Download and copy documents in Google Docs

You want to copy or download a document in Google Docs but don't know how to do it? In this guide, I will walk you through the process step by step. Whether you want to back up a document for a colleague or for personal use, here you will learn everything you need to know.

Main takeaways

• You can easily copy and rename documents.
• Downloads are available in various formats, including Microsoft Word and PDF.
• Documents can be shared and made accessible to specific users.

Copying a document

To copy a document, go to the menu bar and click on "File". There you will find the option "Make a copy", which you should select. This step will directly copy the current document. Once you have done this, you will receive a new document, by default named "Copy of [Document Name]". You can change this name immediately so that you have clear designations for your copies.

For example: Don't just name it "Copy of 1", but name it according to the purpose or recipient, like "Copy for Fabio". This way, you keep track of your files.

You even have the option to make the copy accessible to a specific user. If you have multiple users, you can give individual access to each. This makes it easy to manage multiple versions of the same document, while everyone can edit their own part as they prefer.

In the next step, you will be asked where you want to store the new document. You can choose an existing folder or name a new one, such as "Copies". This is particularly useful for organizing documents neatly.

This is a great option when working on projects with different people, as you can ensure that each person only accesses the files intended for them.

Downloading a document

Now comes the part where you can download your document. To do this, go back to the "File" menu. There you will find a selection of options. Choose the "Download" option, which offers you various formats.

One of the most common options is downloading as a Microsoft Word document. If your goal is to edit the document outside of Google Docs, this is an excellent choice. The system will save the document with the name it has, just as you named it in Google Docs.

If you don't have Microsoft Word available, you can still continue editing the document in Google Docs or save it online only. For many users, having a local copy can be advantageous for easier sharing or editing without an internet connection.

In addition to Microsoft Word, you can also download the document in various other formats, such as PDF, Open Document Format, or even HTML. This variety ensures that you can choose the appropriate format for any requirement.

For example, if you are writing an eBook, it makes sense to download your document as HTML. I often use PDF for sending to third parties since it is the format that allows the least changes.

Sending a document via Email

Another option available to you is sending your document via email. You can also do this through the "File" menu. When you choose the email function, a new window will open where you can add the recipient, such as in our example "Fabio".

Here, you have the option to either directly insert the document into the email or send it as an attachment. If you send the entire document as an attachment, I recommend using the PDF format. This way, the recipient receives a copy that cannot be edited.

If your recipient, however, needs the document in an editable format, send it as a Word document. In any case, you can handle these options flexibly.

Summary

In this guide, you have learned how to copy, download, and send documents via email with Google Docs. The process is simple, and thanks to the various available formats, you can ensure that your file meets the requirements, whether for collaboration or personal purposes.