Google Docs is an online data processing service by Google. In this article, we will give you complete information on this service, its features, benefits, pros, and cons. You will also get the Google Docs Sign in information and solutions to the login problems that you might face along the way.
What is Google Docs?
Google Docs is an online data processing service by Google. It’s free of cost software as a service (SaaS) that can be accessed by any type of device with an internet connection. This includes desktops, laptops, tablets, and mobiles. The solution allows the users to process, edit, and save the files in real-time. This means that the teams can save the time they otherwise spend in sharing the data through other mediums. As multiple members can access the file simultaneously over the cloud, the team members don’t have to wait to see any updates or changes in the files. Multiple forms of files such as spreadsheets, financial statements, proposal, memos, and reports can be processed through this service. Moreover, the users can access, store, and share files in text, audio, image, or video form.
Google Docs is a feature rich solution that makes it easy for the users to access, process, update, and share the data of any form and any size. Companies of all types and all sizes can benefit from this service. Here are some of the main features that make the Google Docs stand out from any other data processing solution.
The cloud-based solution allows the users to create, share, and access the files anytime and anywhere from any device. Moreover, the safety and security of the data are ensured as the Google leverages some of the safest servers in the online world.
Efficient Data Processing
Being a cloud-based solution, Google Docs is never ‘unavailable’. For individuals, teams, and organizations, the real-time collaboration makes all the procedures efficient and makes data management smooth and easy.
For remote team members working on a single project, Google Docs is no less than a blessing. While sitting in different geographical locations, they can send, receive, the updates in real-time. Moreover, the multiple access features allow the team members to access the files according to their role and make necessary updates. This prevents the teams from sending and receiving multiple copies of files over and over as they can edit the data on the same file online.
The role-based access allows the team leaders and managers to give access to the team members according to their designation and assigned tasks. This not only ensures the security of the data but also prevents the data from unnecessary changes by unauthorized members. Moreover, this provides room for the actual members working on a specific task to work uninterrupted. The ‘can edit’ and ‘can view’ are two different modes in Google Docs that allow the team managers to provide editing access to particular members of a team.
Team leaders and managers can also monitor and track the changes made in the documents. This makes the monitoring of the work easier for them.
Just like any other document-creating program, the Google Docs is equipped with a feature to check the language errors in the text. This includes the spelling errors, punctuation errors, grammatical mistakes, repeating words, misplaced words, and so on. To access the spell checking features, you have to go the spellchecker option in the tools menu.
Auto-linking is another useful feature present in the solution for the users. With the help of these features, the links that are entered in the spreadsheet in the form of text are automatically converted into links. This saves a lot of time for the users who otherwise have to copy a link, and paste on a browser tab to open the link. On the other hand, the auto-linking allows the users to visit a webpage with just a single click.
You can change the language of a document with just a few clicks. Google Docs supports over 50 languages and you can select the desired language from the settings. This saves the users from the tedious translation work. Moreover, the advanced translation features allow the users to get an accurately translated manuscript that makes sense and doesn’t read awkward.
If used in the right way, Google Docs can do wonders to your work. Here are some of the ‘Pros’ that make it stand out from the crowd.
If you have gone through the features of the application mentioned above, you might think that such useful and feature-rich software must cost a fortune. But for your relief, the application is totally free. You might not believe your ears but yes; Google Docs is offered absolutely free of cost. You just have to have a Google account to have access to all the features of the application.
Unlike other software which need constant updates and upgrades which are mostly paid, the Google Doc is automatically upgraded. Moreover, there is no need of special knowledge or expertise to run the application so anyone with the knowledge of running a PC and managing a spreadsheet can work on the platform.
Collaboration At Its Best
Nothing can beat Google Docs when it comes to collaborating on a project while the team members located in different places. Regardless of how far you are sitting from your office, if you have the internet access, you can collaborate with your team through the software in real-time. When one member of the team edits a spreadsheet, the updated one is available for every member as soon as they refresh the page. This is possible because the solution works on cloud technology, which is run by fast and secure servers that never go down.
The real-time collaboration helps the organization to minimize the duplication of work. This saves a lot of time and resources for the businesses.
