Need to write a document and let someone else review it?

Google Docs lets you create a document on your phone or computer, edit it and share access with another person. Open the Docs app or visit docs.google.com, create a blank document and start typing. Your changes normally save to your Google account as you work when you have a connection.

Before sharing, decide whether the recipient should only read, leave comments or edit the text. You can change access later if you no longer want them to use the document.

Get started on your phone

Install or update Google Docs from your phone’s official app store if it is not already available. Open the app and sign in to the Google account where you want the document saved. If you have more than one account, tap your profile picture and check the address before creating anything.

You will need a connection to sign in and set up the app. Some documents can be made available offline for later work, but set that up and confirm it while you are connected. A document stored in the wrong account may seem to disappear when you switch profiles, even though it is still in the original account.

On a computer, open Google Docs in a browser and sign in. The layout differs from the phone app, but the main choices for creating, naming and sharing a document are similar.

Create and name a document

1. Open the Google Docs app and tap the plus button.
2. Choose a new document and start with a blank file or an available template.
3. Tap the document name near the top and replace “Untitled document” with a useful title.
4. Tap the page or the edit button and begin typing.
5. Return to the document list when you finish, then reopen the file to confirm you can find it.

Use a name that tells you what the document contains. “Shop expenses for March” is easier to find later than “Document 1”. If the file contains private information, avoid placing sensitive account numbers in its title, especially if you intend to share it.

Docs normally saves changes automatically. If you are offline or the connection drops, allow time for changes to sync when you reconnect. Look for a saving or offline status in the app instead of assuming the latest version has reached the account.

Format text without making the page crowded

Select a word or paragraph to see formatting options. You can apply bold, italics, text size or a heading style. On the phone app, look for the formatting icon; on a computer, use the toolbar above the document.

Headings are useful when a document has several sections. For example, a meeting note might have headings for decisions, tasks and next steps. Bullet points can make a short list easier to scan, while numbered lists work well for steps that must be followed in order.

Keep formatting consistent. A document does not need multiple colours and font sizes to look professional. If text is difficult to select on a small phone screen, use the selection handles slowly or switch to a computer for detailed editing.

You can also insert a link by selecting text and choosing the link option. Check the destination before sharing the document, particularly when the link leads to a payment page or a file containing private information.

Share with a named person

Open the document and tap Share or the person-and-plus icon. Enter the recipient’s email address, check its spelling and choose the role offered: Viewer, Commenter or Editor.

A viewer can generally read the document. A commenter can leave feedback without directly editing the text, while an editor can change the document. Choose the lowest access that lets the person do the job. If you want someone to proofread, commenting may be enough; if you want them to rewrite a section, they may need editing access.

Add a short message explaining what you need and send the invitation. Google may notify the recipient by email. If they cannot open it, ask them to check that they are signed in to the address you invited.

For a school or work account, sharing outside the organisation may be restricted. If the option is unavailable, ask the account administrator rather than moving confidential work to a personal account without permission.

Understand link sharing

The General access setting controls whether a link is restricted or available more widely. With restricted access, people normally need permission to open the file. If you choose Anyone with the link, anyone who gets the link may be able to open it with the role you selected.

That distinction matters when a link is forwarded. Do not use an open editing link for a document containing customer records, identity documents or other information you want to keep private. Invite named people instead, and review access when the work is complete.

To change access, open the sharing screen again and review the people listed and the general access setting. Remove a person or return the link to restricted if appropriate. Google’s sharing guidance explains the available controls.

Comment, suggest changes and find earlier versions

To leave feedback, select the relevant text and choose Comment. Write a clear note about the change you are requesting. A collaborator can reply, and comments can be resolved when the issue has been addressed. Resolving a comment is different from deleting the document.

When available, Suggesting mode lets changes appear as suggestions rather than silently replacing the original text. The document owner or an editor can review them. The controls may differ between the mobile app and desktop browser.

If an unwanted edit is made, check Version history on a computer where available. It can help you review earlier versions and restore one if you have the necessary permission. Be careful when restoring because it may replace later edits that other people still need.

Download or send a copy

If a recipient cannot work in Docs, look in the document menu for Share & export, Send a copy or Download, depending on your device. Choose an available format such as PDF or Word and check the resulting file before sending it.

A downloaded copy is separate from the live shared document. Changes made to one will not automatically update the other. For an application or invoice, open the exported copy and check that the formatting, page breaks and attachments are correct.

If you want to organise related documents, store them in a Drive folder and review that folder’s permissions too. For important work, keep an independent backup and make sure your Google account has recovery details you can access. A convenient shared document is useful, but it should not be your only copy of something you cannot replace.