When you think of working on a content piece real-time, you think Google Docs. That's how popular this Google app is. Businesses across the globe trust Google Docs to share, collaborate and get work done real-time. Google Docs lets you review, edit, suggest, comment and assign tasks to each other seamlessly. In this article, we will go over the different ways in which tasks can be assigned on Google Docs.
Note: To assign a task on Google Docs, you need to first share the doc with the concerned person. Unless you do that, you cannot tag or assign a task to him/her.
Method 1: Using Simple Sentences to Assign Tasks
Step 1: Go to your Google Drive and open an existing Google Doc or create a new Google Doc. You can choose from pre-set templates or create a new doc from scratch.
Step 2: Within your document, type your task in either of two formats:
1. You can type "Todo: [User], can you please work on rewriting the draft today?" or any other action item you wish to assign to the collaborator.
2. You can type "AI: [User] to schedule a call later in the evening with me." or any other action item.
Step 3: Make sure that you enter the collaborator's name correctly in the User field.
Step 4: Once you have typed out your action item, Google will recognize the statement as a task assigned to a particular user, and it will pop up a suggestion on the right-hand side of your document.
Step 5: Check the message in the pop-up and if you want to edit it to add or remove specifics, click the three-dotted icon on the upper-right-hand corner of the pop-up and click "Edit."
Step 6: Once you have confirmed your message, a.k.a action item, click "Assign."
Method 2: Using 'Comments' to Assign Tasks
Step 1: Open your Google Docs any browser of your choice where you wish to add edits, suggestions, or assign tasks to your team.
Step 2: Place your cursor in the document where you'd like to assign edits or action items to a collaborator. You can also select a particular text, paragraph, image, or any other element in the document to set it as an action item.
Step 3: After you've selected the document area, you'll see two icons on the right-hand side. The upper icon lets you add a comment, and the icon below lets you give your suggestion.
If you choose to comment:
1. Begin typing "+collaborator's email address" followed by your message or task instructions.
2. Click the 'Assign' button that pops up once you enter the collaborator's email address to assign tasks in Google Docs.
3. If you wish to add multiple collaborators in your message, you can do that by entering their respective email addresses. But you can only assign the task to one person.
If you choose to suggest:
1. Click on the 'suggest' icon. The document's mode automatically changes to Suggestion mode.
2. Add your suggestion wherever applicable. Google Docs automatically highlights your suggestion with a tick and cross option for the doc owner to reject or accept your suggestion.
Note: You can add multiple people in the suggestion box to review your suggestion and add their comments. Tasks, on the other hand, is assigned to any one partiuclar person at a time.
3. Once you are done, click on 'Reply' to add all the collaborators.
Note: Whether you add a collaborator or not in suggestion box, a suggestion is automatically sent to the owner of the Google Doc.
4. Once you send your suggestion, remember to go back to 'Editing Mode' in the top right-hand corner, or else you'd stay in 'Suggestion Mode' till you close the document.
P.S. You can pull off similar tricks in Google Sheets and Slides too.
It's that simple to assign tasks in Google Docs! Get started with assigning tasks easily in Google Docs already.