How many times have you typed up a document, emailed it to a colleague for review, go it back, made your edits, sent it BACK for review, and so on until you have five or six versions of a document and a clogged up inbox? I know, some of you have a network and can share files, but what if you need to collaborate with someone in another city, state or country? You need to be able to easily collaborate on documents without all the hassles of email attachments. Let me introduce you to Google Docs.
What is Google Docs?
According to Wikipedia, “Google Docs is a free web based word processor, spreadsheet, presentation, form, and data storage service offered by Google. It allows users to create and edit documents online while collaborating in real-time with other users.”
Similar to many other office productivity applications, Google Docs allows you to:
- Create basic documents from scratch or start from a template.
- Standard look and feel to the interface across applications
- Easily make bullet lists, sort columns, add tables, insert images, formulas, change fonts and colors, etc.
- Upload your existing files (in various formats like DOC, XLS, ODT, ODS, RTF, CSV, PPT)
- Multiple simultaneous users viewing and editing a document
These are just some of the features in Google Docs and oh, by the way, it’s FREE!
Why Use Google Docs?
Are you tired of paying hundreds of dollars for your office productivity software and trying to stay up to date with the latest versions? Google Docs is a great alternative especially for a school, church or small business. Also, the learning curve is very short for any employee who knows even the tiniest bit about your current software. Google Docs also allows you to assign document rights to certain individuals. For example, you can quickly give edit rights to a co-worker and view only to your supervisor so they can track your progress.
With today’s economy, you need to be thinking about ways of saving money. I know what you are say, “But Jim, EVERYONE uses Microsoft Office and Google Docs isn’t compatible with Office!” Well, that’s not true. As I said, Google Docs supports all of the standard document extensions like .DOC, .XLS and .PPT. You can easily import and export files in these formats. Further, you can quickly embed documents and presentations into your website. You and your staff and access their document from any internet enabled device from a smartphone to a computer without the need for cumbersome VPNs.
Check out this video from Google:
Additional Resources from Google
So, why not give Google Docs a try for your next collaborative project or presentation. You might find yourself switching.
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