MS Word too Expensive? Try 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’re 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.
Collaborative
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.
Revi
sion 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-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 favorites are 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). 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 Apps
What is Google Keep and Why Use it in Your Writing?
How Google Docs Improves Writing
How to Use Google Forms in Your Writing
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, the Rowe-Delamagente thrillers, and Born in a Treacherous Time, first in the Man vs. Nature saga. She is also the author/editor of over a hundred books on integrating tech into education, adjunct professor of technology in education, blog webmaster, an Amazon Vine Voice, a columnist for TeachHUB and NEA Today, and a freelance journalist on tech ed topics. Look for her next prehistoric fiction, Survival of the Fittest, Spring 2019, first in the Crossroads Trilogy. You can find her tech ed books at her publisher’s website, Structured Learning
Pingback: 10 Tips on How to Know Your Story is Done – Today's Author
Microsoft now has the function to autosave, just need to activate it. I don’t google docs but must admit to mainly using Microsoft Office. I have the 2016 version, but I won’t pay for the 365. When the time comes, I’ll may switch over to google docs.
LikeLiked by 2 people
Yikes–I didn’t know that (about MS’s autosave). Thanks for that. I still use MS 2010. It does what I need and for fancy stuff, I usually use a different program (since I’m an amateur). I don’t need Word for much other than writing.
LikeLiked by 1 person
It is a new feature I came across in Office 2013. I now use Scrivener for my writing, Not using all the functionality as yet, still working it out but am liking the program.
LikeLiked by 1 person
People love Scrivener. I just don’t want one more tool I must learn! If I ever do try it, I’m sure I’ll wonder why I waited so long.
LikeLiked by 1 person
Great tips, any advice?
LikeLiked by 1 person
Any questions?
LikeLike
Jacqui, my name is Sebastian, from Nigeria, and i am a musician, im really looking for Sponsor, i hope in you to help me out, im greatly talented, thank, im waiting for your reply.
LikeLiked by 1 person
Thanks for visiting, Sebastian. I’ll leave your comment up,
LikeLike
Is it really affordable ?
LikeLiked by 1 person
Well, free. Of course there are the strings of giving Google access to your stuff because it’s their cloud.
LikeLike
I know what this one is! I love google docs – I use it all the time. It’s so much easier than updating my memory stick like I used to do!
LikeLike
Does it help with your translation service? I could see it being pretty useful for you.
LikeLiked by 1 person
Definitely!
LikeLiked by 1 person
Lani loved the book. Brought back slot of memories of the greater house remember exactly how it looked even the curtains I can see now. You being brought home when you were born where bassennet was good memories of growing up being brought up by mom an dad.
LikeLiked by 1 person
Thanks for this, Linda. What special memories.
LikeLike
I found this interesting, Jacqui. I do use my Google account for some things, but still use Microsoft for most, such as Word and PowerPoint, and I save to a Dropbox account. I hadn’t thought of the possibility of replacing both those paid products with the free Google Docs. I guess it’s just habit from years of use. You’ve given me something to think about. Thanks.
LikeLiked by 1 person
I like Dropbox but since more people use Google Drive (for sharing), it’s easier that way. And I get a lot of storage free on Google, and then cheap.
Of course, there is that thing about privacy and security. Hmm…
LikeLiked by 1 person
There is that. It is a big issue with our online lives. So much we do nowadays is public.
LikeLiked by 1 person
Yep. Thank goodness I have nothing to hide!
LikeLiked by 1 person
LOL! Nor me. 🙂
LikeLiked by 1 person
I had read somewhere that Google had adjusted Google Docs so a person could work with a Word document in it. Yet, if anyone in the writing business knows Google, it’s you and you aren’t mentioning this so I can only assume what I read was false.
I noticed Shari had commented about her misgivings of the laptop. I’m in the same boat. I have a laptop, yet still, prefer my desktop because everything is at the right height and I have good back support.
LikeLiked by 1 person
Well, you can open a Word doc and view it. You can upload a Word doc and convert it to Google Docs, edit, and then convert back to Word, but you can’t open Word in Google Docs and edit it that way. The View is nice!
