This blog is a review on a particular Web 2.0 technology called Google Docs, a web-based application that allows you to edit and store Word documents, spreadsheets and PowerPoint presentations online and share with other users. This blog will explore an overview of Web 2.0 and describe what Google Docs is in more detail, followed by providing an understanding of how it works as an online application and an evaluation of both positive and negative aspects of this technology from both professional reviewers and myself who have reviewed this software.
According to the Web 2.0 how-to design guide, Web 2.0 is a current school of web page design that has fuelled both a technological and aesthetic approach to web design. It is a term used to described a revival in web simplicity, ‘a new level of technological interactivity between web sites and services’ or being related to new social networking sites. Key features are simplicity, central layout and large areas of solid colours, along with graphic buttons and simple navigation. Often used with some e-mail sites, blogs, MySpace, Facebook, Google Docs, the Apple Website and any other site that has more elaborate designs, buttons, flash technology or interactivity. This blog is in fact, an example of Web 2.0 technology.
Google Docs is an example of Web 2.0 technology that offers an online word processor, spreadsheet and presentation software (based on Microsoft PowerPoint). In addition, there is also a PDF viewer. It offers high levels of interactivity, particularly with its menu bars, toolbars and keyboard shortcuts that behave like the interface of most programs installed on a computer.
Use of menu bar and toolbar (common in a program’s user interface but innovative for a web application)
Menu bar in action
Use of dialogue boxes that are part of the page design (not just one generated by the operating system or web browser)
Right-click context menus behave the same way as an actual program (not just a standard browser menu)
The viewer can upload documents in the various Microsoft Office formats and store them online. Documents can be edited online and then e-mails can be sent with a link, inviting others to edit the document (as an alternative to attaching a document to an e-mail). This avoids the need to send e-mails back and forward, avoiding the creation of multiple versions of the same document. Documents can also be published, so they can be viewed online and there is also the ability to create online forms and have the information automatically compiled to a spreadsheet, something that cannot be done in Microsoft Excel.
Google Docs form creation interface (part of spreadsheet program)
Another major feature is integration to Gmail and other parts of the Google website. Word documents, spreadsheets and PowerPoint attachments can be opened in Google Docs (as an alternative to downloading the document to the computer then opening it in Microsoft Office). This is also handy if the user edits documents on multiple computers or don’t have Microsoft Office installed, as all the user needs is a computer connected to the internet and a free Google Docs account. PDF files can also be uploaded and viewed in the PDF viewer, rather than starting up your computer’s PDF reader (typically Adobe Reader) or having to spend a few minutes downloading the software if you don’t have it installed. Documents can also be downloaded to a computer’s hard drive or external storage device in various file formats, including PDF (which Microsoft Office won’t let you do unless you have a plug-in that allows you to convert your documents).
Gmail also has some ‘Google Labs’ features (these are features that add certain gadgets to Gmail) that enable the conversion of e-mail body text into a Google Docs file and quick links in a sidebar to some Google Docs files.
To find out more about how Google Docs works, view the YouTube video displayed below.
Google Docs - A worthwhile alternative to Microsoft Office? 