Next, switch to Suggesting mode, then add, delete, or replace existing text. On mobile (three images on the right), select text, then tap the + icon, then tap Comment. Select text, then insert a comment on the web (left) with Insert | Comment. It’s the least intrusive edit ( Figure C).įigure C The least obtrusive way to edit: Insert Comment. A comment is a great way to add an idea, ask a question, or note a concern. This gives the editor the ability to see your note, but doesn’t change the document’s text. You may use each one, but when you collaborate with someone for the first time, consider these edit actions in the following order: Comment, Suggest, Add, or Edit/Delete.įirst, select some text, then insert a comment. If you have edit access in Google Docs, you have at least five distinct ways to offer changes.
How to use google docs to collaborate how to#
How to make changes to a shared Google Doc Generally speaking, named versions may be more useful for Docs, Sheets, or Slides that are long, important, and/or edited by several people.įigure B Before you make changes in Google Docs, Sheets, or Slides in a web browser, you may want to name the current version (File | Version History | Name Current Version). You also might name the version after your edits, as well. You can name a file version within Google Docs, Sheets, or Slides, within a desktop-class web browser from the menu system: Choose File | Version History | Name Current Version, then enter a name for your version ( Figure B). A named version also makes it easier to compare a later version of the document to the version you initially received. You might name the current version of the file before you make changes to ensure you can quickly refer to the document as it was before you made comments or edits.
How to name the current version of the G Suite file See 4 tips to help you configure Google’s G Suite activity dashboard. If you’re an editor of a Doc, Sheet, or Slide file, the Activity Dashboard may help you identify who accessed an item. When you request access, the owner of the file will be notified and you’ll need to wait for them to approve access. You may sign in or switch accounts to access the item or request access. Sometimes, when you attempt to access an item, a prompt might indicate that you may request access this could happen if you use multiple Google accounts, for example, or if your email address is not associated with a Google account. SEE: G Suite: Tips and tricks for business professionals (free PDF) (TechRepublic)
If you haven’t received access a day or so after sharing a document was first discussed, you may want to send a message to follow up. Soon after opening the file for the first time, let the person who shared the file know you have successfully accessed it. In some cases, you may need to request access. So when you receive an email or notification that gives you access, promptly check to make sure you can access the item, especially if this is the first time you have collaborated with that person ( Figure A).įigure A When you receive an expected invitation to edit a Google Doc, Sheet, or Slide, open it promptly to confirm you can access the file as expected. Confirm you can access the G Suite docĮmail or firewall settings sometimes result in sharing notifications not getting through, which obviously precludes collaboration. SEE: Google Sheets: Tips every user should master (TechRepublic) 1. If you encounter collaboration restrictions, check with your G Suite administrator for assistance. Note: If you use a G Suite account, your G Suite administrator has access to settings that in some cases may block or limit collaboration.
The following four items cover a few ideas that are sometimes overlooked when people collaborate on documents. When you receive access to a document as a collaborator, you can take a few steps to make the collaboration process continue smoothly. Sharing access to a document only starts the collaboration process. One of the most beautiful and user friendly Linux distributions gets even better Get lifetime access to Microsoft Office 2021 for just $50 How to share your screen in Google Meet for macOS A click on the blue Share button-or in mobile apps, a tap on the Add Person icon-lets a document owner or editor offer access to other people (see: How to share Google Docs, Sheets, and Slides). When someone who uses G Suite says, “I’ll share it,” that signals the start of a collaborative effort in Google Docs, Sheets, or Slides. When two or more people have access to content in Google Docs, Sheets, or Slides, these four practices may help make collaboration proceed smoothly. How to collaborate in Google Docs, Sheets, and Slides: 4 tips
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