LikeLiked by 1 person
That was an amazing and very informative post. I’ve been using Word since the Flood and it’s so nice to know I have an alternative! Thanks Jacqui!
LikeLiked by 1 person
I think most teachers know about Google Docs but lots of my writing friends didn’t. Figured I’d better give it a shout out. For free, it’s amazingly useful.
LikeLiked by 1 person
It’s a nice option and a great share!
LikeLiked by 1 person
This is interesting, Jacqui. I always work on two computers in word and email from one to the other to ensure my document is safe. This does sound easier.
LikeLiked by 1 person
All you have to do is sign in on both under the same login and you see the same documents. It is easier though I’d still back it up!
LikeLiked by 1 person
Reblogged this on anita dawes and jaye marie.
LikeLiked by 1 person
Thanks for sharing!
LikeLiked by 1 person
Excellent tutorial Jacqui, thanks. 🙂
LikeLiked by 1 person
Thanks, Deb. There are lots of confusing pieces to Google Docs. I hope I’ve clarified a few.
LikeLiked by 1 person
I’ve bookmarked in Evernote for easy access. And I added the link to your post in my tomorrow’s Writer’s Tips post. 🙂
LikeLiked by 1 person
Thanks for that! I’ll check up on it.
LikeLiked by 1 person
I don’t mind using Google Docs when collaborating with others (and my daughter uses it all the time at university), but I still prefer a program like Word that’s on my PC for actual writing.
I’m also a freelance editor. Like all the editors I know, I work in Word. Some have been asked to work in Google Docs, have tried it, then insisted on Word.
LikeLiked by 1 person
Something about Word does feel more secure and permanent. Interesting feedback on your freelancing. Most of my freelancing is loosely-organized. Sometimes, they have their own dedicated format but usually, Word is fine.
LikeLike
I use google docs for a lot of writing, but not for my novels. I have to say I’m a scrivener fan.
LikeLiked by 1 person
I know so many people who love Scrivener. I use spreadsheets, with all of those tabs, to organize.
LikeLiked by 1 person
I used to use spreadsheets, but then I created Fictionary so I didn’t have too. I found after my 3rd novel, it was all getting too much. Having said that, I still use spreadsheets for many things.
LikeLiked by 1 person
Fictionary. I’ll have to look into that.
LikeLiked by 1 person
Oh my gosh, Jacqui. This is great! I didn’t know all this. I’ve got to bookmark this post for when I have more time to play around in google docs. I truly appreciate it. I have gmail. All best to you!
LikeLiked by 1 person
It is similar to pre-ribbon Word, most of what you need but a bit bare bones. Have fun!
LikeLike
I really like Google Docs too. I have a chromebook I use when traveling or working away from home. I also like the sharing function, which allows me to work with critique partners that live far away. Thanks for sharing!
LikeLiked by 1 person
Thanks for the feedback. It often seems Google Docs is for education and Word for writers but you remind me, that just isn’t true.
LikeLiked by 1 person
I really like Google Docs too
LikeLiked by 1 person
There is so much to like about it. It’s changed education for one.
LikeLiked by 1 person
Hi Jacqui – having read your article … it sounds so simple – so must give it a go – though only write for me (at the moment, I guess) and of course my (erratic) methodology will need a brain readjustment!! Still I must come back to read the comments and your answers … thanks though – cheers Hilary
LikeLiked by 1 person
It’s nice to have it sync between devices but I confess, I pretty much only write from my desktop so that piece isn’t a big deal to me.
LikeLike
I’ve never tried using google docs, but I’ll definitely give it a shot with my editor when we go over my current manuscript! Thanks so much for this excellent post!
LikeLiked by 1 person
It’s a minimalist approach but has lots of useful tools for writers.
LikeLike
I love my google docs!
LikeLiked by 1 person
I’m surprised how often I use mine (since I don’t use it for publication writing). It’s an easy way to collaborate with my kids for one.
