Google Docs Is a Free, Web-Based Office

Google Docs is a free, Web-based office tool offered by Google, Inc. that allows data storage and collaboration to businesses. Users create and share documents, spreadsheets and presentations in dynamic and sophisticated ways (Mendelson, 2011). The fact that it is a Web-based tool means that it can work seamlessly across varying platforms (PC and Mac). It also allows members of an organization can collaborate on documents, worksheets, and presentations in real-time, even simultaneously. They can e-mail files, share access to files (either read-only or read/write) with individual contacts or groups, or publish files (to a blog or Web page).

There are three classic productivity applications: word processor, spreadsheet and presentation editor and a very user-friendly interface. There are also complementary apps such as Gmail and Google Calendar. Many small improvements have been made in recent years including Gears, a software platform that works as a browser extension allowing one to work on documents offline, work with Web applications while disconnected, and then sync changes automatically upon reconnect (Mendelson, 2011). Up to 50 people can edit a document, worksheet, or presentation at the same time, and using chat technology communicate privately with each collaborator. A recent study found that about 1 in 5 companies report Google Docs as "widely used" in their workplace (Naraine, 2007).

Taylor McKnight is a co-founder of SCHED; a web-based scheduling and social networking company for conferences and festivals. He used Google Docs to build the business, particularly in the absence of a full scale IT infrastructure. "Google Docs spreadsheets were [ideal] because a majority of conference organizers already had Google accounts and were familiar with the interface. Little to no learning curve, no server overhead, and Google's redundancy made this decision a big payoff" (2009). He noted that document sharing was an easy way to grant access to all those involved in a project as well as troubleshoot any difficulties live within the included chat room. If a client needed help, SCHED members could give them live suggestions within spreadsheets. Revision history also provided instant rollback in case there were any accidental overwrites, which were inevitable.

Similarly, Erik Folgate, Director of Interactive Marketing at RP Interactive, highly recommends that small businesses make the switch to Google Apps if they do not already have a cohesive inter-office system. They looked to Google Docs to provide a secure means of easily sharing documents and working with team members.

Organization is key to a successful business, and what I like most about the Google Apps suite is that it all connects together. It only requires one login for each user, and it offers simplicity to your employees. Also, Google is in the works of allowing your Google Apps login to be able to be used in conjunction with a ton of their other applications like Picasa, Google Maps, Google Alerts, Google Trends, and Google Analytics

Even within higher education, Google Docs is proving to be a successful application. Boise State University began using Google Apps Education Edition to address messaging and collaboration needs for more than 20,000 students, staff, and faculty users, resulting in drastic cost and technology savings (Bolt, 2009). As a part of the Education Edition, Google Docs' sharing features have helped promote group work and peer editing skills. Instructors and students can decide who can access and edit documents. Teachers are using Google Docs both to publish announcements about upcoming assignments and to monitor student progress via an interactive process which them to give feedback when it counts most -- while the student is still working on the assignment. Students are better able to stay organized and keep on top of their assignments. They never have to remember to save their work; it happens automatically. Collaboration with fellow students has been a benefit and feedback is communicated easily from teachers, parents, relatives and tutors.