Google Docs
Google Docs
Overview
Google docs (http://docs.google.com) is a free, web-based word processor, spreadsheet, and presentation software suite that is an on-line equivalent to a stripped-down Microsoft Office package. Google docs can generally be utilized for any applications where Word, Excel, or Powerpoint software would suffice.
Strengths
The advantage Google docs has over traditional desktop word processor, spreadsheet, and presentation software packages is it allows multiple users to collaborate in real-time on the development of documents and forms. Users may access and edit the document simultaneously from any computer with an internet connection, a standard browser, and access to the Google docs site (http://docs.google.com). Recognizable toolbar buttons and menu options facilitate rapid use of Google docs applications by those familiar with traditional office software packages. Viewing, editing, and sharing capabilities of individual users are controlled by the document’s creator. Documents may be created in the application itself, from templates, or by uploading existing files from a local machine. Many standard file formats are supported for import (e.g., DOC, XLS, ODT, ODS, RTF, PPT, etc.). Open documents are automatically saved. By default, documents are stored on Google’s secure servers but may also be exported – again in many standard formats (e.g. CSV, HTML, TXT, XLS, PDF, etc.). Google Gears downloads Google docs documents to your local machine to provide access to them through your internet browser when you are offline (i.e., have no internet access).
Weaknesses
To create documents, individual users must have a Google account. However, documents may be shared with those who do not. Nevertheless, potential collaborators and viewers of documents must have initial access to Google docs website, which is blocked by some agencies and organizations (see Firewalls). Advanced editing options available in some desktop office software packages (e.g., text formatting, custom animation) are absent in Google docs applications. Producing versions of documents with formatting suitable for printing will typically require export to a desktop software package for final editing. Limits on file size and storage do exist, but are unlikely to be exceeded except in extreme cases.
Examples
A page on the Google docs site describes real-world examples for student, teacher, business, personal, and non-profit situations (http://www.google.com/google-d-s/tour5.html# ). Google docs can be used similarly to TypeWith.Me during conference calls to share text documents for group viewing (e.g., agendas) or wordsmithing and editing (e.g., meeting minutes, reports, or outlines). Presentations viewed through Google docs provide similar functionality as other online conferencing applications for conference calls and webinars (e.g., WebEx). The SEPIF Web Tech committee used Google Docs for the final editing of this document.
Further reading
Google provides a tour and help forum here: http://docs.google.com/support
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