Turn yourself into a Google Workspace and Microsoft Office pro

September 13, 2024

Google Workspace and Microsoft Office are built for productivity. Really I know what I'm doing.

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Below are some of the best tips I've learned over the years of using this software, which might help you make the most of your time in the day.

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Copy and paste the format: You've picked the perfect font, size and spacing. Now you want to copy it throughout your document (or spreadsheet or presentation). Select the text and click the paint roller icon in the toolbar. Click and drag over the text you want to transform. Voila!

Rollback: After three of us created 12 versions, we had no idea how to edit in Google Docs. file > Version History > View version historySelect a time on the right to see who did what (and when). Conversely, everyone can see your edits unless you save the document as a new document with a different filename.

A woman is typing on a computer. (iStock)

Tell it like it is: Save time and rest your wrist by dictating text instead of typing. No need to buy anything new. It's all built-in. In a Google Docs document, tool > Select Audio inputIn Word, house > DictateBy the way, you can use commands like “Period” and “Comma” for punctuation, and “New Paragraph” and “New Line” for formatting.

Eliminate distractions: Here are some Word tips to help you focus only on the text. View Click on the Menu tab concentrationThis will take you to a full-screen view, where everything except your document will disappear. Move your cursor to the top of the screen or Esc When you're ready to be distracted again.

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Freeze Frame: In Excel, it's useful to keep column and row headings frozen when scrolling through a large spreadsheet. Select the cell where your actual data begins, View Menu > Pinning Windows.

Sharing is caring: This is perfect for when you want to share a Google Doc as a template, but don't want others to mess with the file. Click Sharechange the link settings to Anyone know the link Select editorBefore you click Send, Replace text Wherever “edit” appears in the URL, add “template/preview” – this forces the recipient to make their own copy and edits, while still giving you full control over the original file. Very clever!

In this photo illustration, Google app logos, Drive, YouTube, Gmail, Chrome, Google and Google Maps are displayed on an iPhone screen on June 8, 2023 in Paris, France. (Chesnot/Getty Images)

What was that word again? In Word and Docs, right-click on the word Define Look up the meaning, get help with pronunciation, and do this before a big presentation.

Shortcuts you can use anytime

Keyboard time-saving tips

This is so cool that it's worth dedicating a little more space to it: Here's an easy way to open a new Google Doc file (Google's version of a Word document), and the same for opening a new Google Sheet (Google's version of Excel).

This allows you to open Google Calendar and type in a new blank calendar entry faster than having to look in the calendar itself or Google Drive.

Close-up of a woman's hand holding a computer mouse. (Getty Images)

First, make sure you are logged into your Google account. Then, open your Chrome browser and type the name of your Google application plus “.new” in the browser's URL bar.

Here is a handy reference list: In each application, you can use the following shortcuts: