How Google Docs Improves Writing

Google Docs is a free word processing program that does 99% of everything writers will ever need. What isn’t included as part of the Google Docs program tool can be augmented with mostly-free, third-party add-ons, extensions, and apps. It operates in the cloud so there are no syncing issues between the many places we write, pesky maintenance, or expensive yearly upgrades. The end result is a writing tool that is powerful, robust, scalable, and because it’s free, is the equitable solution to so many concerns over the digital divide.

It’s no surprise that Google Docs and its sister programs — Google Spreadsheets, Google Slideshows, Google Draw, and Google Forms — have taken writers by storm. While it does have a moderate learning curve (no worse than MS Word), once traveled, users quickly adopt it as their own and find many reasons why this becomes their favorite tool. Here are the top eleven reasons from the writers I talk to:

Always up

I’ve never had the experience of logging into Google Drive (where Google Docs live) and having it not open. On the other hand, I have often experienced that heart-stopping occurrence with MS Word when it suddenly won’t work or a Word file has become corrupted for no reason I can tell. Using Google Docs has probably added years to my life just in the lowered stress levels.

Always on

Because work is created and shared in the Cloud, you can access it from any Internet-connected locations by logging into your Google account. The latest version of your document is there, waiting. No worries about forgetting to save it to a flash drive or the email you sent to yourself didn’t arrive. This is great for writers who work from a coffee shop, their backyard and even their place of employment.

Autosave

google docs

All of the Google Apps (like Docs, Spreadsheets, Slideshows, Forms, and Draw) automatically save in the cloud as you work. There’s no need to Ctrl+S to save or scream when the power goes down and you haven’t saved for thirty minutes. Google takes care of that, auto-saving to their servers where you easily find all work in one location.

Collaborative

Google makes it easy for groups to edit a document simultaneously. Up to fifty people can add comments about your WIP at once.

Easily shared

You can share the file to anyone with a Gmail address to be viewed only or edited. You can also share by embedding the document into a blog, wiki, or website where people can view or edit (depending upon the permissions you award). This makes it easy to collaborate on work, share pieces with your critique group, or submit portions to editors and online ezines.

Revision history

Google Docs automatically keeps track of all revisions made to a document by anyone involved in the edit/write process. You can find this option under File>See Revision History (or click Ctrl+Alt+Shift+H) and it comes up in the right sidebar. From there, you can review all revisions or restore to a prior edition of the document. To be fair, MS Word has this also, but I’ve found it glitchy at best. In fact, more often than not, I have no history to click back to.

Lots of add-ons to personalize the experience

By partnering with third-parties, 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-onsTo find what you’re looking for, you can search for a keyword, sort the add-ons into different categories, or simply browse. A few of my favorite add-ons include: Thesaurus, EasyBib Bibliography Creator, Open Clipart, FlubarooGoogle Keep, and LucidCharts

Works with MS Word

You can open MS Word documents in Google Docs to view (much as you view documents in cloud locations like Carbonite) or convert them to Google Docs to edit and share. Sure, there will be some changes, but not a lot (unless you’re an MS Word power user).

***

If you have a Gmail account, you already have the Google Docs program. Simply click on the Omni box (the nine little dots in the upper right of your Gmail screen) and select ‘Google Drive’. Once you’re there, you’ll have the option to create a New document, one of which is a Google Doc. Problems? Leave a comment below. I’ll see if I can help.

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Jacqui Murray is the author of the popular Building a Midshipman, the story of her daughter’s journey from high school to United States Naval Academy, and the thrillers, To Hunt a Sub and  Twenty-four DaysShe is also the author/editor of over a hundred books on integrating tech into education, adjunct professor of technology in education, webmaster for four blogs, an Amazon Vine Voice book reviewer,  a columnist for TeachHUB, monthly contributor to Today’s Author and a freelance journalist on tech ed topics. You can find her books at her publisher’s website, Structured Learning.

Great Writing Tool: Google Docs

Google Docs is a free word processing program that does 99% of everything a writer will ever need to do–write, edit, rewrite, and re-edit. If you have a Gmail account, you have Google Docs. It is part of Google Drive which you access through the nine-dot array in the upper right corner. Or, through the link: http://drive.google.com.

