VA Tools In The Spotlight: Google Docs

VA Tools In The Spotlight: Google Docs

Google Docs allows you to create and edit documents, spreadsheets and presentations on the web. It is a great tool to use as a Virtual Assistant.

What is it used for – key features

  • Create and edit documents online
  • Share and collaborate your documents with others
  • Comment on files and suggest edits where needed
  • See revision history to see any changes made
  • Research within the document, using Google
  • Edit images within a document
  • Download documents in other formats (such as Microsoft Word)
  • Emails documents as attachments

Why should l recommend this tool to a client?

It is ideal as a key place to create and edit documents that you can both access and view, providing a great place for collaboration on any work.

How does it work?

Within your Google account, you can create, access, view and edit document files using Google Docs on the internet. This is great for client work; you can edit work for them, and then they can view your work and make any comments if required. Comments can be made within the document itself and chat initiated if you’re in the document at the same time. All files saved using Google Docs are saved to your Google Drive. This folder can be accessed on your computer, tablet, phone or online; everything is synced across the cloud. You can access files wherever you are too; whether using your computer, phone or tablet, files are synced across your devices whenever the internet is connected. You never have to worry about transferring files between computers, or emailing either.


Google Docs offers an extensive list of add-ons. View them here.


Google Docs is free to use.

Best Practices

Edit Microsoft Files - One of the best features of Google Docs is that it works with Microsoft files such as Word and Excel. Files can be opened, converted to Google Docs and Google Docs to Word files too.

Convert Files -With Google Docs growing in popularity all of the time, you may begin to find that many people will share documents with you as a Google Doc file. If you want to send it on to someone who isn’t yet using Docs, simply convert it to a Word file without a hitch. It isn’t just word files either that you can convert to Google Docs; other files types include html, plain text and rtf files.

Add Design Elements - Google Docs isn’t just your standard document editing tool; you can bring documents to life and make them stand out for clients and work purposes with genius styling and editing tools that just make work look good. There are thousands of images, fonts and tables available completely for free for your projects. Sometimes a document can look bland when you want to make it stand out, but this feature can give your work the edge.

Edit Offline - One of the main concerns of having a word editing document that’s technically ‘online’, is not being able to access files when you don’t have the internet, such as on the plane. However with Google Docs, you can simply set up offline access. You can still view your files and edit documents. Up to 5GB of data or 4000 documents can be stored for offline purposes at any time. The offline option is only available on Google Chrome.

Other Comparable Tools

Office Online



What do you find is the most useful feature of Google Docs as a virtual assistant? Tell us below! 


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