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In the desktop version of Google Docs, place the cursor where you want an item, type @, and choose a result from the menu. Keep typing after the @ to filter by a person’s name or email, a file name, a date phrase, or a menu feature. You can also open the same choices from Insert > Smart chips.
The menu is more than a chip picker: it can insert people, Drive files, dates, Calendar events, building blocks, checklists, tables, images, charts, headings, hyperlinks, and other document elements. A person chip is only a mention or link; it does not grant that person access to the document.
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What the @ menu does
The @ menu is an insertion shortcut in Google Docs. It starts with the insertion point in your document, then offers matching chips and document components. The exact suggestions can vary by account, document, and available Workspace features, so treat the menu as a searchable set of options rather than a fixed list that appears identically for everyone.
| Item you want | What to type after @ |
What is inserted |
|---|---|---|
| Person | The person’s name or email address; use @me for yourself |
A people smart chip that identifies the user |
| Drive file | The file name or related keywords | A file chip linked to the selected file |
| Date | @today, @tomorrow, @yesterday, a specific date, or a phrase such as @next tuesday |
A date chip with date controls |
| Calendar event | Search for the event by its title or other matching text | An event chip for the selected Calendar event |
| Email draft | A term such as @email |
An email-draft building block |
| Other document elements | Search by the feature name or browse suggestions | Options such as dropdowns, checklists, lists, images, tables, charts, headings, or hyperlinks |
Google also describes building blocks for workflows such as meeting notes. Custom building blocks can be reused by their creator. Someone else can copy the template and make their own custom building block, but does not automatically gain control of the creator’s original.
Start with the basic desktop workflow
- Open the document. Use Google Docs on a computer for the workflow described here. Mobile menus and controls can be different.
- Place the insertion point. Click in the paragraph, table cell, or other location where the item belongs. On a blank line, you can also use the
@button when it is displayed. - Type
@. A suggestion menu opens near the cursor. If it does not, confirm that the cursor is in an editable part of the document rather than a view-only area. - Filter the menu. Type letters, numbers, or symbols immediately after
@. The suggestions narrow as you enter more characters. - Choose the intended result. Click a suggestion, or use the keyboard to move through the list and confirm the highlighted item.
- Check the inserted item. A chip or building block appears at the cursor. For search results with similar names, verify the selected person, file, date, or event before continuing.
You can reach chip choices without typing the shortcut by opening Insert > Smart chips. The @ method is usually faster when you already know what you want; the menu path is useful when you want to browse available chip categories.
Insert a person smart chip
Search by name or email
- Click where the mention should appear and type
@. - Start entering the person’s name or email address.
- Select the matching person from the suggestions.
The inserted people chip identifies the selected user and can be opened for the actions available for that chip type. If several people have similar names, entering more of the email address is a reliable way to narrow the list. To insert yourself, type @me and select the result for your account.
Use a people chip in a document workflow
People chips are useful in ownership lines, review requests, decision logs, and meeting records. For example, a project note can contain “Owner: @me” or a reviewer’s name as a chip. The chip keeps the person reference connected to the document instead of leaving an unstructured name in plain text.
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Mentioning a user does not share the document with that user. Google’s help states: “When you mention another user in a smart chip, they don’t automatically get access to your document.” If the person needs to read or edit the file, open the document’s sharing controls and grant the appropriate permission separately. A chip and a sharing change are two different actions.
Insert a file chip
Find the file
- Place the cursor where the file reference belongs and type
@. - Enter the file name, a distinctive word from the name, or another related keyword.
- Review the matching files and select the intended result.
The file appears as a chip rather than as a long pasted URL. Use a distinctive keyword when a folder contains similarly named documents. If the list is broad, add more characters until the correct file is easy to identify.
Verify the selected file
Before you move on, check the chip’s label and open its available preview or link action if you need to confirm the destination. Selecting a file chip does not, by itself, change that file’s sharing settings. People who cannot access the referenced file may still be unable to open it, so manage permissions on the file separately when necessary.
Add date chips and Calendar events
Insert a date from a phrase
- Click at the date’s location and type
@. - Enter a supported phrase such as
@today,@tomorrow,@yesterday, a specific date, or a relative phrase such as@next tuesday. - Select the date suggestion that represents the intended day.
The result is a date chip. Date controls let you edit the chip later if the schedule changes. Editing the chip changes the date displayed in the document; do not assume that it creates, edits, or grants access to a Calendar event.
Insert an existing event
- Type
@where the event reference should appear. - Search for the Calendar event and review similarly named results.
- Select the correct event.
An event chip points to the selected event. It is distinct from a date chip: a date chip represents a day, while an event chip represents a specific Calendar entry. The available event results and actions depend on what your account can see.
Use dates in plans and trackers
Date chips work well for due dates, milestones, publication targets, and review windows. Put the date beside a person chip when a line needs both an owner and a deadline. If you later change the date, use the chip’s date controls rather than replacing it with unlinked plain text.
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Explore building blocks and other elements
Email drafts
Typing a term such as @email filters the menu toward an email-draft building block. This lets you prepare the draft inside a document workflow rather than inserting an ordinary paragraph that only describes the message. The available fields and follow-up actions are controlled by Google Docs’ building-block experience.
Meeting notes and reusable blocks
The menu can surface meeting-note building blocks and other structured templates. A custom building block is reusable by the person who created it. Other collaborators can copy the template and create their own custom building block, which prevents accidental changes to the original reusable design.
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Use the menu when you need a status dropdown, a checklist, a bulleted or numbered list, or a hyperlink. Searching for the feature name is faster than scrolling through the full suggestion list. These are document elements, not all smart chips, so the menu’s purpose is broader than inserting linked people, files, and dates.
Images, tables, charts, and headings
The same menu can expose insertion choices for images, tables, charts, and headings. If you know the element you need, type its name after @; otherwise, browse the suggestions. Inserting through the menu does not remove the normal toolbar and menu commands, so use whichever route is clearer for the current document.
Search more accurately in a crowded menu
- Use the most identifying text first. A surname, full email address, unusual file word, or event title produces fewer false matches than a generic term.
- Keep typing instead of scrolling. Characters entered after
@progressively narrow the results. - Distinguish a date from an event. Enter a date phrase when you need a day; search for the event when you need a specific Calendar entry.
- Confirm near-duplicates. Check the person, file, or event label before selecting a result with a similar name.
- Try the menu path when search is unclear. Open Insert > Smart chips to browse chip categories directly.
Choose the right result before inserting
The fastest workflow starts by deciding what kind of reference you need. A person chip identifies an account, a file chip points to a Drive item, a date chip represents a day, and an event chip points to a particular Calendar entry. These may look similar in a project note, but they support different follow-up actions. If the requirement is simply “review by Tuesday,” use a date chip. If the requirement is “join the Tuesday planning meeting,” search for the Calendar event instead.
Building blocks are a separate choice. An email draft or meeting-notes block inserts a structured area for a workflow, not just a link-like reference. Dropdowns and checklists likewise add document structure. When the suggestion list contains several categories, type the feature name rather than selecting the first result that happens to match a word.
Plan sharing separately from insertion
Inserting a chip and granting access are independent steps. Before sending a document to a reviewer, check both the document’s sharing settings and the permissions on any Drive file referenced by a file chip. A person can appear in a people chip and still be unable to open the document. Likewise, a collaborator who can read the document may not have permission for a linked file. Resolve those access questions with the relevant sharing controls instead of deleting a useful chip.
This separation is also useful for privacy. A mention records who is relevant to a document without silently notifying that person or changing the file’s audience. Add only the people and files that belong in the workflow, then share deliberately with the intended readers or editors.
Edit, replace, or remove an inserted chip
After insertion, click or select the chip to open the actions available for that type. Date chips include date controls so you can change the represented day. Other chips may offer a preview or a link-style popup. If the wrong result was inserted, select the chip and replace it with the correct person, file, date, or event; if you do not need the item, delete it like a selected document element and type ordinary text instead.
Do not turn a chip into plain text merely to solve an access problem. A people or file chip does not determine sharing. Adjust the document or file’s sharing settings when access is the issue.
