Welcome to the definitive resource for creating backups of your valuable Google Docs! Duplicating your files is crucial as Google Docs is quickly becoming a popular tool for collaboration and teamwork.
Whether you want to work on several versions of a project, share templates, or make backups, this post will show you how to make copies of your Google Docs with ease. Additionally, we will discuss how to keep your work organized and safe. Now let’s get started!
Why Make a Copy of a Google Doc?
Before we explore the methods, let’s quickly understand why duplicating a Google Doc is so useful:
- Backup your work: Avoid losing important data by creating copies.
- Collaborate efficiently: Share templates or drafts without altering the original document.
- Organize your files: Maintain multiple versions for different tasks.
Now, let’s explore the two main methods to Copy your Google Docs.
Method 1: Using the “Make a Copy” Feature
The “Make a Copy” option in Google Docs is the simplest and most effective way to make a copy of your document while maintaining all of your formatting, comments, and sharing settings. Here’s how to do it:
Step-by-Step Guide:
Open the Google Doc you want to duplicate:
First, find the document you want to copy. This can be any document that you have generated or that you have been given access to.
Click on the “File” menu:
You can find the “File” menu in the upper left corner of your Google Docs screen. A dropdown list of choices appears when you click on it.
Select “Make a Copy” from the drop-down menu:
Choose “Make a Copy” from the dropdown menu and click on it. You will see a dialog window popup.
Choose your copy settings:
Name your copy: You can rename the document to something more relevant.
Choose a location: Select the folder in your Google Drive where you want to save the copy.
Sharing settings: Decide whether to share the copy with the same collaborators or keep it private.
Click “Make a Copy”:
After clicking “Make a Copy” your new copied document will open in a new tab, ready to edit and manage as needed.
Why This Method Rocks:
It’s quick and hassle-free.
All formatting, comments, and collaborative features remain intact.
You can rename and organize the copy right away.
Method 2: Manually Duplicating via File Download
The “File download” technique can be used if you require a copy in a particular file format. Although a little more complicated, this approach is helpful for converting your manuscript into other formats, such as Word or PDF, or for making offline backups.
Step-by-Step Guide:
Open the Google Doc you want to copy:
Just like before, start by opening the document you wish to duplicate.
Click on the “File” menu:
Head to the top left corner and click on the “File” menu to see your options.
Select “Download” and choose a suitable file format:
From the dropdown, select “Download.” You can choose formats like:
- Microsoft Word (.docx)
- PDF (.pdf)
- Plain Text (.txt)
- And more!
Save the downloaded file to your desired location:
You can choose a format, and then your file will start downloading. You may save it to a certain folder or your desktop so you can find it quickly.
Upload the downloaded file back into your Google Drive:
- Go back to Google Drive and click the “+ New” button.
- Select “File upload” and choose the downloaded file.
Rename the uploaded file:
Once uploaded, you can give it a new name to differentiate it from the original document.
Method 2: From Google Drive
Creating a copy of a Google Doc directly from Google Drive is a quick and efficient method, especially when you’re managing multiple files or organizing your workspace. This method is perfect for users who prefer working from the Google Drive interface rather than opening each document individually.
Step-by-Step Guide: Copying a Google Doc from Google Drive
Step 1: Go to Google Drive
- Open your web browser and navigate to Google Drive by visiting drive.google.com.
- Log in to your Google account if you aren’t already signed in.
Step 2: Locate the Document You Want to Copy
- Use the search bar or browse through your folders to find the Google Doc you want to duplicate.
- If the document is shared with you, check the “Shared with me” section or the specific folder where it’s stored.
Step 3: Right-Click on the Document
- Once you’ve located the document, right-click on it (or use a two-finger tap on a trackpad).
- This will open a context menu with several options.
Step 4: Select “Make a Copy”
- From the context menu, click on “Make a copy.”
- Google Drive will automatically create a duplicate of the document in the same folder as the original.
Step 5: Rename and Organize Your Copy
- The copied document will appear in the same folder with the prefix “Copy of” added to the original title.
- To rename the document:
- Right-click on the copy.
- Select “Rename” from the context menu.
- Enter a new name and press Enter.
- If you want to move the copy to a different folder:
- Right-click on the copy.
- Select “Move to” and choose the desired folder.
How to Make a Copy of a Google Doc That Is View Only
Sometimes, you might encounter a Google Doc that’s set to “View only” access. This means you can’t edit or copy the document directly. However, there are still ways to create a copy if the owner hasn’t restricted it entirely.
Step-by-Step Instructions for View-Only Docs
Option 1: Using the “Make a Copy” Option
- Open the view-only Google Doc:
Click on the document to open it. You’ll see a message at the top indicating that you have “View only” access. - Click on “File” in the top menu:
In the top-left corner of the document, click on the “File” menu. - Select “Make a copy” from the dropdown menu:
- If the owner has allowed copying, you’ll see the “Make a copy” option.
- Click on it, and a dialog box will appear.
- Complete the copying process:
- Rename the document if needed.
- Choose a folder in your Google Drive to save the copy.
- Click “OK” to create the copy.
Option 2: Alternative Method (If Copying Is Disabled)
If the “Make a copy” option is not available, you can use this workaround:
- Select all the text in the document:
- Use the keyboard shortcut Ctrl+A (Windows) or Cmd+A (Mac) to select all the content.
- Copy the selected text:
- Use Ctrl+C (Windows) or Cmd+C (Mac) to copy the text.
- Open a new, blank Google Doc:
- Go to Google Drive and click on “+ New” > “Google Docs” to create a new document.
- Paste the copied content:
- Use Ctrl+V (Windows) or Cmd+V (Mac) to paste the text into the new document.
- Manually adjust formatting:
- Since this method doesn’t preserve all formatting, you may need to adjust headings, fonts, spacing, and other elements manually.
Also read How to Copy a Google Form Without Access?
Important Notes for View-Only Docs
- Permissions: If the owner has disabled copying entirely, you won’t be able to use the “Make a copy” option. In such cases, you’ll need to request edit access from the owner.
- Formatting Limitations: The alternative method (copy-pasting text) may not preserve images, tables, or complex formatting.
- Ethical Considerations: Always respect the document owner’s permissions and avoid copying content without their consent.
Conclusion:
Making a duplicate of a Google Doc is an easy yet effective technique to maintain organization, communicate efficiently, and safeguard your work. Your documents are always secure and available whether you use the “Make a Copy” function for speedy duplication or the file download method for offline backups.
Copying a Google Doc from Google Drive is a straightforward process that saves time and keeps your files organized. Whether you’re duplicating your own documents or working with view-only files, these methods ensure you can create copies efficiently.