at the start of what you want to change and drag to the end, or double-click a word to select just that word. Once text is highlighted, the toolbar at the top shows formatting options: Bold, Italic, underline, text color, and highlight color are all there. You can also use keyboard shortcuts — Ctrl+B for bold, Ctrl+I for italic, Ctrl+U for underline (Cmd instead of Ctrl on Mac).

To delete text, select it and press Delete or Backspace. To undo a change you just made, press Ctrl+Z. To redo it, press Ctrl+Y. Google Docs keeps a full version history, so you can go back to any earlier version of the document even if you closed it days ago — click File, then Version history, then see all the times the document was edited.

Key Takeaways

  • Google Docs saves automatically, so you never lose work to a forgotten save, and you can see every version of the document from the past.
  • Formatting — bold, italic, color, font size — lives in the toolbar at the top, and keyboard shortcuts (Ctrl+B, Ctrl+I) work the same as in other word processors.
  • You can comment on specific text without changing it, and invite other people to edit or view the same document at the same time.
  • Headings, bullet lists, and numbered lists are in the Format menu, not scattered across the toolbar.
  • The Explore tool (bottom right) searches the web and your Drive for images and information without leaving the document.

Working with lists, headings, and structure

To turn text into a heading, select it and click the Format menu, then Paragraph styles, then choose Heading 1, Heading 2, or Normal text. Headings are larger and bolder than regular text, and they help organize long documents. If you use headings, Google Docs can generate a table of contents automatically — go to Insert, then Table of contents.

Bullet lists and numbered lists are also in the Format menu under Bullets and numbering. Click the bullet icon to start a list, then press Enter at the end of each line to add the next item. Press Enter twice to end the list. You can indent items by pressing Tab, which creates a sub-item under the one above it.

If you paste text from another document or website, Google Docs usually keeps the original formatting — colors, fonts, bold text. To paste without formatting (so it matches the rest of your document), use Ctrl+Shift+V instead of Ctrl+V. This is useful when you copy from a website and do not want all the styling to come along.

Inviting people to edit or comment

To let someone else see or edit your document, click the Share button in the top right. Type their email address, then choose whether they can edit, comment, or view only. If you choose "Commenter", they can leave notes on the text without changing it. If you choose "Editor", they can change anything. If you choose "Viewer", they can read it but not change it or comment.

When someone comments on your document, you see their name and the comment in a box next to the text. You can reply to the comment, and when you fix the issue they mentioned, you can mark the comment as resolved so it collapses. Comments are useful for feedback — a teacher can mark errors without rewriting the student's work, or a coworker can suggest changes without making them.

Multiple people can edit the same document at the same time. You see their cursor and name in the top right, and you can see what they are typing in real time. If two people try to edit the exact same sentence at once, Google Docs usually handles it smoothly, but if there is a conflict, you will see a note asking you to choose which version to keep.

Finding and replacing text

To find a word or phrase in your document, press Ctrl+F. A search box appears at the top, and Google Docs highlights every match in the document. You can click the down arrow to jump to the next match or the up arrow to go to the previous one.

To find and replace, press Ctrl+H instead. Type the word you want to find and the word you want to replace it with, then click Replace to change one at a time, or Replace all to change every match at once. This is useful if you realize you spelled someone's name wrong throughout a long document, or if you want to change a term everywhere.

Adding images, tables, and other content

To add an image, click Insert in the menu, then Image. You can upload a file from your computer, search Google Images, or paste a link to an image on the web. Once the image is in the document, you can click it to resize it by dragging the corners, or right-click it to rotate it, crop it, or replace it.

To add a table, click Insert, then Table, then choose how many rows and columns you want. You can click inside any cell and type, just like in a spreadsheet. Right-click a table to add or delete rows and columns, or to change the background color of cells.

You can also insert a link by selecting text and pressing Ctrl+K, then typing or pasting the web address. The text becomes blue and underlined, and anyone reading the document can click it to visit the link. To insert a page break (so the next section starts on a new page), press Ctrl+Enter.

Using voice typing and smart compose

Google Docs has a voice typing feature that lets you speak instead of type. Click Tools, then Voice typing, and a microphone icon appears on the left side of the document. Click the microphone and start speaking — Google Docs types what you say. This is useful if your hands are full, if typing is uncomfortable, or if you think faster by talking.

Smart Compose is a feature that suggests the next phrase as you type. If you see a suggestion you like, press Tab to accept it. If you do not like it, just keep typing and ignore it. You can turn Smart Compose on or off in Tools, then Preferences.

Organizing and sharing your work

Google Docs saves everything to Google Drive automatically, so you do not have to think about where files go. Your document appears in the My Drive folder unless you move it. To move a document, right-click it in Drive and choose Move, then pick a folder.

You can read a document as a Word file (.docx), PDF, or several other formats. Click File, then read, then choose the format. This is useful if someone needs to edit it in Microsoft Word, or if you want a PDF copy to print or email.

To share a link to the document with someone, click Share, then copy the link and send it to them. They can open it in a browser without needing to read anything. If you want to stop sharing, click Share again and change the permission back to "Restricted" so only you can see it.

Frequently Asked Questions

Can I edit a Google Doc offline?

Yes. Go to Google Drive settings, check the box for "Offline", then open the document. You can edit it without internet, and when you reconnect, the changes sync automatically. Keep in mind that some features like voice typing and Explore do not work offline.

How do I recover a deleted document?

Deleted documents go to the Trash folder in Google Drive for 30 days. Open Drive, click Trash on the left, find the document, right-click it, and choose Restore. After 30 days, it is permanently deleted.

What happens if two people edit the same sentence at the same time?

Google Docs usually merges the changes automatically. If there is a real conflict, you see a note asking which version to keep. You can also look at the version history to see what each person typed and choose which one to use.

Can I use Google Docs on my phone?

Yes. read the Google Docs app for Android or iPhone, sign in with your Google account, and open any document. You can edit on your phone the same way you do on a computer, though the toolbar is smaller and some features are harder to reach.

How do I change the font or font size?

Select the text you want to change, then click the font name (usually "Arial") in the toolbar to pick a different font. Click the font size number next to it to make text larger or smaller. You can also use the Format menu to change font for the whole document at once.