1. Use Building Blocks to Save Time with Google Docs.
Tired of digging through menus to find features? Use the “@ Command” instead! Simply type @ followed by the feature you need (e.g., “@bookmark”, “@table of contents”, or “@product roadmap”), and press Enter. This quick shortcut allows you to insert elements like bookmarks, pre-formatted tables, and horizontal lines effortlessly. By mastering this trick, you can significantly reduce time spent on formatting.
At Cloud Sultans, our mission is to help small and large businesses better collaborate and achieve high productivity with their teams by maximizing the power of Google Workspace (formerly GSuite). In this article, we’ll explore 10 practical and often overlooked tips for Google Docs that can save time, streamline workflows, and enhance collaboration. Let’s dive in!
2. Enable Pageless Mode for Better Flexibility
Switching to Pageless Mode removes the constraints of page breaks and allows for endless document width—ideal for brainstorming or working with large tables. To enable it, go to Format > Pageless. You can also set the view to “Wide” or “Full” for an even better layout. Pageless mode supports collapsible headings and expanded comment views, offering a cleaner and more dynamic workspace.
3. Set and Save Font Defaults
Customizing font styles for headings and body text can make your document more readable and professional. To save font defaults: update your headings (e.g., Heading 2, Heading 3) and body text styles, then go to Options > Save as my default styles. This ensures all new documents use your preferred formatting—saving you time and effort in the long run.
4. Link to Headings or Comments in a Document
Make it easy for teammates to navigate large documents by linking directly to specific headings or comments. Right-click on a heading and select “Copy heading link” or use the three-dot menu on a comment to get its link. Share these links in emails or messages to direct colleagues to the exact section that requires their input.
5. Preview and Accept Suggested Edits
Collaborating on documents can get messy with too many suggestions. Use Tools > Review Suggested Edits to preview how the final version will look after all edits are accepted. If it works, click “Accept All,” or manually select suggestions to keep or reject. This feature streamlines the review process and ensures a cleaner end result.
6. Restore Previous Versions with Version History
Accidentally accepted unwanted changes? Don’t worry! Google Docs automatically saves version history. Go to File > Version History > See Version History to view past versions and restore the one you need. Pro tip: Name important versions (e.g., “Before Final Review”) to keep track of key milestones.
7. Compose and Send Emails Directly from Google Docs
Save time by drafting and sending emails without leaving Google Docs. Type @email draft, select the email block, and compose your message. When ready, click the Email icon, and a Gmail window will open for quick sending. This feature is perfect for collaborative email writing and ensures everyone’s input before hitting “Send.”
8. Email Documents as PDFs in Seconds
Skip downloading and attaching PDFs manually. Go to File > Email > Email This File and select “PDF” as the format. This method sends a PDF version of your document directly to recipients, saving you the hassle of extra steps. You can also use Email Collaborators to notify everyone with access in one click.
9. Format Tables for a Cleaner Look
Enhance table designs in Google Docs with hidden tricks. Right-click a cell, select Split Cell, and add additional rows or columns without disrupting the structure. For cleaner formatting, go to Table Options > Color > Table Border and set the border width to 0. This creates a neat layout perfect for inserting into emails or reports.
10. Use Smart URL Tricks for Sharing
Google Docs URLs can be customized for specific needs. Replace “/edit” in the URL with:
- /copy – Forces users to make a copy of the document.
- /preview – Shows a clean, read-only version without comments or edits.
- /export?format=pdf – Prompts users to download the document as a PDF.
These smart tweaks are particularly helpful for sharing finalized documents with external stakeholders or colleagues.
Any questions, comments, or reactions about our article? We’re happy to hear them in the comment section below. We always love diving into healthy discussions. If you also feel that you haven’t been using Google Workspace at its best, reach us at Cloud Sultans: contact@cloudsultans.com.
We offer free consultation or system audits to find you the best possible solution.
