When you’re working on a document with a team, that file will go through various drafts. But what if you liked a previous draft? If you just replaced the old text with new text and didn’t save a draft of that specific version, you can consider it lost. But it doesn’t have to be that way, thanks to Google Docs.
One of many useful options that Google Docs has is viewing the different versions of s document. That way, if you still like how a previous draft was created, you can still recover it. Here are two ways you can see different versions of your Google Docs file.
How to Use Suggesting Mode to See Edits
With Suggesting Mode, you can see all the edits your team has made in a different color so you can tell the difference more easily. You’ll also see a summed-up version of the modifications on the side, and you can either accept or deny a suggested change.
To get started, click on the pencil icon at the top right and choose the Suggesting option.
Once you choose this option, you’ll see a brief message letting you know that the suggesting option has been enabled. If you ever want to switch to another option, click on the green pencil. This option allows you to do just that, suggest. All the text you add won’t change the original version. If you ever want to change a suggestion, simply click on and the cursor will start blinking.
How to Review Edit Suggestion in Google Docs
When the end of the day has come, it’s time to review those suggestions. Click on the Tools tab at the top and click on Review suggestions. You’ll see options to either accept or reject the suggestions. You won’t see a list of suggestions there; Google Docs will highlight directly on the document where the suggestion is.
You can move through the suggested edit by clicking on the up and down arrows. You’ll know you are since Google Docs will highlight the one you’re at. By choosing Preview Accept All, you’ll see all the suggested edits on the document, and all you have to do to accept them all is click on the big blue Accept All button.
When you choose the Preview Deny All option, all the suggestions will disappear from the document. To finish, simply click on the Reject All button. If you already accepted or denied the suggestions but regretted doing it, you can go back by clicking on the back arrow to make new changes.
You can also see different versions of your file by going to:
- Version History
- See Version History
To the right, you’ll see all the different versions of the file. Click on the dots, and you can name that specific version or make a copy of it. You’ll also see things such as the last edit date and time. Here’s where you’ll find the option to restore this version, but you’ll also see it in a big blue button at the top.
You’ll also see the names of all those who edited the file on a specific date. By enabling the Only show named versions, you can quickly find versions you’ve named. All the other ones will be removed but not being erased.
To make a comment on a suggestion you’ve made, highlight the text you want to comment on and click on the Comment option. It’ll be the last one on the list. To make changes to your comment, click on the dots to the right and choose Edit. You can also link to this comment and delete it if you change your mind as long as you’re there.
To answer a comment from a teammate, click on the comment. Enter your text and click on the Reply or Resolve button. When you’re ready to download your file by going to File > Download, you can choose from a large variety of formats.
You can choose from:
- OpenDocument format
- Rick text format
- Plain text
- Web page
To do the previously mentioned but on your Android device, you’ll need to access different options. To suggest an edit and see the two versions tap on the pencil at the bottom right, but before you start typing, tap on the dots at the top right and choose the Suggest changes option.
Just like on the desktop, everything you suggest will be in a different color.
How to Comment on a Google Docs File – Android
If you have something to say, say it. You can comment on the Google Docs file on your Android device by long-pressing n the word or phrase you want to comment on, followed by the dots. You should now see the add comment option.
You’ll know where your comment is since it’ll be highlighted. To view your comment and others, tap on it. Choose View comment, and you should see what you typed. You can edit, delete, or get a shareable link for the comment by tapping on the dots. If the issue behind the comment has been dealt with, you can tap on the Resolve option to make it go away.
If you accidentally tapped on the resolve option, you’ll see (for a few seconds) the undo option. Tap on it to re-open the comment. You should see a message near the comment that’s it’s been opened by you. To view other comments, tap on the arrows to go back and forth.
Make sure you’re sure about the suggestion you will make since the author or authors will get an email notification for every suggestion. Even if you change your mind, they still get it. If you’re the author and you don’t want to get a notification for every little suggestion, you can turn it off by going to Google Drive’s setting by:
- Going to Settings
- Unchecking the box for both options
How to Share a Google Docs Document
You thought you had everything editing the document and remember that you forgot to add someone. To share your Google Docs file, click on the blue Share button at the top right.
Click where it says Add people and groups and add your contact. Remember to give that contact editing permissions by clicking on the dropdown menu to the right. Make sure you choose the editing option.
How to Change Editing Permissions on Google Docs
If someone has earned being removed from a document, you can click on the share button. Below the option to add someone, you’ll see all the users you’ve already added.
To the right, you’ll see a dropdown menu where you can choose another option.
You’ll also have the option of a link where anyone with the link can access the file or only people you’ve added. You’ll see options to change this setting or copy the link to share. By clicking on the cogwheel, you can change settings such as:
- Editors can change permissions and share.
- Viewers and commenters can see the option to download, print, and copy.
By seeing the changes, the file goes through, you can see if the changes improved the document. Comments can also be constructive in improving a file, and you now know how you can add them or alter them. Do you frequently work with others on documents on Google Docs or rarely? Share your thoughts in the comments below, and don’t forget to share the article with others on social media.