Google Docs and Microsoft Word are both word-processing software that allow users to create and edit documents. However, there are some key differences between the two programs:
- Platform: Google Docs is a cloud-based software that is accessed through a web browser, while Microsoft Word is a desktop program that must be installed on a computer.
- Cost: Google Docs is free to use, while Microsoft Word requires a subscription to Microsoft Office or the purchase of a standalone license.
- Features: Google Docs has a more streamlined interface and fewer advanced formatting options compared to Word. However, it includes some unique features such as real-time collaboration and the ability to add comments to a document. Word has a more comprehensive set of formatting and layout options, as well as support for more complex documents such as newsletters and resumes.
- Compatibility: Google Docs is compatible with a wide range of file formats, including Microsoft Word documents. However, some formatting may be lost when importing Word documents into Google Docs. Microsoft Word can also open and edit Google Docs files, but may not support all formatting.
Differences between Word and Docs
Switching from Microsoft Word to Google Docs can be a simple process as the layout and menu locations of the two programs are very similar, however, there are some differences in the way certain tasks are performed.
Below are some common tasks in Microsoft Word and the steps to complete the tasks in Google Docs:
Share your document using Microsoft SharePoint or OneDrive
Collaborate with others in real-time
Access version history in SharePoint or OneDrive
Track changes in a document
Open a Word document
Access a document offline in OneDrive
Save a document automatically in SharePoint or OneDrive or turn on AutoRecover
Insert pictures
Adding an Excel chart
Checking word count
Using a Thesaurus
Focus Mode
Insert a text box
Creating WordArt
Changing the font case
Share your document using Microsoft SharePoint or OneDrive
Sharing a document in Google Docs allows you to give other people access to view or edit the document. When you share a document, you can specify the level of access that you want to grant to others. Here are the steps to share your documents in Google Docs:
- Click Share.
- Under People, enter the email address of the person or group you want to share with.
- Click Edit and choose the access level.
- Click Send.
READ: For more details, see Get started with Docs.
Share your document with Word users
- Click File > Email as attachment.
- Under Attach as, choose the format (Word, PDF, etc.).
- Enter the email address, subject, and message.
- Click Send.
READ: For more details, see Work with Microsoft Office files.
Collaborate in real-time in Word Online
Collaborating on a document means working on the same document with other people at the same time. Google Docs allows multiple people to edit the same document simultaneously and see each other’s changes in real-time.
- To track changes, at the top right, click the Editing Mode down arrow. From the menu, set the mode to Suggesting.
- To add and assign a comment:
- Select the text you want to comment on.
- Click Add comment.
- To assign a comment to someone, enter + and the person’s email.
- Enter your comment, then click Comment.
Access version history in SharePoint or OneDrive
Google Docs also offers users a version history. This can be useful for tracking the progress of a document, seeing how it has evolved over time, and reverting back to an earlier version if needed.
- Select File > Version history > See version history.
- Click a time stamp to see a previous version of the file.
- (Optional) Do any of the following:
- To make a previous version the active version, at the top, click Restore this version.
- To name a previous version, click More > Name this version.
- To make a copy of a previous version, click More > Make a copy.
READ: For more details, read See changes to your Drive files and folders.
Track changes in a document
When you are working on a shared document in Google Docs, your changes will automatically be visible to everyone who has access to the document. However, you can choose to switch to a “suggest edits” mode, where your changes will be highlighted but not immediately applied to the document. Alternatively, you can switch to a “view-only” mode, where you can view the document but cannot make any changes.
Make suggestions in a document
- In the top corner, click on the Editing Mode icon and make sure you’re in Suggesting mode.
- To suggest an edit, simply begin typing where you think the edit should be made in the document. Your suggestions appear in a new color, and text you mark to delete or replace is crossed out (but not actually deleted until the document owner approves the suggestion).
- The document’s owner will receive an email with your suggestions. When they click any suggestion, they can Accept “✓” or Reject “✕” it.
Add and assign comments in a document
- Select the text you’d like to comment on.
- Click Add comment.
- Enter your comment in the box.
- (Optional) To direct your task or comment to a specific person, enter a plus sign (+) followed by their email address. You can add as many people as you want. Each person will get an email with your comment and a link to the file.
- (Optional) To assign the comment to a specific person, check the Assign to box.
- Click Comment or Assign.
Note: If a file reaches the maximum number of comments, you can make a copy of the file without copying over any comments.
Open a Word document
Opening a file allows you to continue working on a document that you have previously saved or that has been created and shared with you by someone else.
- In Drive, double-click a Word file. A preview of your file opens.
- At the top, click Open with Google Docs.
Any changes you make are saved to the original Microsoft Office file.
READ: For more details, see Work with Microsoft Office files.
Access a document offline in OneDrive
No network connection? No problem! With the Google Docs Offline extension, you can access Google Docs, Sheets, Slides, and Drive without connecting to the internet.
- Install the Google Docs Offline extension (available for Chrome Browser only).
- In Drive, click Settings.
- In the Offline section, check the Create, open and edit your recent Google Docs, Sheets, and Slides files on this device while offline box.
- Click Done.
- Right-click a file and turn on Available offline.
