How to Customize and Format Google Docs

Google Docs is a favorite tool for many, and it’s easy to see why.

Whether you’re a student, a professional, or someone who loves a simple, easy (and free) setup, Google Docs has something for everyone. We love Google Docs because it is easy to access, organize, and use!

Despite the near ubiquity of Google Docs, not everyone knows about its options to customize or personalize your documents. Read on to learn about Google Docs hacks for customization!

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How to Customize Google Docs?

Here’s a detailed and simple guide to customize Google Docs to make them look well-organized and polished.

Use and create document templates

Google Docs templates save time and maintain consistency across documents. Whether you’re crafting a report, proposal, or a knowledge base template, Google Docs templates make your job easier.

Use an existing template:

• Open Google Docs to start creating documents on a browser window
• At the top right, click Template Gallery
• Choose the template you want to use, and a copy will open for you to edit

Create your template:

• Open a new or existing document, make necessary customizations, and then navigate to the Template Gallery
• Submit your document as a template for easy access

Refine and personalize text elements

Customizing text is key to making your document visually appealing and easy to read. Here are some essential tips to help you optimize your plain text for maximum impact.

Change font style

Let’s start with the basics. Choosing the right font can set the tone for your entire document.

To change the font style:

• Select the text you want to modify
• If you’re changing the font for the entire document, you can quickly select everything by pressing Ctrl+A on Windows or Command+A on a Mac
• In the Google Docs toolbar, click on the Font dropdown. A list of fonts will pop up, showing both standard options and any you’ve recently used
• Pick a font from the list. You can easily preview how each font looks by clicking through the options until you find one that fits your style

Adjust font size

Font size plays a critical role in both readability and emphasis.

This method allows you to fine-tune the size to make titles stand out or ensure body text is easy to read.

Bold, italic, underline, and strikethrough text

Bold, italic, underline, and strikethrough formatting options effectively highlight crucial information or add emphasis to your Google Docs document. You can apply bold, italic, and underline from the menu directly.

For Strikethrough, you’ll have to go a bit deeper—click Format > Text > Strikethrough.

Color and highlight text

To make specific sections of your text pop, you can change the text or background color:

Text color: Select the text you want to change, then click the Text color icon in the toolbar. A color palette will appear, letting you choose a color from preset options or add a custom color by clicking the plus icon.

Text highlight: Select the text and click the Highlight color icon next to the text color option. Choose a color from the palette to highlight the text.

Try paint format

If you’ve applied a certain style to one part of your document and want to replicate it in other sections, you can save time using the Paint format tool. This tool copies the formatting from one part of the document and applies it to another.

• Select the text with the formatting you want to copy
• Click on the Paint format icon (a small paint roller) in the toolbar
• Drag your cursor over the text where you want to apply the copied formatting. The new section will adopt the style (font, size, color, etc.) of the original text

Customize line spacing and alignment

Proper spacing and alignment are key to enhancing the readability and structure of your document.

• Line spacing: Select your text, then navigate to Format > Line and paragraph spacing. You can choose options like single, 1.15, 1.5, or double spacing, depending on your needs
• Paragraph spacing: In the same menu, you can add or remove space before and after paragraphs, which helps visually separate different sections of your document for better clarity
• Alignment options:
  • Left align (Ctrl+Shift+L): This is the default setting for most text and is ideal for body paragraphs and general content
  • Center align (Ctrl+Shift+C): Best for titles, headings, quotes, or any text you want to stand out
  • Right align (Ctrl+Shift+R): Right alignment works well for small side notes like dates, document references, or signatures to maintain the main text flow
  • Justify (Ctrl+Shift+J): For a clean, polished look, justify your text to align both the left and right edges

Choosing the right alignment for different document sections ensures a professional and organized layout.

