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 can be augmented with mostly free third-party add-ons, extensions, and apps. It operates in the cloud so there’re 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
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. Now that’s frightening.
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.
Version 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>Version 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-ons. To 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, Flubaroo, Google 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). One downside to Google Docs: It won’t open my long novels. It usually gets stuck at about 190 pages. Anyone have thoughts on that?
***
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.
–first appeared on Today’s Author
More on Google Apps
How to Use Google Forms in Your Writing
Why do I get so few sales through Google Play?
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 Days. She 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.
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I just finished my second book using Google Docs. It’s so simple to use and it’s always there, no matter where I am. I enabled the feature that lets me work offline, so I can sit on the dock and write if I want, or even write in the car to take my mind off my husband’s driving.
When I’m ready to publish, I just transfer the manuscript to Word. I love it.
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So you had no problem with it limiting the length? I don’t know what’s up with my program.
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They’re only about 75,000 words. Have you contacted Google
about your problem? They’re reasonably responsive.
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I guess I will have to try that. I’d love to move from Word to Google Docs.
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I do use some of their applications but don’t completely trust everything being on a cloud.
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I don’t trust the cloud or the security of my computer. I’ve lost trust in technology. Unfortunately, there aren’t options anymore. I won’t go back to a typewriter and print. Sigh.
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They haven’t really left us with many options, have they? 😦
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Great information, Jacqui. Thank you!
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Google Docs sounds scary if you’ve never tried them. I hope this helps.
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Thanks for sharing this info Jacqui. I’m a diehard Word person but I’ve noticed many docs author friends send me are in Google Docs so I know it’s quite popular. One day I’ll give it a go. 🙂
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I still get very few docs in Google docs, mostly Word. I assume it’s because Google Docs are driven by schools and they haven’t caught on with adults yet. I could be way wrong on that!
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Well it’s good to know there’s a backup plan to Word. 🙂
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Thanks for all this helpful info. I stress so much about technology and you make it sound so easy.
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The biggest hurdle is the first step. The Google ecosystem is confusing until you get used to it.
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Yes you are right – the first step is the hardest and the easiest to put off. I’m still crawling … part of the problem is hating to read instructions I think. And confusion with terms.
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If you’re a long-time user of Word, Google Docs will feel comfortable. It’s like an old Word.
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Reblogged this on Author Don Massenzio and commented:
Check out this helpful post on how Google Docs can improve your writing from the Word Dreams blog.
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Thanks for the reblog, Don.
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You’re welcome.
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I suspect I need to go to Google kindergarten to understand all this. But thank you for so much info in one place.
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If you understood pre-ribbon Word, this will be easy.
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Pre-ribbon word? What’s that? Do you mean a typewriter? Sorry, I really am a digital dummy.
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Word went from toolbars at the top to what they call a ribbon. It’s bigger without the dropdown menus. I think it’s pre-Word 2010.
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Good to know!
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By the time your kids get to school (well, the newest), there won’t be much of an option other than Google. They make it too darn affordable.
Well, having said that, homeschooling may be different. What do your homeschool groups use?
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It’s an on-line program, all encompassing, but not using Google, believe it or not. Thus far, anyway.
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Interesting. I tried to get my K-8 tech curriculum into a homeschooling group but just couldn’t manage it. Sigh.
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Darn. That would’ve been great.
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What about security? That’s the offputting concern I have about saving stuff to the cloud or working on it from the cloud. Obviously our websites are in the cloud but they do have known safeguards.
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I agree, John but I don’t think there’s any way to stay safe. I’ve had every one of my accounts with secure companies hacked. I give up and am signing up for a Life Hack sort of protection. I haven’t heard of cloud accounts being hacked but you know it’s coming.
I think the worst scourge right now is the Ransomware. In that case, if your stuff is in the cloud you can tell the thieves to f*** o**, toss your computer and get a new one.
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Who needs Microsoft Office? Docs also works with .odt format that OpenOffice and Libre Office both use.