Every software application has its flaws. Although Google Docs has managed to avoid the brunt of most of the critics due to its excellent performance and offered features, there are always some areas of improvement. There is nothing perfect in this world including the software. Here are some ‘cons’ of the software.
Not All the Tools
The software doesn’t have all the tools that any other word processing suite might have. It is an obvious fact that the suite doesn’t offer the features and tools that any other suite such as Microsoft Word or Microsoft Excel may provide. One might understand the reason behind this; Google wants the software to be easy-to-use and easily accessible software that has all the ‘necessary’ features available for the users. Let’s accept it; there are many features in Word or Excel that we have never used in our life.
In today’s world, a common user, even a professional, doesn’t follow the styling and formatting practices that were once followed. As long as the data is in a presentable form and is safely handled, the job is considered done. Google also thinks the same and wants to provide a good user experience to the users through this suite and doesn’t aim to stuff the solution with all the important and unimportant tools.
Low Printing Quality
Another weak point is the low printing quality of the files processed on Google Docs. While most of the work is done online, there is lesser and lesser need of the files getting printed. That is why the Google may seem to accept the fact the low printing quality is acceptable with faster processing speeds.
Being a cloud-based solution always poses a security threat for the companies. No matter how safe the Google servers are if your data is stored on a remote server and handled online, there is always some security risk involved in it.
Even in the post-modern world of today, the internet is not 100% available everywhere. Moreover, there are frequent power outage issues even today in many parts of the world. This means that if a team member is located or moves to such an area, there will be no collaboration possible with him as Google Docs works online.
Google Docs Sign in Guide
Like every other Google service, Google Docs Sign in can also be done through a Google account. If you have a Gmail ID, you just have to enter your credentials on the Google Chrome and enter docs.google.com in the address. Despite all the ease that there is, some users face problems while logging into their Gmail accounts. Here are some of the problems that you might face while trying to sign in to your Google account:
You cannot remember the password you chose for your account.
If you cannot remember your password, the last resort would be to reset it. The process of resetting your password is easy. Go to the Google login page. Below the dedicated boxes for the username and the password, you will see a ‘forgot your password?’ link. Click on the link and follow the procedure.
Before we move on, it’s the right time to tell you about tips to keep a memorable password. Most people forget their passwords because they set a random number or a name or a combination of both that is there in their mind at that particular moment. While many people would tell you not to keep your names and birthdays as passwords, we suggest you the opposite, you can certainly make them as your passwords, but you have to be intelligent enough to make them safe enough by combining the upper case, lower case, characters, and numbers. This way, you will reduce the chances of forgetting your passwords so often.
You cannot remember the account username or the email you used to make your account.
We hope that you remember at least one of the two recovery methods; the phone number or the recovery email. If you one of these, it gets easier for the Google to retrieve your username or the email that you used to make your account. Go to ‘Having Trouble Singing In’ page and follow the instructions.
You know your username and password, but you can’t sign in.
It happens rarely but it happens for sure. If you face such a situation, go to the Google support page and follow the instructions. Try to answer all the questions and give the closest to correct answers.
You suspect that someone has compromised your account and using it while you are not.
There is a dedicated page to ‘Secure your account’. If you think that your account credentials are compromised and someone else is using your account, it’s the time to secure your account. Go to ‘Secure Your Account’ page and follow the instructions.
You are facing problem in doing the 2-step verification.
Two-step verification is a process by which a user sets two steps to log into his account. This involves putting in the credentials, and also entering a code that is sent to the user’s mobile phone. If you have a two-step verification method activated on your account and you cannot complete it due to some problem, you can go to Google Help page and select the problem from the available options. Following the instructions should get you out of the trouble soon.
For any business to compete and grow in today’s market, it is very important to keep up with the latest technological advancements on every front. Same is true for the document processing practices that the businesses employ in their workplaces.
Google Docs is not just another document creation and processing solution; it’s a lot more than that. It is an integrated suite of application that provides the users with a host of options to process the files. The software helps the businesses to work efficiently and work on their data in the quickest way possible. It also provides the business managers to manage the work in an effective manner. The online based software allows the users to access the application from anywhere. Also, the role-based access allows the managers to maintain the data security. If you are an individual, team member, or a business manager, Google Docs is a very good document processing solution for you.