More than 3 billion people use Google Docs—around 40% of the world’s population.
And honestly, it’s no surprise. Google Docs is so intuitive that you could probably use it while half asleep. Yet, some handy features fly under the radar even with its simplicity.
One of them? Highlighting text.
This underrated tool does more than just make your document look colorful.
Imagine you’re reviewing a shared document and using highlights to guide your team to critical points. And just like that—everyone knows exactly where to look. It’s a visual signal that screams, “Pay attention here!”
Let’s dive into how to highlight in Google Docs and make your documents functional and aesthetic.
How to Highlight in Google Docs for Better Collaboration
Summarize this article for me please⏰ 60-Second Summary
Ready to make your Google Docs more organized and visually impactful? Here’s how to highlight text like a pro:
- Highlight text easily using the toolbar or keyboard shortcuts
- Change highlight colors effortlessly to match your document’s needs
- Remove highlights with a simple “None” option in the toolbar
- Use highlights to assign tasks and provide feedback through comments
- Enhance team collaboration by tracking changes with version history
- Use ‘Suggesting’ mode to propose edits without directly altering the document
- Boost efficiency with color-coding systems for priorities and tasks
- Remember: highlights are more than aesthetic—they guide attention and organize content effectively
For more advanced collaboration features, tools like ClickUp provide next-level options to turn highlights into actionable tasks.
Summarize this article for me pleaseStep-by-Step Guide to Highlight Text in Google Docs
1. Highlighting using the toolbar
Highlighting text in Google Docs using the toolbar is an easier way to get your job done. If you’re new to this or need a quick refresher, here’s how you can get it done in no time:
Step 1: Open Google Docs
Fire up your web browser and head to Google Docs.
- If you already have a document, click to open it
- Need a fresh start? Create a new blank document
Step 2: Select the text you want to highlight
Here’s where the magic begins:
- Place your cursor at the start of the word, phrase, or sentence you want to highlight
- Hold and drag your cursor to the end of the desired text—now it’s selected
Step 3: Click on the highlighter tool (aka pencil icon)
Look up—the highlighter tool is in the toolbar.
- Click on the pencil icon that says “Highlight color” when you hover over it
- A color panel will pop up with options
Step 4: Choose your desired color
From the panel:
- Pick a color from the default palette
- Want more options? Click the “+” to create a custom color
Step 5: Review your highlighted text
Voila! Your text is now highlighted in the color of your choice.
Also Read: How to Organize Your Google Docs
2. Using keyboard shortcuts for highlighting
Why click through menus when you can go full-on efficiency mode with Google Docs keyboard shortcuts? Whether you’re on Windows or Mac, here’s how to highlight on Google Docs for all the shortcut ninjas out there.
Shortcut for highlighting in Google Docs on Windows
- Press Ctrl + Alt + H to open the highlight color menu
- Use your mouse or arrow keys to choose the desired color
Shortcut for highlighting in Google Docs on Mac
- Press ⌘ (Command) + Option + H to open the highlight menu
- Navigate with arrow keys and hit Enter to select your highlight color
3. How to change highlight color in Google Docs
Feeling indecisive about your highlight shade? Changing it is just as easy:
Step 1: Select the highlighted text
Like before, drag your cursor over the highlighted text you want to change.
Step 2: Click the pencil icon again
In the toolbar, select the highlight tool (yes, the same pencil icon).
- This time, click on Custom Option at the bottom of the dropdown menu
Step 3: Choose or customize your color
In the new panel:
- Drag the slider to pick your shade
- Input specific values for a precise color
When done, hit OK.
Step 4: Preview the updated highlight
Your text now wears its new color proudly—perfect for those who like stylish and organized documents.
