Collaborative Writing Tools for a New Generation

One of the things I've been fascinated with for the last year has been online word processing and spreadsheet applications. I used them this past semester in my first-year legal writing course with mixed results. I think it will go more smoothly next time, having learned a lot from the first go-round, so I'm planning on using online apps again this coming fall.

I was in Atlanta this past weekend to give a presentation about online collaborative writing tools for the conference Teaching Drafting & Transactional Skills: The Basics & Beyond. I started with online word processing apps and featured Google Docs (my first love) and Zoho (my potential new love).

Bootleg on the Web describes Google Docs this way:

Google Docs runs like Microsoft Office; complete with word processing, spreadsheets and PowerPoint-style presentation software. The difference with Google Docs is everything is housed online, meaning there is no need for software installation and all your work is saved automatically on Google’s secure servers. Also, Google’s partnership with YouTube means imbedding The Dramatic Hamster in your next presentation is as simple as a click-and-drag. Google Docs lacks some functionality of Office, but when you compare prices ($$$ for MS Office vs. Free for Google Docs) and consider the extreme portability of Google Docs, the shortfalls don’t seem so great.

I was glad to see that I'm not the only one touting Zoho. This list at ebPublishing also includes Zoho as long as two others that should make Mac and Linux users happy.

Four Alternatives to Microsoft Office
Michael Singer : 6/3/08

Microsoft, it's the company that people love to hate but somehow just can't do without. Its software programs like Word, Excel, and Outlook are widely used and great for getting work done.

But Microsoft doesn't always have the edge when it comes to productivity tools. There are alternatives. In fact, there are several options that people at work and home can use for jotting down notes, crunching numbers, making a presentation, or just sending e-mail. Companies like Google offer similar programs that are not only easy to use and available from any Web-connected computer, they're also free. So if you are thinking about trying something new, here are my four top picks.

1) Google Docs and Spreadsheets: Google wasn't the first company to come up with the idea of offering a word processor or e-mail online, but they are one of the fastest
growing competitors. Normally known as a search engine, the company has been building its portfolio of collaboration software. What started with Gmail has now given way to Docs and Spreadsheets. Similar to Microsoft, you can click the toolbar buttons to bold, underline, indent, change font or number format, change cell background color, and so on. It's also good at recognizing Microsoft's file formats. Google does have a version of their office software that works even if you are not connected to the Internet, but it's only been publically available for a few weeks, so some of the bugs are not completely out of this yet.

2) Apple's iWork: If you own a Mac, you know about this software. While Microsoft does make a version its Office software available for Apple's computers, the good times are coming to an end soon. However, Apple's tools are just as effective even though the names are slightly different. Word becomes Pages and Excel translates to
Numbers in Mac-speak. My favorite is Keynote. The first time I saw a Steve Jobs use this software during a presentation, I was floored. When the graphics started flying around the screen, I knew that Apple had done it right. The software is $79 for a single computer and $99 for a family pack. There are some compatibility issues still with PC users, but Apple hopes to have them smoothed out soon.

3) Zoho: This is the local favorite. Based in Pleasanton, the company makes software similar to Google's Docs and Spreadsheets, but allows you to access through your Google or Yahoo account. Zoho has 16 different products including Writer, Sheet, Show, and E-mail with other business applications such as Project, CRM, and Invoice also available. The online service is free for subscribers, although the company offers paid versions of its software for larger organizations or small businesses. The company has taken lengths to be as compatible with Microsoft Office products and is currently working out entry-level versions for the Apple iPhone.

4) OpenOffice.org. It's not just for Linux users. This is free software is currently in version 2.0 and is expected to update to version 3.0 by next year. No matter, using
OpenOffice is very intuitive. Just like the other three Microsoft alternatives, OpenOffice.org allows you to create documents, spreadsheets and presentations -- so named Writer, Calc, and Impress. The added benefit is that the software can be modified freely by any company or individual with the technical know-how. Version 3 is expected to be more compatible with the latest Microsoft and Apple operating systems as well as improving on its drawing capabilities.