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Google’s screen-reader guidance covers keyboard navigation for selecting a smart chip and opening its popup. The exact actions depend on the chip type. A keyboard user can type @, enter filter text, move through the suggestions, and confirm a result without relying on a mouse. Once a chip is selected in the document, use the documented keyboard command for your screen reader to open its popup and reach the actions exposed for that chip.
The accessibility guidance also covers tasks with an assignee and date and task trackers. Those features can be useful when a document needs more than a simple mention or deadline, but the available commands and announcements vary by chip type and assistive technology. If a popup does not announce its controls, follow the current Google Docs screen-reader instructions for your platform and browser.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Common problems and fixes
The menu does not appear
- Confirm that you typed the standard
@character in an editable location. - Check whether the document is view-only or whether your account lacks edit permission.
- Try the Insert > Smart chips menu instead of the shortcut.
- On a blank line, look for the visible
@button and use it to open suggestions.
The expected person or file is missing
- Type more of the person’s name or email address.
- Use additional words from the file name or related keywords.
- Check that you are searching for the right item type; a Calendar event and a date are separate choices.
- Remember that Google documents available categories and selection steps, not a guarantee that every suggestion appears for every account or document.
A collaborator cannot open the chip
Check permissions separately. Mentioning a person does not share the document, and inserting a file chip does not automatically grant access to the referenced file. Use the relevant sharing controls for the document or linked file.
The date is wrong
Select the date chip and use its date controls to edit the represented day. For a recurring workflow, verify relative phrases such as @next tuesday before selecting them, because the phrase is interpreted as a date rather than as a general reminder.
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Practical patterns for using the menu
Assign a review
In a review table or paragraph, insert a people chip for the reviewer, a file chip for the source document, and a date chip for the deadline. Grant document access separately if the reviewer needs to open the file.
Build meeting notes
Start with a meeting-notes building block if it is available, then add event and attendee references where they belong. Use date chips for follow-up deadlines and a checklist for action items.
Create a project handoff
Use a file chip for the specification, a people chip for the owner, and a date chip for the handoff date. Add a dropdown for status and a hyperlink when the destination is not a Drive file.
Desktop scope and mobile differences
The detailed steps in this guide follow Google’s computer instructions. Google also provides mobile guidance, but the keyboard, suggestion list, and chip controls can differ on phones and tablets. If you are working in a mobile app, look for the app’s insert or chip command rather than assuming that every desktop shortcut or popup is present.
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Frequently Asked Questions
How do I insert a person smart chip in Google Docs?
Place the cursor, type @, enter the person’s name or email address, and select the matching suggestion. Type @me to insert yourself.
How do I add a file chip in Google Docs?
Type @, enter the file name or related keywords, review the matches, and select the intended Drive file.
How do I add a date chip in Google Docs?
Type @today, @tomorrow, @yesterday, a specific date, or a phrase such as @next tuesday, then select the date suggestion.
Does mentioning someone share my Google Doc with them?
No. A people chip does not automatically grant document access. Use the document’s sharing controls to add the person as a viewer, commenter, or editor.
What is the difference between a date chip and an event chip?
A date chip represents a day and can be changed with its date controls. An event chip points to a specific Calendar event.
Can the @ menu insert more than smart chips?
Yes. It can also surface email drafts, meeting notes, custom building blocks, dropdowns, checklists, lists, images, tables, charts, headings, and hyperlinks.
Why can’t I find a person or file in the suggestions?
Enter more identifying text, such as the full email address or additional words from the file name. Availability can also vary by account, document, and enabled Workspace features.
Can I use the @ menu on a phone?
Google provides separate mobile guidance, but the keyboard, suggestion list, and chip controls may differ from the desktop workflow.
The Bottom Line
On a computer, type @ at the insertion point, narrow the results with a name, email, file keyword, date phrase, or feature name, and select the intended item. Use people, file, date, and event chips for linked references; use building blocks and other menu elements when you need document structure. Verify near-duplicate results and handle sharing separately: a chip does not automatically grant access.
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