Create bulleted and numbered lists

Lists help break down complex information and present it in a clear, organized way. To create a list:

• Select the text you want to format into a list
• Click the Bulleted list or Numbered list icon in the Google Docs toolbar

• If you want to create a multi-level list (sub-points), press Tab after making a list item to indent it
• To return to the main list, press Shift+Tab

Use headings and styles

Headings are essential for organizing content into easily digestible sections. To apply headings:

• Click inside the paragraph you want to turn into a heading
• Open the Normal text dropdown from the toolbar and choose a Heading level (e.g., Heading 1 for main sections, Heading 2 for sub-sections)

Once you’ve applied headings, you can quickly update their formatting by selecting one heading, right-clicking, and choosing Select matching text. This selects all headings of the same level, letting you change the font, size, color, or another formatting element in one go.

Create a Table of Contents (TOC)

A Table of Contents helps readers navigate longer documents. To insert one:

• Add headings throughout your document (as described above)
• Place your cursor where you want the TOC to appear
• Click Insert > Table of contents and choose a TOC style

Once inserted, the TOC will link to the respective sections, allowing for easy navigation.

Leverage automatic outlines

Navigating sections when working with long documents can become cumbersome. Google Docs automatically generates an outline based on the headings, allowing easy navigation.

Access the outline by clicking View > Show Outline.

This outline helps you quickly jump between sections, making long documents much more manageable.

Add and edit images in your document

You can easily insert and manipulate images directly within Google Docs without switching to external applications.

• Add an image: Click Insert > Image to upload a photo from your computer or find one through the built-in search
• Edit your image: After inserting, you can crop, resize, and adjust the image to fit your content. You can also recolor or add visual effects to enhance its presentation
• Add an image border: Select the image, then click the Border color icon (shaped like a pencil) in the toolbar. Choose a color or add a custom one

To further customize, click the Border weight icon to adjust width, or use the Border dash icon to switch to a dotted or dashed line style

Customize with add-ons

Google Docs supports a wide range of add-ons to extend functionality. Whether adding flowcharts to a process document, creating dynamic surveys, or automating workflows, you can find or create custom tools.

To install add-ons—click on Extensions > Add-ons > Get add-ons to browse the available options, from adding signatures to documents to integrating third-party apps like document collaboration software.

For more advanced users, you can create your own tools using Google Apps Script to automate processes or integrate with other platforms.

Utilize custom charts and diagrams

Visualizing data is critical for making complex information understandable. In Google Docs, you can insert charts and graphs directly from Google Sheets:

Click Insert > Chart > From Sheets to link your data from a spreadsheet.

When your Google Sheets data updates, the chart in your document can update with just a click, ensuring accuracy across your documentation.

Additionally, you can utilize Google Drawings to create custom flowcharts and diagrams directly within your document. This is particularly useful for representing workflows or concepts visually.

Translate documents

For organizations that operate globally, Google Docs allows you to translate entire documents with just a few clicks.

Select Tools > Translate Document

Choose the language you want to translate into, and a new copy will open.

Change background color

Why settle for a plain white background when you can customize the color of your pages? Changing the background color can enhance your document’s appearance and align it with your brand.

Go to File > Page setup

In the Page color section, choose a color from the options provided. For a custom color, use the color dropper or enter a specific hex code.

To make this color the default for all future documents, click Set as default.

Set page margins

If you need to adjust the margins in your Google Docs to better fit your content, follow these steps. By default, margins are set to one inch on all sides, but you can customize them as needed.

First, change margins using the Page Setup menu. Click File and select Page Setup from the dropdown box. Then, enter your preferred margin widths for Top, Bottom, Left, and Right.

Click OK to apply your new margin settings. Adjust margins using the ruler:

• Click on the paragraph you want to modify
• Move the small triangle on the left or right side of the horizontal ruler to adjust the margins

For more control over document layout, consider using page breaks or section breaks instead of adjusting margins alone.

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Limitations of Google Docs’ Customization Options

Google Docs has transformed document work by operating entirely online and storing files in the cloud. This allows you to draft, edit, and access documents from any device, with real-time collaboration making teamwork seamless. However, despite its benefits, Google Docs has some limitations. Here are a few key constraints to be aware of.

