How to work with long documents in Google Docs

Navigation techniques, writing time, and the need for related content and collaboration can all differ when working with long Google Docs. With a file of a few hundred words, it doesn’t take long to scroll from start to finish. However, with a long Google Doc, scrolling might not be the best way to navigate.

Many short files are short-term projects that start and finish in minutes, hours, or days instead of the weeks, months, or years you might be working on a long Google Doc.

Often, short Google Docs are self-contained and require no other files, while some long Google Docs rely on folders full of relevant reference and source materials. Additionally, you may want to collaborate with people on a specific piece of content for a long Google Doc, rather than sharing access to your main file like you might with a short Google Doc.

SEE: Google Workspace vs. Microsoft 365: A parallel analysis with a checklist (TechRepublic Premium)

In the following sections, you’ll learn how to organize folders and files, apply styles to support structure and navigation, create links to locations in a document and related files, share access to specific folders or files, and prepare your work for final review .

How to organize files in Google Drive

For larger projects that may involve multiple parts, create a new folder on Google Drive. Within this folder you can create additional folders to contain files relevant to part of your project. For example, in a recent project I was working on, I thoroughly explored six different software solutions, so for each vendor I created a folder containing a Google Doc for Notes, a separate Google Doc for my design, and a Google -Tracking sheet included feature details and recorded video of a Google Meet demo meeting.

In the main project folder, create a new Google Doc for your project. Give your document a name that will ensure you recognize the file quickly and easily. If there is a deadline associated with the project, you can indicate this in the name. For example, a file named MajorWritingProject-20221130 subtly affirms that you must complete your work by the end of November 2022.

Select your project folder on Google Drive, then select the “More” three-dot menu and select “Add to Starred”. Do the same for the main Google Doc for your project. This gives you quick access to your project files by going to Google Drive | go Marked, from the menu on the left, as shown in Figure A.

Figure A

structure sections

Apply paragraph styles as you work to add structure to sections of text. Styles distinguish between titles (e.g. title, subtitle), headings (e.g. heading 1, heading 2, heading 3) and regular text. The system relies on these styles to automatically create a document outline, which you can access via View | can access outline view. Once active, the outline icon provides a quick way to not only view the sections of text, as shown in Figure Bbut also allows you to click or tap on a listed section to jump directly to its content.

By my count, Google gives you at least five different ways to apply styles when writing. I take this as a strong signal that you should use styles as shown in Figure B. For example, here are five different ways you can enter text in Heading 2.

• Select Text, then click or tap the arrow to the right of the Normal Text menu item and select Heading 2.
• Select Text and then Format | from paragraph styles | Apply heading 2.
• Type @heading, which brings up an in-document menu from which you can select and apply any heading options.
• Select text, then press a keyboard shortcut: Ctrl+Alt+2 on Windows and ChromeOS, or Cmd+Option+2 on macOS.
• If Markdown is enabled (Tools | Settings | Auto-detect Markdown), start a line of text with ## followed by a space. The next text you type will be in Heading 2 style.

Variants of this allow you to enter the full range of titles, headings, and regular text styles.

Figure B

Link to quickly access a location or file

To quickly access a specific location in a Google Doc, position the cursor anywhere in the text, and then choose Insert | Bookmarks from the menu system. Alternatively, type @bookmark followed by the Enter or Return key. This will add a bookmark indicator to the side of your text as shown in Figure C.

Click or tap on the bookmark and then select the copy icon to place the bookmark link on your clipboard. You can then paste that link elsewhere. For example, you can paste this link at the top of your document to quickly jump to the bookmark by following the link.

You can also paste a link to other items stored on Google Drive for quick access to a related file. Type @ followed by part of a file or folder, then select the file or folder from the Google Drive list that appears when it appears. The system inserts a small icon showing a folder or file type along with the item name, as shown in Figure C. Place the cursor over the icon or name, and then click or tap the file name to open the file.

Figure C

collaborate

In Google Drive, select a folder or file, followed by the share button, enter collaborators’ email addresses, and adjust the permission level (e.g., viewer, commenter, or editor) as needed . Remember the previously suggested subfolders for specific parts of your project? You can share access to an entire folder to give collaborators access to all items within. Or you can instead share access to a single Google Doc. For projects with logical segments, a careful folder and file structure allows you to collaborate with different people on different parts of your project.

Although it’s becoming less common, some people still prefer to review and mark up printed pages. Choose File | Page Setup | Pages to configure your document for printing. Once in this mode, you can Insert | use page numbers for different numbering options. See How to add page numbers and bookmarks in Google Docs for more details. Choose File | Print to send your document to a printer.

Final exam

When you think your document is almost ready, choose Tools | Spelling and Grammar | Spelling and grammar checker. This can help find many potential errors or omissions in your document. Be sure to review and fix any identified issues.

In addition, you can also use the search function (Ctrl+F on Windows or ChromeOS, Cmd+F on macOS) to search for words or terms that you want to make sure they are used consistently. For example, the terms multifactor and multifactor are commonly used in technology publications like this one. A search can help you find terms in your document to ensure consistency. In long documents, you may find several terms that deserve similar consideration and standardization.

What’s your experience?

Have you used any of the above strategies when working with long documents in Google Docs? What other techniques have helped you manage larger writing projects with Google Docs? Do you regularly use styles along with the outline tool to organize and navigate to sections of your file? Mention or message me on Twitter (@awolber) to let me know how you work with larger writing projects in Google Docs and Google Drive.