Beginners guide to Google Docs

Google Docs is a free, web-based word processor. If you’ve ever used Microsoft Word, the interface is almost exactly the same.

To access Google Docs, all you need is an internet connection, a computer or device and a Google account (which you can obtain for free here).

Google Docs is just one of the free options in the Google office suite, called Google Drive. Google’s version of Excel is called Sheets and Powerpoint is called Slides.

Access Google Docs here.

Benefits of using Google Docs over Microsoft Word

• It’s free.
• It is completely cloud based, so you can jump in and out of the document wherever there’s an internet connection, you don’t need to be in front of your computer.
• Multiple people can edit the same document live, so you can collaborate online in real time and chat with other collaborators.
• Revision history: you can view previous edits to the document.
• Autosave: Google Docs automatically saves changes every couple of seconds.
• Save in different formats easily: PDF, RFT, Text, Word, HTML and of course, DOCs.
• Translate documents to different languages easily.

Basic start guide

Google account set up

Google Docs is free, but to access it you will need to set up a Google account.

You can create a free account here

You will need to provide your name, a username, and a password.

Turn on Docs screen reader support

The first time you use the Docs editors with a screen reader, you need to turn on Docs screen reader support. To do that:

1. Go to Google Docs and open a document.
2. In the Tools menu, select accessibility settings (Alt + a).
3. Select Turn on screen reader support (Enter).

Creating documents and folders

The following keyboard shortcuts create new items in Google Docs:

• Shift + T: New text document. A blank document, named Untitled document, opens in a new tab.
• Shift + F: New folder. The Name folder dialog opens, and your cursor is in the text box. If you decide you don't want to create a new folder, press Esc to dismiss the dialog. Otherwise, type a new name for your folder, then press Enter.
• To rename a folder, select the folder and press ‘N’ to open the rename dialogue. Type the new name for the folder and press Enter.

Opening documents and folders

To open a document or folder:

1. Use the up and down arrows to navigate through the most recently opened list. (If you've switched to grid view, you can also use the right and left arrows.)
2. To open a document, press ‘O’ or Enter.
3. To open a Microsoft Word document from your computer, click Ctrl + O, and use the arrow keys to navigate to the Upload area. Press Enter, and navigate to the location of the Word document and press Enter.

Basic document formatting

Bold, underline and italics

While writing or editing your text, you can use these keyboard shortcuts to add easy formatting. They are also the same in Microsoft Word.

Paragraph styles and headings

Bulleted and numbered lists

Keyboard shortcuts

Common shortcuts

Screen reader support

See the full list of Google Doc shortcuts on Google’s support page or press Ctrl + / in the document for a pop-up shortlist.

Looking for more advice or training?

The Vision Australia Access Technology (AT) team is here to support you and can organise personal training.

Our AT Helpdesk team are available Monday to Friday between the hours of 9:00am and 5:00pm EST to troubleshoot your accessible technology issues.

Give them a call on 1300 84 74 66 (and ask for the AT Helpdesk), or send an email to [email protected]