LikeLiked by 1 person
While I personally tend to favor working offline, I do like using my GoogleDrive as one of a few backup options. As you say, it’s a great way to ensure that you have your work available to you wherever you are, though as a free service I would be wary of making them my primary home for my files, lest something go wrong and (as a non-paying client), I wouldn’t have the same grounds to demand they recover and provide my files to me.
Still, definitely a very useful tool in the creative process, particularly if you’re collaborating with others over long distance. Being able to simultaneously modify the same document is a real boon for any collaborative project.
LikeLiked by 1 person
Good points, Adam. I actually don’t backup much to Google Drive because I fear the privacy issues. I use Carbonite (paid option), a flash drive, an external hard drive, and emails to myself. I’m pretty nutty about backups.
LikeLiked by 1 person
Even with all the nice things you’ve mention, I’m not convinced. I’ve heard some bad things about not owning your stuff anymore it you use a Google (blogger) app. They lay a claim to it all. One of the reasons I left Blogger.
I just can’t make myself go there except for using their forms. The forms are great when looking for sign-ups. 🙂
Anna from elements of emaginette
LikeLiked by 1 person
I’ve heard that about Blogger and that is a good point. Hmm… I need to dig more into that.
LikeLiked by 2 people
Let me know what you find. I’d love to be in the loop on this one. 😉
LikeLiked by 1 person
This sounds like a great tool – in fact, a whole lot of tools in one neat package. Thanks for the info, Jacqui.
LikeLiked by 1 person
It works well on a laptop, for those who are enjoying their laptops!
LikeLiked by 1 person
To be honest, I’m not in love with the laptop – struggling to learn to use it efficiently. But it’s an off brand Android, so maybe without the cool features of Kindle. And I noted that you don’t write your novels on Google Docs. I’m pretty happy with Word- probably inefficient, but I’ve figured out how to make Word work for me.
LikeLiked by 1 person
I don’t write my novels in Word–so true–though Word has corrupted files on me often enough I wish I could leave them. I need the robustness for my nonfic and it just kind of carried over in my fiction.
LikeLiked by 1 person
I don’t think I’ve ever dealt with corrupted files but maybe I’m too unaware to know.
LikeLiked by 1 person
Oh consider yourself blessed.
LikeLiked by 1 person
I’m sure a Word user that I never considered Google Docs. I see it at the periphery every now and then but didn’t know what its capabilities were. I love the way it can be used collaboratively! I didn’t know that. It seems like a great feature for co-writing and sharing documents. Thanks for the tip!
LikeLiked by 2 people
In education, it is beloved because it’s free and robust enough for most student needs. Then, there are all those other perks like collaboration and comments. I think if I weren’t a teacher, I would ignore it!
LikeLiked by 2 people
I’m working with high school students who use Google doc and didn’t know about the features. Now I do. Heh heh heh.
LikeLiked by 2 people
Oh that’s cool. This is a game changer in education, especially high school.
LikeLiked by 2 people
I personally love Google Docs, but one of my CPs has experienced some difficulties with it. She’s the only one who’s ever had any problems, though, and she thinks it happens when her wifi is spotty. Great post, Jacqui!
LikeLiked by 1 person
I’ve had problems with syncing between devices, which could be what your friend had. I’ve never had problems writing, saving, re-opening.
LikeLike
Thanks for the informative post Jacqui, I must try to learn this! 🙂
LikeLiked by 1 person
The learning curve is shallow–there are a lot of similarities to Word. But those extras–like collaboration–are so much better than Word. Of course, most writers don’t need that!
LikeLiked by 1 person
Yes! I love Google Docs! It’s one of my favorite ways to keep track of my character sketches and outline even though I also do so in Scrivener. Thank you for your wonderful post 🙂
LikeLiked by 1 person
Google Docs is getting there–where Word was a decade ago. Free really helps!
LikeLiked by 1 person
I liked Google docs, I use both Google and Word. Google Doc is wonderful if you need to make something accessible for someone else allowing you to chose view, comment or edit mode that is really cool about them.
