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# Top 10 Google Docs Tips for Productivity!
- URL: https://www.jeffsu.org/top-10-google-docs-tips-for-productivity/
- Published: 2022-10-08T10:56:29.000Z
- Updated: 2022-10-08T10:56:29.000Z
- Author: Jeff
- Tags: Productivity, Google Apps

Did you know that simply changing a word in your Google Doc URL can "force" others to preview, make a copy, or download the document directly?

If not, let’s dive in 🤿

## Watch it in action

## Tip #1 - Check Changes with Version History

If you want to check if anyone’s made changes to your shared document:

1. Go to File > Version History > See version history
2. Simply choose the version you want to revert back to > click “Restore this version”

💡

**Pro Tip:** Go to File > Version History > Name current version to save a snapshot of your current doc so you can reference back to it easily

## Tip #2 - Change Default Font

If you open up a new Google Doc, the default font is Arial. Very boring if you ask me 🙄

To change the default font:

1. Highlight a formatted line and go to Format > Paragraph Styles > Normal Text > **“Update ‘Normal Text’ to match”**
2. Go to Format > Paragraph Styles > Options > **“Save as my default styles”**

![](https://storage.ghost.io/c/db/85/db858a9d-1c4f-4993-8042-faa87b9bb3c1/content/images/2022/10/CleanShot-2022-10-08-at-18.45.26@2x.png)

The next time you open up a new Google doc using the doc.new shortcut (check out [this post](https://www.jeffsu.org/8-google-calendar-tips-for-productivity/) for other cool Google product shortcuts), your default font will now be updated.

## Tip #3 - Auto Replace Text

To set this up:

1. Go to Tools > Preferences > Substitutions
2. Add an abbreviation or acronym you tend to type a lot and the phrase or sentence you want to replace it with

For example, whenever I type “this is stupid” on Google Docs, it would automatically change to “let’s take this offline :)”.

![](https://storage.ghost.io/c/db/85/db858a9d-1c4f-4993-8042-faa87b9bb3c1/content/images/2022/10/CleanShot-2022-10-08-at-18.47.19@2x.png)

There are 2 scenarios where this feature might come in handy:

- Using a lot of acronyms at work can confuse cross-functional teams and newer team members (Ex: PO is short for purchase order)
- When you need to type out a URL or link to a website again and again

## Tip #4 - Change Capitalization

If you want to quickly format a large block of text to all UPPERCASE, LOWERCASE, or TITLE CASE:

- Go to Format > Text > Capitalization and make the corresponding choice

Personally, I like to use the UPPERCASE function to capitalize the headers of my meeting notes to make it look good. 😎

## Tip #5 - Visualize Ideas Using Drawings

As a Product Marketer, if I want to share an initial concept with my teammates and the event agency, I would:

- Go to Insert > Drawing > New
- I can literally start to design a very rough draft of an event flyer

This is extremely helpful if I just want my teammates’ initial feedback without spending too much time on another tool and having to send them a link.

## Tip #6 - Keep Viewers Anonymous

*(For tips 6 & 7: Make sure you enabled the “View only” sharing option before sending others the link)*

You know how you can see who’s snooping on your Google Doc in the top right corner? Well, you can change that.

- Simply replace the word “edit” in the URL with **“preview”** and sent that link over

![](https://storage.ghost.io/c/db/85/db858a9d-1c4f-4993-8042-faa87b9bb3c1/content/images/2022/10/CleanShot-2022-10-08-at-18.48.33@2x-1.png)

Now when the other party clicks the link, they will only see a preview of the document with no option to share, copy, OR know who else is looking at the same document.

## Tip #7 - Default to “Copy” Document

Similar to how you just changed the word “edit” to “preview”, change that word to **“copy”** and whoever has the link will be able to make a copy of your document.

This is very useful if you created an amazing template for something and want to share it with others who can make a copy directly.

💡

**Pro Tip:** This feature works for Google Sheets and Slides as well.

## Tip #8 - Download Directly as PDF

This trick saves you a LOT of time by attaching your Google Doc as a PDF attachment within an email. Before sharing the link:

- Replace the word “edit” in the URL with **“export?format=pdf”**
- Once they click that link, they will automatically download a PDF copy

Now you’ll never forget to attach your PDF document to an email again. That’s just embarrassing.

## Tip #9 - Embed Doc within Email

If you need someone to review the final draft of your Google document:

- Go to File > Email > Email this file
- Select “Send yourself a copy” and type in the email to that person directly with a note attached
- Select “Don’t attach. Include content in the email”
- Press Send!

The viewer won’t have to click a link to view the document, they can just see everything within the email itself.

![](https://storage.ghost.io/c/db/85/db858a9d-1c4f-4993-8042-faa87b9bb3c1/content/images/2022/10/CleanShot-2022-10-08-at-18.50.26@2x.png)

## Tip #10 - Use Pre-Made Templates

We can’t all be designers, so if you want to create a new document based on a specific need:

- Go to File > New > From Template
- Choose from the default templates Google has already generated

This saves a lot of time spent on: formatting, font, color schemes

## Use Google tools at work?

Check out my tips on Google Calendar for productivity [here](https://www.jeffsu.org/8-google-calendar-tips-for-productivity/)!