Article by Noel Hines

If you have not already heard of it then here goes. Google Docs is a free way to store your documents online. The easiest way I can explain this is with an example using a Newsletter. A Newsletter is often created and modified by a group of people. The information for a newsletter also comes from a number of places local, nation or even international. Just think of it the number of phone calls and emails back and forth and the attempt to keep all the different pieces of data together, accurate and up to date. You would normally have to have someone organise all of the information into one document and then make changes every time a new bit of information comes to light, not a good position to be in.

So this is where Google Docs steps in, you can upload existing files so you do not need to start a project from scratch. The file formats that are accepted are generally found within an office setup they include DOC, XLS, ODT, ODS, RTF, CSV, PPT, etc. You may create basic documents from scratch of by using a template. You will get all the standard editing features you are familiar with such as altering fonts, adding images, adding tables, comments and bullet lists. You will be up and running in no time. A similar theme from what you are used to offers you toolbar buttons so you can easily modify the common elements you would expect when you work offline.

The beauty of Google Docs is that you get all the above for free and it comes with security and sharing. Your work is online and only in one place it can only be accessed by people who have your permission. Once permission is given then it maybe worked on this can be 2 or more people anywhere in the world.

Try it with a short document and see how good it is and remember it is real-time, online and free.

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Article by Mike Tweet

Most high school and college students have access to a computer that probably already has an office suite of some sort on it. With free office suites like Open Office, it’s hard not to have access to something to make documents and spreadsheets today. One application, an online one, called Google Docs might be something that students should consider.

Google Docs isn’t quite as full featured as some office suites but it does get the job done. For basic papers and spreadsheets it that functions that most students will need. It has the ability to open your Microsoft and Open Office documents and save them back in those formats.

The technical features aren’t where Google Docs shines the most. There are certain features that are missing in this word processor compared to some of the desktop based applications that are used. While this is a downside, the sharing features is the huge benefit of using this online application especially in a classroom or group setting.

Many students have group work or group projects. With the sharing features you can let other student have access to the same documents that you are working on. This means that if you are collectively writing a paper that it can be edited and shared easily without having to email a document back and forth to each other hoping the other one didn’t make changes while you worked on it as well. When there are more than two people, the email process can become a nightmare.

Something students might consider it taking their class notes and dropping them into a shared folder with each other on Google Docs. This would give those in the class access to much more notes than before so that the material can be learned as opposed to just learning what you happened to hear or write down personally.

Article by Chris Holgate

Whilst Google Docs has been around for sometime my lack of experience with it has prevented me from covering it in these articles. However when opening our new trade counter in Newton Abbot I found myself creating several spreadsheets to get constantly changing information like store pricing and booked holiday in one place for all my staff. Ever since then I have been solving an increasing amount of issues using my new friend ‘Google Docs’.

To get started, set up a free Google Account (if you don’t already have one) at http://docs.google.com. From there you will now be able to create an online Document, Spreadsheet or Presentation. As well as then giving you access to these documents from wherever you are in the world, you also have the added advantage that you can choose to share them with any number of different people. Those that you trust to make their own changes can then also edit the document, even at the same time as another user.

There are three primary types of file that you can work with:

Word Processed Documents

* Either create a document from scratch or upload an existing Word, OpenOffice, RTF, HTML or plain text file. Files can also be saved back in to these formats for distribution in more conventional formats.

* Files are created using a WYSIWYG (What You See Is What You Get) editor. Those familiar with Word should have no problems using this and similar formatting and insert tools are provided.

* Each document has a maximum size of 500kb and a 2mb limit for embedded images.

Spreadsheets

* Documents can be created from scratch or imported from Excel, OpenOffice, CSV or a plain text file. In the same way as with documents, work created in the Spreadsheet can also be saved back in to those formats.

* The layout and navigation is very similar to Word and the previously mentioned formatting and formula editing tools are provided.

* The spreadsheets you can create can be up to 256 columns, 200,000 cells or 100 sheets; whichever is reached first.

Presentations

* Work can be imported and exported in PowerPoint format along with the facility to save as a PDF file.

* A familiar looking WYSIWYG editor is provided to allow you to easily format your slides as well as inserting images and videos. Those used to using Word or PowerPoint shouldn’t have any issues.

* Presentations can be a maximum of 2mb in size when uploaded.

The remarkable thing you’ll notice about Google Docs is how fully featured the applications are, despite the fact that you don’t need to download or install any software. The service comes in to its own with the share functionality which is incredible; it’s quite surreal to be working on the same document as another and seeing the changes they are making in real time. Any changes are stored in a revision history so you can track any work that has been done on a document as well as rolling it back if required.

As all work is stored online there are potential dangers with regards to privacy and security however I don’t believe that most would have any real cause for concern with Google’s track record of providing a secure service. Members of government may want to consider sticking to conventional offline storage methods for the time being, although that having been said, it is much harder to leave an online document on the train?