READ: To learn how to access files offline from your desktop or mobile, see Access stored Drive files without the internet.
Save a document automatically or turn on AutoRecover
Google Docs will automatically save your document in your Google Drive (provided you’re connected to the internet), so you don’t need to click Save.
Insert pictures in your document
You can drag and drop images from your computer into your document, or:
- Click Insert > Image
- Choose an image from Google Drive, Google Photos, the web, and more.
With Docs, you can crop and recolor your images, or get suggestions for images using the Explore tool.
READ: Learn more about adding and editing images. You can also add an image watermark to your document.
Add an Excel chart to your document
When you insert a chart or table to Google Docs, you can link them to existing files.
Important:
- People with access to your document will be able to view all linked charts or tables, even if they don’t have access to the file containing the original charts or tables.
- When linked objects are updated, any edits to the objects in the original file will override changes made in the new file.
- NOTE: If you make edits to the linked chart or table in your new file, the changes won’t be copied to the original file.
- You can link the same linked object in many different documents or presentations.
READ: To learn more about adding charts to your document, read How to add and edit tables that don’t link to Google Sheets and How to update linked objects.
- In Sheets, select the chart you want to copy.
- At the top right, click More > Copy chart.
- In Docs, right-click > Paste.
- Click Paste.
READ: For more details, see Insert and edit charts.
Checking Word Count of your document
For students, writers, and others who need to keep an eye on the length of their document, this one’s kind of important. Word makes it easy to see the number of words as you go. They are automatically displayed in the bottom-left corner of the page.
In Docs, you have to select the words you want to count, go to Tools, and click Word Count.
At this point, you can put a checkmark in the box next to Display Word Count While Typing, and a popup will appear in the bottom left corner. Then you can see your word count and characters as you work.
Using a Thesaurus
In Word, synonyms are an easy right-click away but Docs doesn’t offer a built-in thesaurus. However, you can select a word, go to Tools, and use the explore function, but it takes you out of your document, which is a bit distracting.
Alternatively, you can add a thesaurus to Google Docs if you use this tool often.
Go to Add-Ons, click Get Add-ons, and type thesaurus in the search bar.
Choose a thesaurus and click Install > Continue. Google will ask you to select your account. Then click Install again.
There’s still no easy right-click option to use the thesaurus but it’s quicker than it was. Select the word you want to look up, click Add-ons > Thesaurus > Search Selected Term and a popup will appear to your right.
If you don’t like the thesaurus you selected, simply click Add-ons > Manage Add-ons. Find the thesaurus you want to remove, click the three-dot menu, and click Uninstall > Uninstall App.
Focus Mode
When you are using Word, you can click the Focus button in the bottom status bar to get a clean writing space with no distractions. Unfortunately, Google Docs has more inherent distractions than Word because you can see all of your browser tabs, but there also isn’t an easy way to eliminate them.
If you prefer a tidier workspace, you can install a browser extension like Distraction Free that will do the trick. This extension is available for Chrome or Edge.
If you’re working in Chrome, click on the three-dot menu in the top right corner of your screen. Then click More Tools > Extensions.
Click Open Chrome Web Store and type Distraction Free in the search bar. Click on Distraction Free Mode > Add to Chrome > Add Extension.
You can also download the extension in Microsoft Edge by clicking on the three-dot menu > Extensions. If you can’t find it by searching in the Edge extensions, scroll down to the bottom of the page.
You’ll see the following message: Can’t find what you’re looking for? You can also get extensions from the Chrome Web Store.
Just click on Chrome Web Store and follow the instructions above. (Yes, you will click Add to Chrome even though you are adding the extension in Edge.)
Back in Docs, click the box to the right of your document title to enter distraction-free mode. You’ll still see your browser tabs here, but you can click the box in the top left corner to toggle full-screen distraction-free mode to hide them.
When you are ready to exit full-screen mode, click the box icon again, and click Exit.
Insert a Text Box in your document
To insert a text box in Word, you simply click Insert > Text Box on the ribbon. You can insert text boxes in Docs too, but they are a little harder to find and require a few extra steps.
Click Insert > Drawing > New. Click on the T icon. Then, draw your text box by clicking and dragging the lines. Then enter your text and click Save and Close. The text box you created will appear in your document where you can move it, rotate it, and edit as necessary.
Creating WordArt in your document
If you love the text editing capabilities in Word, you’ll be happy to know WordArt is available in Docs too. It isn’t quite as robust as the Word version, but you can still change borders and fill, rotate your text, and insert shapes, arrows, and callouts.
To get WordArt in Docs, click Insert > Drawing > New. Under the Actions tab, click Word art.
Type your text in the box and hit Enter. Edit the fill and border colors, line weight, and font. To rotate your text, click on the circle above the text box and drag to turn the box in either direction.
Click Save and Close to insert the WordArt into your document.
Changing the font case
Sometimes, when you’ve written a long chunk of text, you may need to change the capitalization, to emphasize words or to add a title. In Word, you can change the case by clicking the Aa in the ribbon at the top of the page. In Docs, this task requires a few extra clicks.
Click on Format > Text > Capitalization. Then you can choose UPPERCASE, lowercase, or Title Case.