Also Read: How to Customize and Format Google Docs
4. How to remove highlights in Google Docs
Overdid your highlight with yellow? Or maybe that neon pink isn’t the vibe. Here’s how to remove your highlight in a few simple steps:
Step 1: Select the highlighted text
- Drag your cursor over the text you want to de-highlight
- Make sure every highlighted word is selected
Step 2: Click the highlighter tool (pencil icon)
- Look for the trusty pencil icon in the toolbar
- Hover over it to confirm it’s the highlighter tool, then click
Step 3: Choose “None” from the color panel
- In the dropdown menu, click None
- Your highlight disappears like magic, leaving plain, unassuming text behind
5. Collaboration features with highlights
Regarding collaborating with highlights, there are three standout ways to get your team on the same page. Let’s break them down with examples:
1. Assign highlights to team members
One of Google Docs’ most useful tools is its comment feature. Combine it with highlights to create a clear communication recipe.
Use comments to contextualize your highlights, assign tasks, or provide feedback.
📌 Example: Reviewing a project report? Highlight key areas needing attention and leave comments like, “John, can you double-check these numbers?” or “Maria, please rewrite this section for clarity.”
This ensures no feedback gets lost in the shuffle. To do this:
- Highlight the text
- Click the comment icon (or use the keyboard shortcut Ctrl + Alt + M on Windows or Command + Option + M on Mac)
- Add your feedback or tag a specific person using “@”
This approach keeps your document organized and ensures everyone knows what to do.
2. Track changes with version history
Google Docs’ version history lets you see who added, edited, or deleted those highlights—and why.
📌 Example: During a brainstorming session, the team highlights potential taglines in a bright green. A week later, during the review, the version history showed that Kelly had made a note to drop one of the taglines. You know who made the call—and when.
Go to File > Version History > See Version History to access version history.
Also Read: Why Is Document Version Control Important?
3. Suggestion Mode
Let’s say you are an editor, but you want the writer to note and understand the changes in the long run.
Instead of directly editing the document, Google Docs’s Suggesting mode lets you suggest changes others can review and accept (or reject) later.
How it works:
- Switch to Suggesting mode by clicking the pencil icon in the top-right corner of the screen and selecting Suggesting
- Make changes as usual. Instead of replacing text directly, your suggestions will appear as comments in the margin
📌 Example: Let’s say a sentence reads, “The team has completed the project on time.” As an editor, you notice the grammar issue. In Suggesting mode, you change it to: “The team has completed the project on time.”
The writer sees your edit highlighted in green with a note in the margin: “Replace ‘have’ with ‘has.’” They can click the checkmark to accept your suggestion, and the correction is instantly applied.
The original author or editor can review and accept or decline each suggestion.
Summarize this article for me pleaseAdvanced Highlighting Techniques
Color-coding best practices
Highlighting is only as good as the system you use. If your document looks like a rainbow explosion, it’s not good.
Follow these tips to keep your highlight color choices meaningful and organized:
- Stick to a palette: Limit yourself to 3-5 colors. Your eyes (and teammates) will thank you
- Define your colors: Use a color key at the top of your document or in a shared note. Example: Red = Urgent, Yellow = Pending, Green = Completed
- Prioritize like a boss: Assign colors to importance. High-priority tasks? Fiery red. Lower priority? Calm green
- Categorize like a pro: Use different colors for types of content—deadlines, milestones, and tasks, for instance
- Templates save lives: If you frequently highlight similar types of content, create a Google Docs template preloaded with your chosen highlight colors and a clear key
💡 Pro Tip: Teams report a 25% improvement in productivity when color-coded systems are used to track tasks and priorities. This is why a well-highlighted Google Docs document increases efficiency.
Summarize this article for me pleaseLimitations of Using Google Docs for Document Management and Collaboration
While Google Docs are fairly easy to use and share, users encounter certain limitations, especially in a team setting.
1. Compatibility issues
Google Docs and Microsoft Word don’t always play nice. Sure, you can import and export documents between platforms, but don’t be surprised when your perfect formatting suddenly looks like an abstract painting.
Features like advanced tables, custom fonts, or specific layout tweaks often get lost in translation.
