---
title: "How to use Google Docs variables"
description: "Need to streamline the process of filling in standardized templates? Here's how to use Google Docs variables as dynamic placeholders."
image: "https://images.ctfassets.net/lzny33ho1g45/5LgNoaJ8dOotOnBwEUR1js/a86173ff0fc1bd01d74becc48afa9b8d/google-docs-hero-neutral.png"
---

# How to use Google Docs variables

Need to streamline the process of filling in standardized templates? Here's how to use Google Docs variables as dynamic placeholders.

When I worked at a law firm, I edited a lot of [templated documents](https://zapier.com/blog/how-to-make-document-template/), like engagement letters, affidavits, and invoices. Because the law is the law, there was absolutely no room for error. My only strategy to ensure I filled in every document accurately was simply to be _very, very _careful. (I never said it was a _great_ strategy.) 

Word processors like Google Docs have come a long way since. Now you can use variable chips in Google Docs to streamline the process of creating and editing templates. 

Here, I'll show you how to use Google Docs variables to build and fill in your template. 

**Table of contents**: 

- [What are Google Docs variables?](#what)
- [How to use variables in Google Docs](#how)
- [Use cases for Google Docs variables](#use-cases)
- [Automate Google Docs](#automate)

## What are Google Docs variables? 

Google Docs variable chips allow you to insert dynamic data, such as names, dates, and addresses, into your document. Then you can enter the value of the variable once, and Google Docs will update the rest. This way, you can fill in repeat fields at the same time, ensuring consistency throughout your doc.

Note: Google Docs variable chips are currently available only on eligible school or work Google accounts.

## How to use variables in Google Docs 

There are a few ways to insert Google Docs variables. In my experience, this is the fastest way to do it. (I'll be using a dog adoption letter as my template.)

1. Open your template (or a new document) in Google Docs.
2. Place your cursor where you want to insert a variable. Type `@`, and then click **Variable** (under the _Smart Chips_ section) or enter `Variable`.

3. In the _Create variable_ window that appears, enter a recognizable _Variable name_. Then click **Create**.

4. Copy and paste that variable wherever else you need it in the doc.
5. To set the variable value (the text that displays for that variable in this particular version of your template), click the area where it says _No value_ for that variable chip.

6. Google Docs will add a thick outline around the first instance of that variable directly in the document and highlight subsequent occurrences. Enter the value in the first instance. In this example, I've entered the name of the soon-to-be-adopted dog, `Taco`.

**Note**: Google Docs automatically modifies the variable text to match the surrounding text format. For example, if the surrounding text is bolded, your variable text will also be bolded. 

That's it! Just rinse and repeat the above steps to add new variables to your template. 

### Changing a variable in Google Docs

Ideally, lots of dogs are getting adopted. Each time you're sending out an adoption letter, all you have to do is edit _one_ variable in the doc, hit **Enter**, and every other instance automatically updates to match. Note: You can only edit the variable value in the document—not in the _Variables_ panel. 

## Use cases for Google Docs variables 

There are endless ways you can use variables in Google Docs to streamline your daily workflows. Here are a few ideas to get you started. 

- **HR and recruiting. **If you have templated letters, like job offers and termination agreements, use variables to update the recipient's name and start or end date.
- **Marketing. **Update [templated marketing emails](https://zapier.com/blog/email-marketing-templates/), like [welcome messages](https://zapier.com/blog/welcome-email-template/) and feedback requests, with the customer's name and relevant links.
- **Accounting. **Sending invoices? Use variables to automatically populate repeat instances of the amount owing and the payment due date.
- **eCommerce. **If you're sending post-purchase emails, like confirmation messages and [thank yous](https://zapier.com/blog/thank-customers/), use variables to update the product name and order number.

## Automate Google Docs 

Variable chips in Google Docs are handy—but they're still a few features short of fully automating the process of filling in document templates. 

With Zapier, you can [connect Google Docs](https://zapier.com/apps/google-docs/integrations) to thousands of other apps, including Google Sheets and Google Forms. This way, you can automatically do things like [populate a Google Docs template](https://zapier.com/blog/create-autopopulate-google-docs-template/) or [create new templates based on form responses](https://zapier.com/blog/google-docs-templates-from-form-responses/), and then store those responses in Airtable or another database. 

Learn more about [how to automate Google Docs](https://zapier.com/blog/automate-google-docs/), or get started with one of these pre-made workflows. 

**Related reading: **

- [How to create Google Docs templates based on form responses](https://zapier.com/blog/google-docs-templates-from-form-responses/)
- [How to compare two Word documents](https://zapier.com/blog/compare-two-word-documents/)
- [How adding document automation to your workflows helps your business](https://zapier.com/blog/adding-document-automation-to-your-workflows/)
- [How to do subscript and superscript in Google Docs](https://zapier.com/blog/superscript-subscript-google-docs/)
- [How to see who viewed your Google Doc](https://zapier.com/blog/how-to-see-who-viewed-your-google-doc)

_This article was originally published in August 2023. The most recent update was in May 2025. _