Character limit

Google Docs has a character limit of 512,000 characters per document. While this is more than enough for most needs, it can be a constraint for very lengthy or complex documents. It doesn’t matter how many new pages you add to your Google Doc; you must work within this character limit.

Limited advanced formatting

Google Docs provides the essentials for formatting but falls short of the advanced tools available in some traditional word processors. This limitation can be problematic for more complex documents. Other document editing software often has more advanced formatting features for intricate layouts and designs.

Here’s what a disgruntled Reddit user had to say:

Restricted offline editing

While Google Docs is fantastic for real-time editing, its offline capabilities are limited. You need to enable offline mode in advance, and even then, certain features might not work as smoothly without an internet connection. You may have to search for Google Docs alternatives for better offline editing capabilities to work without being online.

Limited integrations

Google Docs doesn’t integrate as seamlessly with other software as some users might hope. Although it works well with Google’s ecosystem, it can be a bit restrictive if you use different tools and platforms.

A lack of advanced collaboration tools

Google Docs is great for collaboration, especially with a small group of people. But when it’s shared more widely, it can get a bit chaotic.

The unease can get worse when you see quirky anonymous avatars that Google assigns to users who open a Doc without signing in, like anteater, wombat, or quokka (yes, they’re as strange as they sound).

Additionally, without advanced management tools, tracking edits and contributions becomes stressful. Document collaboration software, like ClickUp, offers more advanced features for managing real-time edits and collaboration.

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Create Your Documents With ClickUp

ClickUp is a top-rated project management and document collaboration software trusted by teams in both small startups and large companies.

Whether it’s providing unique project templates or tracking time spent on tasks, ClickUp stands out as the ultimate project management solution. It’s also one of the best alternatives to Google Docs, offering far more functionality for organizing and managing your work.

ClickUp Docs goes beyond basic note-taking—it’s a powerful collaborative tool. It allows teams to work together in real time, facilitating smooth brainstorming sessions and collaboration. Team members can tag each other in comments, assign action items, and edit simultaneously, ensuring that everyone stays on the same page.

Here’s how you can easily create a new document in ClickUp:

Step 1: Open your Workspace

In the left-hand sidebar of your ClickUp Workspace, you’ll see the ‘Docs’ option.

Step 2: Create a new Doc

Click the ‘+ Create Doc’ button in the Docs section to start a fresh document.

Step 3: Start editing

A new document will instantly open, ready for you to add your content, format text, or even link tasks directly.

Why use ClickUp Docs? 

Simplify accessibility with ClickUp Docs Relationship

ClickUp Docs’ Relationships enable you to access the right information quickly. By linking tasks and documents through connected pages, you no longer need to search through endless wiki pages. Simply tag your Documents for quick reference, making everything easily searchable and organized in one central location.

You can also create up to five levels of nested pages within your Docs, which can be effortlessly reorganized using drag-and-drop. This is ideal for keeping all your project documentation structured and easy to navigate.

Streamline document creation

Looking for a specific project documentation template? ClickUp has exactly what you need and more!

Templates can speed up your workflow and create consistent, structured documents. With ClickUp, you can access over 1,000 ready-to-use templates catering to every project and team need.

Another excellent option is the ClickUp Process Plan Document Template, which provides a streamlined approach to managing your processes:

• Define measurement methods: Specify the method, sample size, and criteria for quality evaluation
• Organize steps and actions: Use the structured table to detail business process steps and create a checklist for improvement actions
• Manage revisions: Include an accompanying business process document and track revisions with responsible parties and due dates

Download This Template

Whether you’re working on a knowledge base, project plan, meeting minutes, or SOPs, ClickUp has the right template to help you get started quickly. This saves you the hassle of building from scratch, allowing you to concentrate on the crucial aspects of your work.