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I used Open Office until I discovered Google Docs. I liked it a lot. I haven’t tried Lib re Office but have heard of it. So many of MS Office’s features I never use and most people I know never use them. Don’t you think?
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Would you believe I didn’t know there was such a thing? I’m going to have to check this out, Jacqui. Thanks for the recommendation as well as where to find it! 😀
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You also have a program for slideshows, spreadsheets, and forms–all part of the hamburger icon up there. Have fun!
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It does seem to slow down when the doc or sheet gets too large, but I don’t know where the source of the problem lies. It might be my computer, internet speed or something else. However, it still works. Thanks for the information.
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I agree–it is hard to figure out. I appreciate you taking the time to leave a comment.
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I’m glad to know this. I work on a board and I continually have to get input on what I write. I’m used to sharing it on Google, but I didn’t realize I could use it to start a document. I’m wondering now if I can use it on my IPad.
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Yes, you can, but you have to download the app. I haven’t used it much so can’t provide a lot of input on it.
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I love google docs!
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It’s rampant in education but I wouldn’t be surprised if that is true for business also.
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Some business use it, most still use MS office, but I know a number of high tech startups that use google docs to save money and as a collaboration tool. Seems the larger the company, the less likely they are to use google.
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I kind of like those who don’t use Docs. Something has to stop Google from taking over the world. Something that doesn’t rhyme with ‘Amazon’.
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I like Google Docs. I like a lot of Google stuff overall. It makes a lot of things easier and quicker. Great post. Juneta @ Writer’s Gambit
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Thanks, Juneta. They do make life easier especially as we-all want to collaborate and share.
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Wow…super!! I really need this kind of tool for me to have better writing
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Brilliant! I’ve been looking for an alternative to Microsoft Office that didn’t cost me a yearly subscription. Google Docs sounds like exactly what I’m seeking. Thanks for making me aware of it.
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Absolutely. It is free with a Gmail account (which is free) and they only charge if you’re looking at a business account (I have one of each)
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Great. Now all your documents belong to google. “If you ain’t paying, you’re the one being sold.” The privacy , security, and ownership issues here are huge.
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I’d be uncomfortable with that too but its where everyone is anymore. MS, Adobe. I’ve been hacked so many times thanks to these secure clouds, I might as well simply publish my private info online myself!
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Excellent! I am lucky to know Google Docs
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Absolutely. It’s come a long way since it’s barebones beginnings.
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We used Google Docs to write the book I wrote with six other authors. It’s a great alternative to Word. And FREE!
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Well that’s a great example. I’m glad you pointed that out. I was struggling over why a writer would need to be collaborative. Did it take more than 190 pages? I’ve been stalled uploading a long book but wondered if I started in Google Docs, if it would work better.
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Thanks for the informative and enlightening post, I didn’t know Google Docs are so friendly! Bookmarking it.
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They definitely are. Less-automated than Word but less quirky and–and at $0, less costly!
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Jacqui,
What do you mean by less-automated? (I always hesitate to switch because my tech learning curve is so steep I get nose-bleeds.)
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Word provides easy ways to do things like change margins (using the toolbar on the page). In Google Docs, you might have to work harder to find those features. I find myself taking 2-3 clicks at times to do stuff that on Word I’d have done instantly. But, there aren’t a lot of those unless you’re a power user.
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please kindly follow me
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I’ll pop over and check out your blog.
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I had no idea Google Docs were that versatile. Wow, certainly takes the stress out of back-ups. My kids use them all the time for their school work. But the part about not opening up long novels would make it impractical for me. I wonder if this is something they’ll improve on?
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Yes, thanks to that short doc feature, I can’t use it for my novels either. I’d love to, too. But everything else is great. I’ve tested uploading my 400-page book on and off over the years and it still doesn’t work. I don’t get it. It’s not the size because (as you know), text is not a big file. Sigh.
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I shared this post on Twitter and someone responded that they use Google Docs for their novels. I’ll have to see what happens if I put my novel in it. Now I’m curious.
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Well that’s interesting. I’d be completely believing that I just hit some other snag and it would work because it doesn’t make sense that it doesn’t. Thanks for sharing this, Carrie.
