Word or Google Docs: Which is better for copyediting?

A year ago, I lost a copyediting job because I didn’t want to edit in Google Docs. Everything was going swimmingly until I mentioned my preference for Word. Then the client went silent. I followed up a week later and they told me they hired someone who was comfortable using Google Docs.

Don't get me wrong. I use Google Docs all the time, particularly when I'm writing content or copyediting short pieces. But editing a full-length manuscript in Google Docs? Nah, it's too risky. I can't use built-in Word tools that improve the speed and accuracy of my editing. And don't get me started on the errors that arise from poor document control and choppy Wi-Fi!

Look, I can understand why Google Docs is the format of choice for a lot of business owners:

• It’s free.

• It’s collaborative.

• It saves automatically.

• It has editing and suggesting tools.

But if you’re an editor, it can be a real pain. Here’s why I prefer using Word when copyediting books or long-form content:

1. I can find and replace formatting and styles

Google Docs can find and replace words, but Word also allows me to find and replace formatting and styles. Publishers or business clients often ask me to apply fiddly styles to body text, headings, footnotes and block quotes. This function makes the process faster and less time-consuming. Google Docs doesn’t allow me to do this unless I use an add-on – but it isn’t free.

2. I can work offline

Word isn’t dependent on a wi-fi connection, so I can use it offline. If there are speed or connectivity issues, Google Docs slows down or I can’t access the document. Sure, I can probably download the extension and work offline, but that’s an extra step that only adds to the editing time. And while Word can be buggy sometimes (if the document is complex and it's gone through a few edits), it's nothing compared to a Google Doc that won't save because the cable connection is down or unreliable.

3. I can keep track of earlier versions

Using Word minimises document control issues. I can save different versions and refer to them when I need to. With Google Docs, however, making constant changes to the same document can make feedback rounds blurry. Sure, I can toggle to the version history, but it’s not as easy to review corrections. Plus, if you’ve got a large document with multiple versions, some versions may get merged. Or worse, the document may lag or get corrupted.

4. I’m the only one who can access it at any time     

Because Word files aren’t shared documents, the client can’t make changes while I’m editing, or watch as I make the changes. Watching someone make changes in Google Docs is like seeing a planchette move during a séance – it’s unnerving!

Even though I’ve asked clients not to use the document while I’m working on it, I can usually see an avatar appear and their cursor fly around the document. And if they change content when I'm offline, they're liable to make changes in parts I’ve already edited and introduce new errors. Not ideal!

5. I can use Word macros     

Word has been around for decades, which is why users have developed thousands of macros (i.e. task automations or shortcuts) to speed up the writing and editing process. This means there’s a macro for tasks that would normally be dull and repetitive, like removing double spaces, fixing lowercase letters after a full stop or replacing hyphens with en dashes in number spans.

Plus, editors aren't the only ones who can use macros. Writers can use them to clean up their manuscript before it goes to an editor. Not only does this reduce errors, but it also makes your edit less time-consuming or expensive. To find out more about how macros work, see Paul Beverley’s Macros for Editors or check out his YouTube channel for step-by-step trainings.   

6. I can use PerfectIt

Word is compatible with PerfectIt, which helps me weed out style, spelling or title case discrepancies. While it’s a consistency checker and you need to check each flagged item individually, it’s still faster than checking the entire document. Plus, it can generate a report with common errors, which can be handy for author notes or manuscript assessments.

Word or Google Docs: The Verdict

Word and Google Docs have been battling it out for years – with Google releasing more and more features to compete with its older rival. And while Google Docs is free, easy to use and collaborative, it isn't always the best option for editing, particularly if your manuscript is long or complex. For a start, it doesn't have as many features and it's not compatible with macros, which speed up the editing process, and its reliance on wi-fi means that edits may not be saved if your connection is choppy.

Word, on the other hand, has more advanced find-replace features, limits access, doesn't require an internet connection and allows me to use macros and PerfectIt. This makes the edit faster and more accurate – and I can then pass on the savings to clients.

So if you’re using Google Docs for your non-fiction book or long-form content, consider switching to Word. Even though you need to pay for a subscription, it's the gold standard in book publishing – and you'll get a better result from your editor, which is the ultimate goal, right?

Got a Word document that needs a copyedit? Request a sample edit or contact me for a quote.