We are living in an ever-increasing instant world. We want same day delivery, even faster food and all episodes of a series available at once. Basically, we want things done yesterday – otherwise, it ain’t good enough!
The software developers over at the Googleplex are forever improving their user experience (UX) offering. On the whole, Google Workplace menus are quite clean (simple, clear and functional). However, if you don’t know where the tool you need resides, it can still take some time navigating all the menus to figure out where it is.
Previously, if you didn’t know what menu the tool you were looking for was on, you would have to go to the “Search the Menus” function, which was hidden away under the “Help” menu. That would mean having to click the mouse twice before typing in your search request – shock horror! Or, if you are a tapper rather than a clicker, you would use the keyboard shortcut [ Alt + / ] to access the same function.
Well, Google decided this wasn’t a quick or intuitive enough process. Back in April 2023, they rolled out an even speedier way to access the Google Workplace tools you need. They launched their tool finder.
Where is the Google Workplace tool finder?
The tool finder can be found in all applications across Google Workplace: Google Docs, Google Sheets and Google Slides. It is denoted by a magnifying glass icon accompanied by the word “Menus” in a white, horizontal oblong, typing field. It takes a prominent position in the main toolbar, in the top left-hand corner, under the “File” menu.
How do you use the Google tool finder?
Simply:
- Click on the tool finder search bar.
- Using your own words, type in a description of the tool or function you are looking for.
- Select the correct option from the list of suggestions generated.
Benefits of the Google tool finder
- You don’t have to go searching for the search bar.
It is there in prime position; you are 1 click away from conducting your search.
- You can search for terms using your own words.
You are not required to know the exact name of the function. If you describe the function in your own words, it will bring up all possible related items.
For example: If you were to conduct the search “who last viewed this document,” the tool finder would bring up the “Activity dashboard” (the correct tool) as an option.
- You avoid trawling menus.
It is not a menu finder. It isn’t like a library where you can find out what aisle or bookcase a book is on, but you still have to go and pick out that book from the shelf. With the tool finder, once you have selected the relevant function or tool from the list of suggestions provided from your search, you will just be able to apply that function straightaway in the document, sheet or slide.
- The tool finder will automatically bring up your recently used functions.
When you have used the tool finder a couple of times, when you next click on the search bar, it will automatically recommend functions or tools you have recently used. Okay, maybe not revolutionary for tools on the main toolbar, but for ones that are not, it is an amazing time-saver!
For example, if you have made the stylistic decision to change all the titles in your document to be in UPPER CASE, manually you would have to go to Format > Text > Capitalisation > UPPER CASE. Instead, with the tool finder you can access this function with half the number of clicks and repeat with ease.