Category: Tutorials

Introduction:

Have you ever found yourself drowning in a sea of Word documents, wishing there was an easy way to convert them all into PDFs without the hassle of manual labor? Whether you’re tidying up your digital workspace, preparing documents for sharing, or simply looking to make your files more accessible and secure, we’ve got a solution that can save you hours of tedious work. In this post, we’ll walk you through a simple, automated process to convert your Word documents to PDFs directly within Google Drive, tailored for those who might not have a technical background.

Questions this will answer for you!

1. Do you often struggle with converting multiple Word documents into PDFs, wishing there was a way to automate this time-consuming task?
2. Have you ever needed to quickly convert a batch of job applications, project proposals, or class assignments from Word to PDF, but found yourself bogged down by the process?
3. Are you looking for an efficient way to manage your files on Google Drive, especially when it comes to ensuring your documents are in the right format for sharing or archiving?
4. Do you wish to leverage the power of automation to streamline your document management process but don’t know where to start?

The Solution: Simplifying Conversion with Google Apps Script

Converting Word documents to PDFs in Google Drive doesn’t have to be a manual or daunting task. By using Google Apps Script, a potent yet accessible automation tool provided by Google, you can easily set up a script that does the heavy lifting for you. This guide will introduce a straightforward script that automatically converts any Word documents in a specified Google Drive folder into PDFs, storing them neatly in a designated folder.

Step-by-Step Guide for Non-Tech Users:

1. Setting Up Your Google Drive: Begin by organizing your Word documents in a specific folder within Google Drive. This will be your source folder where the script will look for files to convert.
2. Creating the Google Apps Script: We’ll guide you through creating a new script project directly from Google Drive, a process that’s as simple as creating a new document.
3. Scripting Made Easy: No need to worry about coding; we’ll provide you with a ready-to-use script. All you need to do is copy and paste it, with clear instructions on where to customize the folder names.
4. Running Your Script: With just a click of a button, your script will start converting all the Word documents in your source folder into PDFs, automatically saving them in a specified target folder.
5. Enjoying the Benefits of Automation: Sit back and see how this simple automation saves you hours, allowing you to focus on more important tasks.

Step 1: Ensure Your Word Documents are in Google Docs Format

First things first, Google Drive shines when working with its native formats (Google Docs, Sheets, etc.). To smoothly convert your Word documents to PDFs, they should be in Google Docs format. Here’s how to check and convert:

• Check Format: Double-click a Word document in Google Drive. If it opens in Google Docs, you’re all set. If it downloads or prompts you to download, it’s still a Word document.
• Convert to Google Docs: Right-click the Word document in Google Drive, select “Open with,” then choose “Google Docs.” This creates a new document in Google Docs format.

Tip: To automate this for future uploads, adjust your Google Drive settings to automatically convert uploads to Google Docs format. Find this option in Drive settings under “General” > “Convert uploads.”

Step 2: Use Google Apps Script to Convert Documents

Google Apps Script is a powerful tool that can automate tasks in Google Drive, including converting documents. Don’t worry; you won’t need to write any code yourself. Just follow these simple steps:

1. Create a New Script:
   • In Google Drive, right-click and select “New” > “More” > “Google Apps Script.”
   • Title your new project something descriptive, like “Doc to PDF Converter.”
2. Copy and Paste the Script:
   • Erase any code in the script editor and copy-paste the following script:

function convertDocsToPDF() {
  var sourceFolderName = 'Your Source Folder'; // Change this to your folder's name
  var targetFolderName = 'PDFs'; // Desired name for the folder with PDFs
  
  var sourceFolder = DriveApp.getFoldersByName(sourceFolderName).next();
  var targetFolder = DriveApp.getFoldersByName(targetFolderName);
  if (!targetFolder.hasNext()) {
    targetFolder = DriveApp.createFolder(targetFolderName);
  } else {
    targetFolder = targetFolder.next();
  }

  var files = sourceFolder.getFiles();
  while (files.hasNext()) {
    var file = files.next();
    if (file.getMimeType() === MimeType.GOOGLE_DOCS) {
      var doc = DocumentApp.openById(file.getId());
      var blob = doc.getBlob().getAs('application/pdf');
      targetFolder.createFile(blob.setName(file.getName().replace(/\.[^/.]+$/, "") + ".pdf"));
    }
  }
}

• Replace 'Your Source Folder' with the name of your folder containing the Word documents.

3. Run the Script:
   • Click the play button (▶) in the toolbar. The first time you do this, Google will ask for permissions. Review and accept them.
   • If the run button is greyed out, make sure you’ve selected the function convertDocsToPDF in the dropdown next to the play button.

Step 3: Locate Your PDFs

After running the script, find a new folder in your Google Drive named “PDFs” (or whatever you named it), containing the converted documents. Voilà! Your documents are now accessible as PDFs.

Conclusion:

There you have it—a straightforward, no-fuss method to convert Word documents to PDFs within Google Drive, no tech expertise required. This process can streamline your document management, making sharing and viewing documents a breeze across different platforms and devices. Embrace the digital ease, and let Google Drive do the heavy lifting for you.

Happy converting!