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Quick Answer

Go to docs.google.com, click the Blank document tile with the multi-colored plus sign to start typing. To share it with coworkers, click the blue Share button in the top right corner.

How to Use Google Docs: The Basics ​

Applies to: Google Docs, Google Workspace
Article Type: How-To
Last Updated: 2026-07-10

Summary ​

If your company uses Google Workspace instead of Microsoft 365, Google Docs is your replacement for Microsoft Word. The biggest difference? There is no "Save" button. Google Docs lives entirely in your web browser and saves every single keystroke automatically to the cloud. This guide covers the absolute basics of getting started.

Prerequisites ​

  • You must be signed into your company Google account.
  • You must have an active internet connection to create a new document.

Instructions ​

1. Creating a New Document ​

You don't need to open a specific desktop app to start a new document.

  1. Open your web browser (Google Chrome is recommended).
  2. Go to docs.google.com.
  3. Click the large + (Blank) button at the top of the screen to start a new document, or select a template.
  4. Pro Shortcut: If you are in a rush, open a new browser tab and type doc.new in the address bar. It will instantly create a brand-new Google Doc.

2. Naming and Saving Your Document ​

Unlike Microsoft Word, where you type a document and then click "Save As" at the end, Google Docs requires you to name it first.

  1. Look at the top-left corner of the screen where it says Untitled document.
  2. Click on those words and type the name of your file (e.g., "Q3 Marketing Plan").
  3. Press Enter.
  4. The document is now saved to your Google Drive. Every time you type a letter, you will see a small cloud icon at the top with a checkmark, indicating the document has automatically saved.

3. Sharing and Collaborating ​

Google Docs was built for multiple people to work on the exact same document at the exact same time. You do not need to email attachments back and forth.

  1. Click the large blue Share button in the top-right corner.
  2. In the "Add people" box, type the name or email address of a coworker.
  3. Choose their permission level on the right side:
    • Viewer: They can only read the document.
    • Commenter: They can read it and leave sticky notes, but cannot change the actual text.
    • Editor: They have full power to delete, write, and change the document.
  4. Click Send. They will receive an email with a link to join you in the document.

4. Viewing Document History (The "Undo" Time Machine) ​

If a coworker accidentally deletes a crucial paragraph, you don't have to panic. Google Docs remembers every version of the document.

  1. Click File in the top menu.
  2. Select Version history > See version history.
  3. A panel will appear on the right side of the screen showing every edit ever made, color-coded by who made it.
  4. Click on an older version to view it.
  5. If you want to revert to that older version, click the blue Restore this version button at the top of the screen.

Troubleshooting ​

Symptom / ErrorPotential CauseSolution
"You need access" error when opening a linkPermission deniedThe creator of the document did not share it with your specific email address. Click the "Request Access" button
I can't find the "Save" buttonAuto-saveGoogle Docs saves automatically every 2 seconds. There is no manual save button
I need to send it as a PDFExportingClick File > Download > PDF Document (.pdf). It will save a hard copy to your computer's Downloads folder