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Google Docs Basics: Create, Edit, and Share a Document

By the Gray Hair Jobs Editorial Team · Published · 2 min read

The short answer

Google Docs is a free word processor that runs in your web browser. You need a Google account, such as a Gmail address. Your documents save automatically online, so you can open them from any computer. You can use Google Docs to write a resume or cover letter, download it as a PDF, and share it with others.

Key points

  • Google Docs is free with a Google account.
  • Documents save automatically as you type.
  • Your files are stored in Google Drive, so you can open them anywhere.
  • File > Download > PDF Document creates a PDF copy.
  • The Share button lets you give others access to a document.

Create a new document

  1. Sign in to your Google account and go to docs.google.com.
  2. Click the Blank document (it shows a large plus sign), or choose a template.
  3. Click the words Untitled document at the top left and type a name, such as "Resume - Jane Miller".
  4. Start typing.

You do not need to press save. Google Docs saves your work as you go. You will see a note near the top that says your changes are saved to Drive.

Format your text

The toolbar across the top has the common tools:

  • B, I, and U make text bold, italic, or underlined.
  • The font size box (a number, often 11) changes text size.
  • The style menu (often showing "Normal text") lets you choose headings.
  • The bullet list and numbered list buttons create lists.

To format text, first highlight it by clicking and dragging over it, then click the tool you want.

Download a PDF copy

  1. Click File in the menu at the top.
  2. Hover over Download.
  3. Click PDF Document (.pdf).
  4. The file saves to your computer, usually in the Downloads folder.

You can also download a Word version by choosing Microsoft Word (.docx) in the same menu.

Share a document

  1. Click the Share button at the top right.
  2. Type the person's email address.
  3. Choose whether they can view, comment, or edit.
  4. Click Send.

For a resume, it is usually better to download a PDF and attach it than to share an editable link.

Find your documents later

Go to docs.google.com or drive.google.com. Your recent documents are listed there. You can also type a name in the search bar.

Menu wording can change slightly over time. If you also use Word, see Microsoft Word basics, and for more about PDFs, read creating PDFs.

Frequently asked questions

Do I need to install anything to use Google Docs?

No. On a computer, Google Docs works in your web browser, such as Chrome, Edge, Firefox, or Safari. On a phone or tablet, you may want the free Google Docs app, which makes editing on a small screen easier. Many people find it simplest to write and format a resume on a computer and use the phone app for quick checks.

Can I use Google Docs without the internet?

Google Docs works best with an internet connection. It offers an offline mode that you can turn on in settings, but you need to set it up while connected. For a job search, it is simplest to work while online and download a PDF copy of anything important.

Can employers open a resume I made in Google Docs?

Yes, if you download it as a PDF or Word file first and then upload or attach that file. Employers can open those formats easily. Avoid sending only a Google Docs link unless an employer asks for one. A link can be blocked by sharing settings, while an attached file always opens.

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