Why Editors Don’t Like Using Google Docs

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When writing and editing content, you may assume that Google Docs would be a favorite tool due to its cloud-based accessibility and collaboration features. However, many editors, including me, prefer other platforms, and some have developed a love-hate relationship with Google Docs. 

Don’t get me wrong. I use Google Docs for writing on a regular basis and love it, but I don’t think it’s suitable for editing, particularly for longer documents.

Let’s dive into some reasons why editors are often hesitant to use Google Docs.

1. Track Changes and Commenting Aren’t as Robust

Google Docs does offer real-time commenting and a “suggesting” mode, but they pale in comparison to the “Track Changes” feature in Microsoft Word. Editors often need to make detailed, inline changes, and while Google Docs supports this, its functionality isn’t always as sophisticated, especially for longer documents. You can make inline changes, but the description of what you did gets pushed way down the page, making it difficult to review the edits. In addition, comment threads can become cluttered, and resolved comments don’t always disappear as smoothly as expected.

In my experience, Google Docs can’t deal with large documents. Whenever I’ve tried to edit a document with more than 2,000 words, it almost implodes. As a result, I don’t find it useful for editing book-length documents.

2. It Doesn’t Play Well with Other Tools

Many editors use a variety of tools to make sure they’re as efficient and effective as possible when editing. For example, I use PerfectIt to help me check for consistency across a document. At the present time, PerfectIt doesn’t integrate with Google Docs

As far as I’m aware, it’s also not possible to use macros with Google Docs. Many editors use macros to search for and highlight potential issues in a manuscript or to change capitalization, punctuation, etc. at the click of a button to save keystrokes. Macros can save editors lots of time when editing, making Google Docs a less efficient option.

Some editors use third-party tools for grammar checks, plagiarism detection, or content management. Google Docs doesn’t integrate seamlessly with many of these, unlike other platforms. This forces editors to copy-paste text between programs, disrupting their workflow.

3. Limited Control Over Formatting

Google Docs tends to oversimplify formatting tools, which can be frustrating when working on professional, high-quality content. Editors often need precise control over margins, line spacing, and font styles, especially when formatting for publication. Google Docs’ lack of professional-grade formatting options can create extra work when transferring content to another platform like Microsoft Word or Adobe InDesign.

One common complaint is that documents don’t always maintain their formatting when exported to other formats like PDF or Word. Paragraph breaks, font sizes, and image placements might shift unexpectedly, forcing editors to spend extra time fixing these issues. So while, in theory, an editor could download the file from Google Docs to Microsoft Word, edit it, and upload it back into Google Docs, the file will likely lose some of the changes the editor made, wasting everyone’s time and money.

For example, I edit books for a publisher who requires that headings and paragraphs are styled using the Word Styles function. I formatted the manuscript for one of their clients using Word Styles, but she later uploaded it to Google Docs before sending it back to the publisher, and while it looked the same to the untrained eye, the background formatting that would tell the designer which parts should be formatted the same way was lost, so I had to do it all again.

4. Real-Time Collaboration Can Be Chaotic

Many businesses love Google Docs for real-time collaboration, but this can also be its downfall. Multiple people making changes simultaneously can lead to confusion, especially in large projects. Edits can be overwritten by accident, and navigating a fast-moving document can be overwhelming. Real-time collaboration is a nightmare for many editors. Often they will make a copy of the file and share it with the author when they’re done editing to avoid the mess that it can cause.

Personally, I find that editing is not a linear activity. On my first read through, I make changes as I go, but on my second read through, I sometimes change my mind and reject those changes. I don’t want my client to come along and accept or reject my changes until I’m happy with the changes I made.

5. Document Version Control is Messy

Google Docs does keep a version history, but it’s not as intuitive or user-friendly as it seems at first glance. Editors often need to restore previous versions of a document or compare changes across drafts. Google Docs can make this process more cumbersome than a standard file system where you save different drafts as distinct files.

6. Offline Access Isn’t Always Reliable

Many editors work in environments where they may not have constant internet access. While Google Docs offers offline mode, it can be finicky. Sometimes, changes don’t sync properly once the editor regains internet access, or offline mode simply fails to activate, making it a risky choice for editors on the go. No one wants to spend hours editing a document only to lose all their edits.

7. Google Docs Is Primarily Designed for Simplicity

The user interface of Google Docs was built with the everyday user in mind, not power users who need complex editing tools. Editors, especially those working on book-length manuscripts or high-stakes publications, often require advanced features for indexing, pagination, and footnotes, which are either missing or difficult to manage in Google Docs.

8. Limited Keyboard Shortcuts

For editors who spend hours working with documents, keyboard shortcuts are a must. While Google Docs offers some basic shortcuts, it lacks the robust set of commands that Microsoft Word provides, which can slow down the editing process.

I have a set of five or six shortcuts that I use with almost every project I work on. My two favorites are the shortcuts I created for macros that spell out a number instead of using numerals and swap out other punctuation for an em dash.

When you’re typing on a keyboard and using your mouse all day, you run the risk of developing repetitive strain injury, so eliminating keystrokes can help alleviate this.

9. Privacy Concerns

While Google Docs has built-in sharing and permissions features, some editors are concerned about data privacy and security. Since Google owns and stores the documents, companies and clients with strict confidentiality needs may avoid Google Docs due to the potential risks involved.

Conclusion on Why Editors Don’t Like Using Google Docs

Google Docs can be a powerful tool for casual collaboration and drafting, but for professional editors working on highly detailed or complex documents, its limitations can be frustrating. While it’s great for quick feedback and simple tasks, editors often turn to more advanced platforms like Microsoft Word that offer better formatting, tracking, and offline capabilities.

This isn’t to say that Google Docs doesn’t have its place—it’s just not always the first choice for those who need precision and full control over the editorial process.

If you’re an author who wrote your book in Google Docs, please consider switching to Microsoft Word for the editing process as it will make for a much smoother experience.For more discussion on the tools proofreaders and editors use, check out this blog post.