LikeLiked by 1 person
Yes, exactly. I use Word much more but I’m invested in the online 360 version. I pay my monthly fee, which isn’t that small. My daughter, a millennial, is as tuned into Docs and Word.
LikeLiked by 1 person
I have Microsoft Soft 365 subscription with cloud backup for Word, OneNote (LOVE THIS), PowerPoint and Excel and Outlook. I have had it ever since it became the only way to get the new Word functions and accessories.
I have used Word from its inception buying the new every time they released it–then the subscription. Long time. I remember the big change when you had to know DOS commands to do things on your computer, and the ease that Windows brought to the PC as we know it now, and the Word suite first appeared. Okay telling my age.
I also have Google Drive which rounds out the Google Docs and backup. I back up my whole PC to Google Drive too.
LikeLiked by 1 person
You work about the way I do, Juneta. I did jump on 365–despite the cost–because I would no longer have to update, rebuy, and relearn. I like that I can install it on five devices for the same money, too.
LikeLiked by 1 person
Hmmm… I have had problems with opening google docs myself. Maybe I’m the odd one out. Thanks for the info!
LikeLiked by 1 person
Oh–when someone sends you a doc? That is probably a problem on their side, that they didn’t set the ‘share’ right. But you don’t have problems opening Google Docs yourself, for your own work, do you?
LikeLiked by 1 person
Because I’ve said sooo many problems with shared docs, I haven’t really tried. I was a lawyer in a previous life and am very comfortable for Microsoft. So, we shell out the money for a family subscription each year. It’s not too bad – under 100 euros for the family on multiple devices.
LikeLiked by 1 person
I suspect your needs are greater than what Google Docs comfortably offers. I was amazed when I couldn’t teach kids to add a border to a Google Doc. Well, you can do it but it’s way to difficult for 2nd graders!
LikeLiked by 1 person
Great info! Thanks for sharing 🙂
Ronel visiting on Author Toolbox blog hop day: Running Your Author Empire
LikeLiked by 1 person
I think it fits well with your ‘running your author empire’ post. That–BTW–was wonderful. I RT.
LikeLiked by 1 person
🙂
LikeLiked by 1 person
We’re using Google Docs for workshopping in my creative writing MA, and it’s really useful to be able to add comments and make changes this way. I still use Open Office for my main work though, with copious backups, because I’m not sure I trust how secure online storage is!
LikeLiked by 1 person
That’s interesting–that your MA class uses Google Docs. My daughters MBA did too. Everyone has access to it, kind of like Word was back in the day.
LikeLiked by 1 person
I haven’t tried Google Docs…honestly, I’m a little scared…LOL! I think you’ve given me a nudge, Jacqui. Thanks for the info!
LikeLiked by 1 person
It’s pretty painless. But I don’t use it for my novels. I use it mostly for my teaching, so I can share.
LikeLike
Excellent informative article, Jacqui! Google Docs has a lot going for it … at the moment I use iPages which saves via cloud but it’s not ideal when doing collaborations – I’ll definitely take a look at Google Docs.
LikeLiked by 1 person
I’m not surprised lots of writers don’t use Google Docs. A big plus is that it’s free. I get so tired of paying all the fees for MS Word. Is iPages all online? or software?
LikeLiked by 1 person
My son uses MS word and it is expensive! Sigh. Pages is a software downloaded on the Mac or phone or iPad, then works seamlessly via the iCloud. The only time it has let me down is when it’s failed to upload due to poor connection and I then tried to open on another device!
LikeLiked by 1 person
Not to mitigate that as a problem, but when we can blame it on Wifi or Internet connections, that’s an acceptable risk. I’d forgotten I could use that on my iPad. Very cool.
LikeLiked by 1 person
The Barbarians use google docs for school (they have chromebooks) but they often share their assignments with me so I can use the functionality of MSWord to do things they can’t do on google docs. Guess I should look into it more in case they can do those things but aren’t aware how to.
LikeLiked by 1 person
Yes–Word is so much more robust. Most schools don’t need that but adults do. It’s easy to share isn’t it?
LikeLike