PDFs and OpenOffice files fare no better, making cross-platform workflows a nightmare.
2. Privacy and security concerns
Your Google Docs document is stored on Google’s servers, making it accessible via the internet unless you enable offline mode. While Google states that it does not scan Workspace documents for advertising, concerns remain about data privacy, especially for businesses handling sensitive information.
Google may share data in specific circumstances, such as legal requests, raising questions for companies that need to comply with strict privacy regulations.
3. Limited features and customization
While Google Docs does the basics well—fonts, highlight colors, tables—it lacks advanced tools like advanced grammar checkers, citation managers, or even a mind map option.
Want a custom template? You probably need to switch to a different tool for that.
Here’s what happens: Google Docs’s simplicity can be great for quick projects, but it leaves power users craving more, especially when competitors offer far richer functionality.
4. Collaboration challenges
While real-time collaboration is one of Google Docs’ strengths, it still has challenges.
For instance, shared docs can’t be password-protected, meaning you must trust everyone with the link.
You can’t set detailed permissions for different collaborators—they can edit or not. This lack of nuanced control can lead to awkward “Who changed this?” moments for larger teams handling sensitive data.
Also Read: 10 Free Editable Google Docs Templates
5. File size and upload limits
Let’s not forget file size limits—Google Drive imposes strict caps on uploads. For text files converted into Google Docs, the maximum size is 50 MB. Spreadsheets? Just 20 MB.
If your team regularly deals with large datasets or media-heavy projects, these restrictions can soon feel headache-inducing.
Summarize this article for me pleaseHow ClickUp Enhances Collaboration Beyond Highlights
If Google Docs’ limitations have frustrated you, ClickUp offers a solution that easily connects with your workflow.
Take it from Agora’s Manager of Digital Marketing, who shared, “ClickUp is an amazing all-in-one solution that replaces Docs, Excel, and other project management tools. It has allowed my team to get more organized, improve operational efficiencies, and provide more visibility into our work impact.”
So, what is ClickUp? It’s an all-in-one productivity tool that helps you collaborate with your team and communicate with them better. The best part? It has dozens of tools and templates to help you ace your goals.
So, what exactly makes ClickUp Docs so effective? Let’s break it down.
1. Advanced text formatting: Your ultimate toolbar
ClickUp Docs’ toolbar is like a treasure chest for document editing. Whether you’re applying highlights, structuring content, or inserting tasks directly into your document, everything you need is just a click away. Here’s a closer look:
| Feature | What it does | How it helps |
| Turn into | Converts text into headings, banners, code blocks, or quote blocks | Makes it easy to visually structure content and emphasize important sections |
| Rich text formatting | Offers bold, italics, underlining, strikethrough, and inline code formatting | Enhances readability and visual appeal |
| Text colors and highlights | Lets you apply vibrant text colors and highlight key information | Adds emphasis and clarity to critical points |
| Badges | Inserts colorful badges to draw attention to specific lines or blocks | Perfect for flagging action items or highlighting important notes |
| Alignment | Aligns text left, center, or right and allows indentation | Keeps your document clean and organized |
| Lists | Formats text into bulleted, numbered, or toggle lists | Helps organize ideas, action points, or details effortlessly |
| Checklists | Turns text into actionable to-dos | Keeps track of tasks directly within the document |
| Insert links | Embeds hyperlinks for references or external content | Makes documents more interactive and connected |
| Subpages | Creates subpages linked to the main document | Helps organize content hierarchically for easy navigation |
| Add comments | Adds comments in the sidebar that highlight specific text | Enables precise feedback and collaboration |
| Create tasks | Generates tasks from highlighted text with a single click | Streamlines project management by integrating actionable steps directly into the document |
| AI Integration | Includes ClickUp AI for generating ideas, editing content, or analyzing text | Enhances productivity with AI-driven assistance |
| Insert tools | Adds images, dividers, tables, toggle lists, buttons, task lists, or even YouTube videos | Makes your document dynamic and multifunctional |
| Block options | Formats blocks as headings, quotes, lists, or banners; duplicates, links, or deletes blocks | Organizes content with advanced flexibility |
| Toolbar positions | Offers options to pin, float, or reposition the toolbar for easier access | Customize the workspace to your preference |
| Undo/Redo & clear format | Reverses actions or clears formatting from selected areas | Speeds up corrections and keeps formatting consistent |
2. Real-time collaboration: Tag, comment, and get things done
Collaboration in ClickUp Docs feels like a conversation. No, literally.