Google Docs operates in the cloud so there are no download foibles, pesky maintenance, or expensive yearly upgrades. While it does have a moderate learning curve (no worse than MS Word), once traveled, writers quickly adopt it as their own and find many reasons why this becomes their favorite tool. The end result is a writing tool that is powerful, robust, scalable, and free.

Here are the top eleven reasons why you might agree, from the writers I talk to:

Always up

I’ve never had the experience of logging into Google Docs and having it not open. On the other hand, I have often experienced that heart-stopping occurrence with MS Word when a doc has become corrupted for no reason I can tell. Using Google Docs has probably added years to my life just in the lowered stress levels.

Always on

Because work is created and shared in the Cloud, users can access it from Internet-connected locations and devices by logging into their Google account. The latest version of their document is there, waiting. No worries about forgetting to save it to a flash drive or the email you sent to yourself didn’t arrive. This is great for writers who work on their manuscript at their job and home.

Autosave

Google Docs automatically saves in the cloud as you work. There’s no need to Ctrl+S to save or scream when the power goes down and you haven’t saved for thirty minutes. Google takes care of that, auto-saving to their servers where you easily find all your work in one location.

google docsCollaborative

Google makes it easy for groups to edit a document simultaneously. Up to fifty people can add comments, revise, and format at the same time. This is great for group writing projects and when you are making changes with your editor.

Easily shared

You can share the file to anyone (like your editor) with a Gmail address to be viewed only or edited. You can also share by embedding the document into a blog, wiki, or website where people can view or edit (depending upon the permissions you award). If you are a freelance journalist, this makes it easy to collaborate on a piece, share with others, and keep everyone up-to-date in a fluid environment.

Research options/reference tools

The Research functions activate in the right sidebar when you select ‘Research’ from the ‘Tools’ drop-down menu, click Ctrl+Alt+Shift+I, or simply right-click on the word you want to research. From this one location, you can search online for articles, images, or quotes. When you insert directly from the sidebar, it will automatically add a citation as a footnote, referencing where you found your data. 

Citations

These are added automatically when you find information through the Research tool. This makes it easy to credit sources for non-fiction and freelance articles.

Reviwriting with google docssion history

Google Docs automatically keeps track of all revisions made to a document by anyone involved in the edit/write process. You can find this option under File>See Revision History (or click Ctrl+Alt+Shift+H) and it comes up in the right sidebar. From there, you can review revisions and restore to a prior edition of your article or novel. To be fair, MS Word has this also, but I’ve found it glitchy at best. In fact, more often than not, I have no history to click back to. I think MS Word 2016 is much improved, but haven’t experienced it yet. Anyone know?

Great for writers workshops

There is no easier tool to use if you teach Writer’s Workshops. With Google Docs, participants write, peer edit, and work together seamlessly. They are productive, energized, and dynamic.

Lots of add-ons to personalize the experience

By partnering with third-parties, 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-onsTo find what you’re looking for, you can search for a keyword, sort the add-ons into different categories, or simply browse. A few of my favorites are Thesaurus, EasyBib Bibliography Creator, Open Clipart, FlubarooGoogle Keep, and LucidCharts

Works with MS Word

You can open MS Word documents in Google Docs to view (much as you view documents in cloud locations like Carbonite) or convert them to Google Docs to edit and share. Sure, there will be some changes, but not a lot (unless you’re an MS Word power user). You can also open Google Docs in MS Word.

***

If you have a Gmail account, you already have the Google Docs program. Simply click on the Omni box (the nine little dots in the upper right of your Gmail screen) and select ‘Google Drive’. Once you’re there, you’ll have the option for creating a New document, one of which is a Google Doc. Problems? Leave a comment below. I’ll see if I can help.

More on Google Drive Apps

Embed Google Docs


Jacqui Murray has been teaching K-8 technology for 15 years. She is the editor/author of over a hundred tech ed resources including a K-8 technology curriculum, K-8 keyboard curriculum, K-8 Digital Citizenship curriculum. She is an adjunct professor in tech ed, CSG Master Teacher, webmaster for four blogs, an Amazon Vine Voice book reviewer, CAEP reviewer, CSTA presentation reviewer, freelance journalist on tech ed topics, and a weekly contributor to TeachHUB. You can find her resources at Structured Learning.