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I asked her about it and she tweeted back that her word count isn’t that high yet, so she said she’ll see what happens when it gets longer. I think she included you on the response.
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I appreciate that. I’d love to be able to use Google Docs for my novels.
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Good information, Jacqui. Are the add-ons free as well? Everything sounded wonderful until you said it got stuck on long novels. I guess I’ll stick with my Word.
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All of the add-ons are free that I use. I’m actually not aware of any that are fee-based but maybe there are some out there.
Isn’t that true about the long novels? That’s why I figured I should mention it. I don’t use it for novel writing, just for my freelancing.
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I’m glad you did mention it. You saved me time finding it out on my own.
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Jacqui, this sounds very interesting…at the moment I’m using pages on mac which syncs across devices on icloud. For my books, I’m using Scrivener which does sync but not easily. So many options but I’ll definitely take a look – I can do with taking some of this tech stress off!!
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I’m not sure if it has any advantage over Pages except being available to more people–and that may not be important. It certainly isn’t for much of my writing.
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Very informative! Planning to switch to Google docs when i get a new computer 🙂
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Word is robustly-featured but Google Docs has most of what most of us want. I think as kids who have used it throughout school grow up and as cloud-based tech becomes more standard, it’ll be much more popular.
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I realise that the younger lot are a lot more comfortable sharing and working from the “cloud”. I have been comfortable working from PC-based applications but am discovering the benefits of Google docs. As Internet and Cloud access improve I guess they will become more popular.
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It is that pesky younger lot. It’s also that schools ingrain it in them. Why wouldn’t schools pick Docs or Word when the former is free and the latter is a nightmare? Sigh.
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Hi Jacqui – as I don’t share = mean me!!! I have used Google docs – but rarely need it – and get surprised when suddenly I do … on occasions need it. I’m sure I’d switch onto a lot of these things if I was around people using them, and needed to myself – I can see the value .. just don’t get there — yet. Cheers Hilary
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I think that’s the thing: If you used it to plan a trip with a group, you’d probably fall in love with it.
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After reading this article, I want to try Google Docs. I’ve been using Evernote for awhile for writing poems or articles for a newsletter to an organization i used to belong to. Evernote, as far as i know, doesn’t save to cloud, like Google Docs. Your article enlightened me on a lot of things. The local library in town uses Libreoffice and i thought it had a lot of options. Thanks for informing me about something better.
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I used to use Evernote but at one point, everything I loved about it became part of the fee-based package so I left. OneNote (part of MS Office) does what I need and more but it requires a fee also. My favorite free note-taker is Keep. I have drafted articles on it but it’s really not a word processor so a bit clumsy.
I forgot about Libreoffice. Interesting. Another free Office look-alike is Open Office. It’s kind of what Word was before it replaced the toolbar with the ribbon.
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Do you know if Evernote and Onenote at one time didn’t require any fee to access a pro or premium version but over time probably did because demand became high? If that happened, do you think it may with Google Docs? Or if you know Google pretty well, does Google try to keep things affordable if they attach price tags?
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That’s definitely true of Evernote. It started as a free OneNote alternative which garnered it lots of users and then it started on the freemium approach. OneNote has always been fee-based, as part of Office. I pay for Office 365 now (about $5 a month I think) and get OneNote as part of that package.
I’m not sure if the Google Apps will follow that model. There are good reasons for and against and just not sure which will prevail.
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Thanks for this, Jacqui. I’ve been meaning to checkout Google Docs. Enjoy your day!
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It’s worth the time especially since it’s part of your Gmail setup.
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Thanks for the heads up. I’m using libre office, and it’s a pain, crashing, always updating, and to do a simple table of contents u almost have Use old DOS commands. Thanks again
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I gave up on Word doing Table of Contents. I just do it manually and that works fine. And it crashes on me way too much. I’ve taken to saving multiple times under multiple names so I can find a version that will open. Yikes!
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Reblogged this on Matthews' Blog.
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Thanks for the reblog!
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