You can tag team members directly in the document using @mentions or ClickUp’s Assign Comments feature for specific action items.
Need immediate feedback? Comments and changes are visible in real time, eliminating the delay of email exchanges.
📌 Example: Your team is crafting a client proposal in ClickUp Docs. The copywriter drafts the document and tags the designer to refine the visuals using @mentions. While reviewing, the project manager highlights key points—like deliverables—and instantly converts them into tasks, assigning them to team members.
At the same time, the account manager adds comments for tone adjustments, and everyone sees updates live, resolving feedback as they go. The designer uploads mockups directly into the doc, linking them to related tasks. By the end, the proposal is polished and linked to the project board, ensuring seamless handoffs and next steps without leaving ClickUp.
3. Task integration: Seamlessly connect highlights to actions
How often do you highlight something important in a document, only to forget it minutes later?
With ClickUp, those highlights can instantly become tasks.
Here’s how it works: highlight the text that needs attention, click “Create Task,” and voilà—your action item is ready, complete with a title pulled from the highlighted text.
Need to add context? Attach files, set priorities, and assign due dates directly within the document.
🍪 Bonus: ClickUp’s Connected Search uses AI to locate any file, document, or conversation across your workspace in seconds simply by entering keywords or descriptions. It even scans emails and chats, ensuring you never waste time hunting for critical information again.
4. Centralized storage and workflow integration
Now, let’s talk about organization. ClickUp Docs ensures your documents are always in the right place, connected to the right tasks, and accessible to the right people.
You can link related tasks using features like ClickUp Docs’ Relationships, ensuring all project details are interconnected. Everything stays organized, whether it’s a reference file, a dependent task, or a follow-up item.
The Docs Hub is a game changer for those managing multiple files. It categorizes files into Recent, Favorites, and Created by Me, followed by a detailed table that organizes every record for quick access.
Also Read: How to Use AI for Documentation
5. ClickUp Brain: Your AI writing assistant for high-quality content
Saving the best for the last—ClickUp Brain brings an AI-powered writing assistant.
✨ Here’s how it works: Integrated seamlessly into ClickUp Docs, this feature analyzes your text and offers real-time suggestions to improve grammar, clarity, and tone.
Imagine jotting down scattered thoughts in a doc, and within seconds, ClickUp AI organizes them into a structured outline.
📌 Example: Your marketing team is drafting a product launch document. ClickUp Brain highlights unclear sections, suggests rewording for tone consistency, and even organizes action items into bullet points. Instead of slogging through revisions, your team can focus on delivering creative ideas.
Summarize this article for me pleaseHighlight of the Era: ClickUp Docs Make You More Productive
Trinetix noticed suddenly that they were having too many unnecessary meetings and difficulty onboarding new designers. The culprits were disconnected tools and chaotic workflows.
ClickUp Docs centralized their project documentation, automated workflows, and consolidated tools into one platform, resulting in a 50% reduction in meetings and a 20% boost in design team satisfaction—finally, a reliable workspace.
This is the power of ClickUp Docs—a tool built for teams tired of hunting for files, struggling to track tasks, or drowning in endless emails to clarify simple points.
While Google Docs helps you get started, ClickUp Docs ensures nothing is overlooked, transforming your documents into an organized, actionable hub for your team.
Ready to transform how your team works? Sign up on ClickUp now and experience it for yourself!
Everything you need to stay organized and get work done.
