Getting Started with Doc Variables: A Complete Beginner's Guide

Welcome to Doc Variables! If you're tired of copying and pasting the same information across documents, you're in the right place. This guide will take you from zero to productive in about 10 minutes.

What is Doc Variables?

Doc Variables is a Google Workspace add-on that transforms your documents into smart, fillable templates. Instead of manually replacing names, dates, and details in every document, you define variables once—and Doc Variables creates a simple form that fills everything in for you.

Think of it like this: You have a contract template. Every time you use it, you need to change the client name, project details, dates, and pricing. Without Doc Variables, that's 15 minutes of find-and-replace. With Doc Variables, it's 60 seconds in a form.

Step 1: Install Doc Variables

Installation takes 30 seconds:

Go to the Google Workspace Marketplace
Click Install
Authorize the permissions (Doc Variables needs access to read and edit your documents)
Done! The add-on is now available in all your Google Docs

The free tier includes 20 document generations—plenty to see if Doc Variables works for you.

Step 2: Open the Sidebar

Open any Google Doc, then:

Click Extensions in the menu bar
Select Doc Variables
Click Start

The Doc Variables sidebar will appear on the right side of your document. This is your command center for creating and filling templates.

Step 3: Create Your First Variable

Variables are placeholders that get replaced with real values. The basic syntax is simple:

${Variable Name}

Type this anywhere in your document. For example, in a letter:

Dear ${Client Name},

Thank you for choosing ${Company Name}. We're excited to work with you on ${Project Name}.

When you open the sidebar, Doc Variables automatically detects these placeholders and creates a form with fields for each one.

Step 4: Fill and Replace

With your variables in place:

Open the Doc Variables sidebar
You'll see a form with fields for each variable
Fill in the values (e.g., "Acme Corp" for Client Name)
Click Replace Variables

Every instance of ${Client Name} in your document becomes "Acme Corp"—instantly, consistently, without errors.

Variable Types: Beyond Basic Text

Doc Variables supports several variable types for different needs:

Text Variables (Default)

${Client Name}

Simple text replacement. Whatever you type in the form appears in the document.

Date Variables

${Start Date::date}

Creates a date picker in the form. Dates are formatted consistently across your document.

Dropdown Variables

${Payment Terms::dropdown::Net 15,Net 30,Net 45}

Creates a dropdown menu with predefined options. Great for standardizing choices across documents.

Textarea Variables

${Project Description::textarea}

Creates a larger text box for multi-line content like descriptions or notes.

Checkbox Variables

${Include NDA::checkbox}

Creates a checkbox. Useful with conditional sections (covered below).

Calculated Fields

Doc Variables can do math for you:

${Quantity}
${Unit Price}
${Total=Quantity*Unit Price}

When you fill in Quantity (10) and Unit Price (50), Total automatically calculates to 500. No manual math, no calculator needed.

Conditional Sections

Sometimes you need different content based on selections. Conditional logic handles this:

?{${Agreement Type}(=)Retainer::The Client agrees to pay a monthly retainer of ${Retainer Amount}.}

This text only appears if "Agreement Type" equals "Retainer". Otherwise, it's removed entirely—keeping your documents clean and relevant.

Tips for Better Templates

Use Clear Variable Names

Good: ${Client Company Name}
Bad: ${ccn}

Descriptive names make your form self-explanatory. Anyone can fill it out without documentation.

Group Related Variables

Put related variables together in your document. The form fields appear in the order they're first encountered, so logical grouping creates a logical form.

Test Before Sharing

Always run through your template once before sharing it with your team. Catch typos in variable names and verify calculations work correctly.

Keep a Master Copy

Save your template separately from generated documents. Make a copy each time you need to create a new document, so your original template stays clean.

Common Use Cases

Doc Variables works for any document with repetitive elements:

Contracts and agreements — Client names, dates, terms, pricing
Proposals and quotes — Project details, deliverables, costs
Invoices — Client info, line items, totals
Letters and correspondence — Recipient details, dates, personalization
Reports — Project names, periods, data points
HR documents — Employee info, dates, department details
Educational materials — Student names, grades, comments

Keyboard Shortcuts

Speed up your workflow:

Ctrl/Cmd + Shift + S — Open Doc Variables sidebar
Tab — Move between form fields
Enter — Replace variables (when form is complete)

Troubleshooting

Variables not detected?

Check your syntax. Variables must use ${ and } exactly. Watch for curly quotes (") vs straight quotes—Google Docs sometimes auto-converts these.

Form fields in wrong order?

Fields appear in the order they're first encountered in the document. Rearrange your variables to change the form order.

Calculations not working?

Ensure variable names in calculations match exactly, including capitalization. ${Total=Quantity*Unit Price} requires variables named exactly "Quantity" and "Unit Price".

What's Next?

You now know enough to create powerful templates. Here's how to level up:

Start with one document — Pick a document you create frequently and convert it to a template
Add complexity gradually — Start with basic variables, then add dropdowns and calculations as needed
Share with your team — Put templates in a shared Drive folder so everyone benefits
Explore advanced features — Check out AI-powered variables, CRM integrations, and batch processing

Ready to Save Hours?

You've learned the fundamentals. Now it's time to put them into practice.

Install Doc Variables and create your first template. The free tier gives you 20 document generations—enough to experience the time savings firsthand.

Questions? Check our other guides for industry-specific templates and advanced techniques.

Doc Variables is trusted by 160,000+ professionals who refuse to waste time on copy-paste. Join them today.