Enhance live collaboration

Use ClickUp Collaboration Detection to collaborate with multiple team members in a document. With its advanced features, you can track when your teammates view or edit tasks and documents, receive instant updates automatically on status changes, and stay in the loop with real-time comments. This ensures smooth, overlap-free teamwork, quick feedback, and efficient communication.

Here’s how ClickUp supports your collaboration needs:

• Plan projects: Use ClickUp Tasks to effectively manage and visualize your entire project workflow and team activities
• Create quick videos: Utilize ClickUp Clips to record your screen and capture video, making visual communication effortless
• Collaborate with Whiteboards: Engage in brainstorming and project planning with ClickUp’s Whiteboards, an infinite digital canvas available to all team members and external collaborators

ClickUp’s Chat further integrates communication directly into your workflow, letting you streamline team discussions and manage action items effortlessly. You can create dedicated chat channels for different teams or projects, control access, and stay updated with your Notifications feed.

This ensures that all conversations are organized and directly integrated within your work, eliminating the need for scattered emails and improving overall efficiency.

Secure and flexible permissions

ClickUp puts forward comprehensive permission settings. You can control who has access to specific elements like Folders, Lists, tasks, views, Docs, Dashboards, and Goals. Permissions can be tailored for individual guests, members, or teams, ensuring your Workspace remains secure.

Whether sharing items with your Workspace members or inviting new collaborators, ClickUp offers several secure options:

• Public links: Accessible by anyone with the link
• Private links: Restricted to specific individuals you choose to share with
• Links for Google indexation: Share your Docs publicly and allow Google to index them, making them searchable on the web
• Sharing specific pages of the Doc: Share individual pages instead of the entire document, providing better control over what is shared

Wide range of third-party integrations

We’ve all been there—juggling multiple screens and switching between apps to get things done. It’s exhausting, right?

ClickUp Integrations simplify this by integrating with over 1,000 platforms so you can keep everything in one place. Whether you’re using Slack, GitHub, Zoom, or Everhour, ClickUp has you covered. Plus, it syncs seamlessly with Google Drive and Docs, so your files are always within reach.

And if you can’t find a specific integration? No worries—ClickUp’s API lets you build custom connections, ensuring you have everything you need in one place.

Leverage AI assistance

Creating detailed documents doesn’t have to be a time-consuming task. With advancements in AI, managing and generating content has become more efficient and effective. AI tools can significantly streamline your document creation process, making it quicker and more accurate.

Summarize your notes and reports with ClickUp Brain to streamline workflow

ClickUp offers ClickUp Brain, an AI writing assistant designed to streamline your writing process. It provides customizable prompts for writers to create anything from project briefs to marketing case studies.

It also offers a variety of built-in features to make content creation even easier. You can automatically check for spelling in your Docs and tasks without needing plugins or extensions. Plus, you can use AI to craft messages with the perfect tone.

Advanced document management tools

ClickUp Docs offers a versatile suite of features to enhance your document management. You can link to workflows by adding widgets to update tasks, track project statuses, and manage assignments directly within the document editor. The Docs Hub is another key feature, providing a centralized space where you can effortlessly search, sort, and filter through verified wikis, templates, and other assets.

For added functionality, you can use Attachments to embed screenshots, PDFs, and other files directly into your Docs. This allows for quick reference and ensures all related materials are in one place.

Furthermore, you can use color-coded banners to organize and highlight important information, making navigating and emphasizing key points easier. You can also create and format tables to efficiently manage and visualize large datasets.

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Upgrade Your Document Creation and Management With ClickUp

Google Docs is widely praised for its simplicity and accessibility. It’s helpful for straightforward document creation and real-time collaboration. Easy sharing and commenting and seamless integration with other Google Workspace tools are among its most valuable features. Its user-friendly interface and cloud-based convenience make it a solid personal and team use option.

However, if you want something more advanced, ClickUp might be better.

With its extensive workflow integration, customizable templates, and advanced permission settings, ClickUp provides a robust platform that offers more than basic document management. It is ideal for teams needing comprehensive project and task management capabilities. Sign up for ClickUp today to elevate your workflow!