Why Everyone Should Be Using Google Docs
Free Web-Based Office Software Suite Great for Homes and Businesses
Sep 25, 2009
Unfortunately, new computers don't include a fully functional suite of office and productivity software pre-installed. While they are generally sold with fundamental programs such as email and an internet browser, they exclude a fully-functional word processor, presentation application, spreadsheet, and other oft-used apps.
For these products, consumers are forced to fork over hundreds of hard-earned dollars that include some programs that will never be used. However, there’s a better option – and it’s totally free.
Google Docs: The Basics
Launched in September 1998, the peak of the internet boom, Google started off as a small search engine company in Menlo Park, California. The company is now one of the largest in the world with its brand recognized globally. Today, Google’s offerings have expanded into a variety of free software and productivity apps for the cost-conscious consumer (which includes pretty much everyone).
Particularly useful is the company’s suite of free office software called Docs which includes a word processor, spreadsheet, presentation tool, and form creator. It is web-based with nothing to download onto one’s computer; thus it is also cross-platform and can be accessed via Mac, PC, Linux, or any other operating system.
Using Docs
Users of the company’s popular Gmail can click the Documents link at the top left of the interface to go to the Docs home page. From there, simply click New at the top left to create a new word processing, spreadsheet, form, or presentation project. Users can also click Upload to upload a document from the hard drive; or download an existing document in a variety of formats including PDF, plain text, HTML, and Word.
Doc's word processing interface features the standard menu: File, Edit, View, Insert, Format, Table, Tools, and Help. The formatting toolbar features general functions including save; print; undo/redo; styles; font type, size, and color; bold; italic; underline; text background color; linking; numbered/bulleted lists; indentation; paragraph alignment; and spellcheck. Its spreadsheet interface is similar, offering the familiar functions such as sorting, formulas, and format as.
Advantages and Drawbacks to Docs
Google’s free web-based office suite has numerous advantages for homes and small businesses. If the person is an average home computer user, Docs is great for basics such as writing letters and tracking expenses. Small businesses enjoy the freedom and cost savings in not having to deal with the hassles of frequent IT trouble tickets. Documents are saved online as the person works, thus no more worry about crashing computers, backups, and data loss.
Sharing is a major benefit to this free suite of productivity apps. Users have the ability to share and collaborate on writing, presentation, and spreadsheet projects. Collaborators can also add comments and view revision history. Groups or small businesses who travel frequently or are otherwise spread out in distance will find the collaboration feature very useful, creating a sort of “virtual office.”
However, Docs presents some drawbacks. For those who write more complex documents such as books with indexes, tables of contents, headers/footers, endnotes, and section breaks, Google’s software suite is lacking in functionality.
Professionals developing more dynamic and visually appealing presentations will likewise find the functionality lacking. But for those who desire a basic suite of productivity and office apps for light daily use, which is actually a majority of users anyway, Docs is a formidable option to paid office software.
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