Living with Google Apps and Microsoft Office
Google's move to an online version of Office continues with the announcement that they have purchased an online presentation system. Later this year Google Docs and Spreadsheets will also include something akin to Microsoft Powerpoint.
In most discussions of Google Apps it's considered a rival to Microsoft Office, where you have the choice of using either Google's online offerings or Microsoft Office - not both.
We'd like to suggest a middle ground - you can use Microsoft Office plus Google Docs and Spreadsheets to fill gaps that Office alone can't do.
This is a powerful combination, especially since Google Docs and Spreadsheets is available for free. The collaboration elements of Google's system might not be as comprehensive as Microsoft's alternative - but Microsoft requires a considerable investment in back-office technology (Windows Server, Sharepoint etc).
Google lets you access your documents from almost any Internet linked computer on the planet. Microsoft requires that you have Office installed on the computer for all but the simplest things.
Microsoft's Office Live isn't really an alternative to Google Docs and Spreadsheets since it requires Office to be installed on the local computer. It shows how Microsoft is clinging to their cash cow of Office in a changing world.
We won't bore you with a long treatise on the ramifications of Google vs Microsoft - that's a shifting battlefield that's closely analysed by almost anyone with a keyboard.
As we've mentioned before in Office Watch, we have serious concerns about any online 'office' rival used on its own. Those concerns remain however that's no reason why you can't 'cherry-pick' use of Google's service as it suits you.
From past experience we know we'll get angry messages from both sides of this debate - mostly accusing us of being in the secret pay of either Microsoft or Google. Of course we're not - in reading these articles you'll see that neither company gets a glowing endorsement.
In this and coming issues of Office Watch we're focused (as usual) on what you can do here and now. We'll show you how to expand the power of Microsoft Office with what Google Docs and Spreadsheets can do for you. It's not a perfect mix of technologies (we'll highlight the pitfalls) but it works quite well and opens up new options for all Microsoft Office users.
Some uses for Google Docs and Spreadsheets
Portability
Load some documents onto Google Docs and Spreadsheets and then access them from almost any Internet access point in the world - at a friend's house, branch office, Internet café etc.
You can alter, email or print the document without carrying a laptop.
Collaboration
This is where Google Docs and Spreadsheets really shines compared to Microsoft Office.
Instead of emailing a document around, upload it to Google Docs and Spreadsheets then make it available to others. They can, at your discretion, edit or just view the document. You can also 'publish' a document so that it can be viewed by anyone.
We use this to develop plans among our geographically diverse team. With emailed documents, each person can only enter their ideas in order. A Google based document can be edited by any collaborator at any time.
Backup
Strictly speaking Google Docs and Spreadsheets isn't a backup system because the documents you upload are converted. However it's worth keeping in mind as an option for offsite copying of content.
It's also useful when travelling with a laptop, if something goes wrong with the machine (or it is stolen) then it's nice to know that you can continue to work on key documents.
Google naming
Just to be clear from the outset:
'Google Docs and Spreadsheets' is the official name for Google's online word-processor and spreadsheet.
'Google Apps' is often used as an unofficial title for the range of online applications available.
'Google Apps for Domains' is an extension of 'Docs', 'Spreadsheets' and 'Gmail' to cover an entire domain name. This is designed for small businesses, clubs and even families.
Article posted: Wednesday, 25 April 2007
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