How to Add Suggestions in Google Docs

Google Docs is a go-to tool for collaboration, but do you know about its Suggestion mode? It's a game-changer for teams working together on documents. Gone are the days of lengthy email threads or hard-to-track changes. With Google's suggestion feature, you can make edits, offer feedback, and keep everything organized. All in one place. Let's walk through how you can make the most out of suggestions in Google Docs.

Switching to Suggestion Mode

First things first, you need to know how to switch to Suggestion mode. It's a simple yet crucial step that sets the stage for all the collaborative magic to happen. When you're in Suggestion mode, any changes you make won't alter the original text. Instead, they'll appear as suggestions that can be accepted or rejected by the document owner.

Here's how you switch:

• Open your Google Doc.
• Look at the top right corner of your screen. See where it says "Editing"?
• Click on that, and a dropdown menu will appear.
• Select "Suggesting".

That's it! You're now ready to start making suggestions. This setting is particularly useful in team environments where multiple people are drafting the same document. It keeps everyone on the same page. Literally!

Making Your First Suggestion

Now that you're in Suggestion mode, it's time to make your first suggestion. The beauty of this feature lies in its simplicity. You can edit text as if you're in Editing mode, but instead of immediately applying your changes, they'll show up as suggestions.

Here's a quick example:

• Highlight the text you want to suggest a change for.
• Type in your suggestion. For instance, if the text says "The cat is brown," and you want to suggest "The cat is black," just type it in.

Your new text will appear in a different color, and the original text will be crossed out but still visible. A comment box will pop up on the side, showing who made the suggestion and offering options to accept or reject it.

It's almost like having a mini discussion in the margins of your document. Perfect for getting input without making permanent changes right away.

Viewing and Managing Suggestions

After making suggestions, you might want to review them all at once. Google Docs makes it easy to manage suggestions from multiple collaborators, so you never lose track of what's been proposed.

Follow these steps to review suggestions:

• Open the document and scroll through to find highlighted suggestions.
• Hover over a suggestion to see who made it and when.
• Use the checkmark to accept or the 'X' to reject the suggestion.

If you're the document owner, you'll get an email notification when someone makes a suggestion. It's like having a virtual assistant keeping tabs on all the changes, ensuring nothing slips through the cracks.

Accepting and Rejecting Suggestions

When it comes to finalizing your document, you'll need to decide which suggestions to keep and which to discard. Luckily, Google Docs streamlines this process, making it easy to either accept or reject changes one by one or all at once.

Here's how to do it:

• Click on a suggestion in the document.
• A small box will appear with options to accept or reject the change.
• If you want to make bulk changes, head over to the "Tools" menu and select "Review suggested edits." From there, you can accept or reject all suggestions in one go.

This feature is particularly useful for lengthy documents where going through each suggestion individually would be too time-consuming. It saves you the hassle of manually scrolling through pages and pages of text.

Using Comments to Discuss Suggestions

Suggestions are great, but sometimes you need a little more context. This is where comments come in handy. You can add comments to explain your suggestions or to start a discussion around them. It's like having a conversation in the margins of your document.

To add a comment:

• Highlight the text related to your suggestion.
• Click on the comment icon that appears on the right-hand side.
• Type your message and hit "Comment."

Comments are a great way to provide additional insights or ask questions about specific sections of the document. It makes collaboration more interactive and transparent.

Collaborating in Real Time

One of the most exciting features of Google Docs is real-time collaboration. When you and your team are working on a document simultaneously, you can see each other's suggestions and comments as they happen. It's like being in a virtual meeting room.

Imagine you're working on a project proposal. Your teammate suggests an edit. You can instantly provide feedback or approve the change. This real-time interaction speeds up the editing process and fosters more dynamic teamwork.

While Google Docs offers real-time collaboration, using Spell can take it a notch higher by integrating AI into your document editing. Spell allows your team to generate high-quality drafts and polish them with AI assistance, making the process faster and more efficient.

Keeping Track of Version History

What if you want to go back to an earlier version of the document? Google Docs has you covered with its Version History feature. This is a lifesaver when you want to compare different versions or revert to an earlier draft.

Accessing Version History is easy:

• Click on "File" in the top menu.
• Select "Version history" and then "See version history."
• You'll see a panel on the right with a list of previous versions. Click on any version to view it.

Each version shows who made changes and what they were, making it simple to understand the document's evolution. It's like having a time machine for your document, allowing you to undo mistakes or revisit past ideas.

Sharing Documents with Suggestion Privileges

When sharing your Google Doc, you can control who can make suggestions. This is particularly useful for maintaining document integrity while still inviting collaboration.

To share your document with suggestion privileges:

• Click on the "Share" button in the top right corner.
• Add the email addresses of the people you'd like to invite.
• In the dropdown menu next to each email, select "Can suggest."

Now your collaborators can make suggestions without altering the original content. It's a secure way to welcome feedback while keeping the document's core intact.

Integrating AI for Better Suggestions

While Google Docs is excellent for basic suggestions, integrating AI can elevate your document collaboration. Spell is an AI document editor that helps you write and edit high-quality documents much faster. With AI built directly into the tool, you can generate drafts, edit using natural prompts, and collaborate in real-time. All without the hassle of switching between different platforms.

Imagine drafting a report in seconds or refining a proposal with AI suggestions that enhance clarity and impact. Spell provides these capabilities, making the document creation process seamless and efficient.

Final Thoughts

Google Docs' Suggestion mode is a fantastic way to collaborate on documents, offering a structured, interactive approach to editing. It keeps your workflow smooth and efficient, especially when combined with real-time collaboration features. And for those looking to supercharge their productivity, Spell offers AI-driven document editing that gets your work done faster and better. Embrace these tools, and watch your teamwork thrive!