Google Workspace and Microsoft Office are designed to boost your productivity, especially when you have a deep understanding of their features.

Here are some of the most effective tips I’ve learned over the years that could give you more time in your busy day.

Copy and paste formatting: You’ve found the ideal font, size, and spacing. Copy that style throughout your document (or spreadsheet or presentation) effortlessly. Highlight the text and select the paint roller icon on the toolbar. Click and drag over the text you want to format. Done! Roll it back: After editing a Google Doc among multiple contributors, it’s easy to feel confused. To check past changes, go to File > Version history > See version history. Choose any timestamp on the right to see who made changes and when. Take note, however, that unless you save the document with a new name, everyone will see your edits.

Voice it out: You can dictate text, which saves time and relieves your wrists. There’s no need for special software since it’s included in the tools. In Google Docs, go to Tools > then select Voice typing. In Word, head to Home > Dictate. You can use commands like “period” and “comma” for punctuation and “new paragraph” or “new line” for formatting.

Minimize distractions: If you want to concentrate on your text in Word, there’s a useful feature. Navigate to the View tab on the menu and click Focus. Instantly, every other element except your document disappears, giving you a full-screen view. You can bring your cursor to the top of the screen or press Esc when you’re ready to return to regular view.

Freeze frames: In Excel, if you’re navigating large spreadsheets, it’s beneficial to keep your column and row headers visible. Click on the cell where the data begins, then go to the View menu > Freeze Panes.

Sharing made simple: Perfect for when you need to give someone access to a Google Doc as a template without risking modifications to your original file. Click Share, adjust the link settings to Anyone with the link, and set it to Editor. Before you click “Send,” change the URL’s “edit” text to “template/preview.” This way, recipients can only create their copies and edit them, keeping your original file safe. Clever, right?

Need a definition? In both Word and Docs, by right-clicking on a word and selecting Define, you can discover its meaning and even get pronunciation tips. Just make sure to do this before any important presentation!

A time-saving shortcut

This tip is so useful, it deserves emphasis. There’s a straightforward way to open a new document in Google Docs, which is Google’s alternative to Word. The same method applies for Google Sheets, similar to Excel.

You can also use this method for creating a blank entry in Google Calendar, speeding up the process more than navigating through your calendar or Google Drive.

First, ensure you’re logged into your Google account. Then, in the Chrome browser, type the name of a Google application followed by “.new” in the address bar.

Here’s a quick reference list for these shortcuts:

◾ Google Docs: document.new, docs.new, doc.new

◾ Google Sheets: spreadsheet.new, sheets.new, sheet.new

◾ Google Slides: presentation.new, slides.new, slide.new

◾ Google Forms: forms.new, form.new

◾ Google Keep: keep.new, notes.new, note.new

◾ Google Calendar: meeting.new, cal.new

◾ Google Meeting: meet.new

The perspectives and viewpoints shared in this column are those of the author and do not necessarily reflect the opinions of YSL News. Discover the latest tech trends on the Kim Komando Show, the nation’s largest weekend radio talk show where Kim shares advice on navigating today’s digital landscape, from gadgets to online safety. For daily tips, free newsletters, and more, visit her website.