Collaborating With Google Docs

Collaborating with colleagues or students can be expensive and technologically challenging. Google makes collaboration affordable, accessible worldwide and cross platform.

Affordable and Accessible Collaboration

Collaboration with Google Docs is Free!

CollaborationNot only is collaborating with Google Docs free, it’s accessible in most of the world and works cross platform. Whether you are using an Apple, Windows or Linux computer, Google Docs will work for you as long as you are in a more recent version of most web browsers. I personally tested in Windows 7 using Internet Explorer, Google Chrome and FireFox. All of the browsers are free to download and use. I have used those browsers in Ubuntu as well but haven’t personally tested Google Docs in that environment. I admit an assumption that there wouldn’t be any issues collaborating with Ubuntu and iOS users.

Collaboration: Pros and Cons

Pros

  • Google tools are free and accessible to anyone with an up to date internet browser
  • Tools easily convert most Microsoft Office, rtf and Open Office (odt) files.
  • Changes can happen in real time.
  • Participants can make comments that become part of the file history.
  • Participants can communicate with each other in real time chat.
  • Documents can be stored in the Google drive and remain available.
  • Anyone with access to the document may be able to share with others via print; emailing a direct link to the file or downloading a copy and emailing.

Cons

  • Participants must have a Google account to make changes to documents.
  • File conversion occasionally requires fixing some formatting.
  • Anyone can make changes if given editor status.
  • Anyone with a Google account that was invited to participate will have access to the comments.
  • Real time chat may require moderation and could potentially require removing individual access.
  • There are limits to the Google drive storage space. (15GB)
  • Access rights may need to be modified once the collaboration is finished, to prevent changes to the document. This won’t limit what can be done with files that may already be downloaded.

Share Documents

Document Types

  • Word Processing
  • Slide Shows
  • Spread Sheets

Documents can be created from scratch and saved in multiple formats. ODT, XLSX, PPTX, DOCX can all be created or uploaded from existing documents. (Caveat: There may be a need to make minor formatting corrections after uploading. When importing video in Google Docs, it has to be from Youtube.)

New documents may be created from scratch with similar functionality to the Microsoft Office or Open Office programs. All documents can be shared at any point either by invitation, limiting access to specific individuals or they can be left wide open to the public. The document creator makes those choices.

Once a document is shared, multiple people can participate at the same time, in real time. Changes are tracked and visible. Participants can leave comments for response or can open a real time chat window where ideas can be shared but these chats are not saved unless manually copied into a new document.

movie projectorWhen you want to share a finished document with people outside of your group, you can email directly from the document and it will be converted to PDF and attached to a Gmail. Alternatively, you can save the document into an appropriate format. For example, a slide show can be saved as PPTX and then downloaded to your computer to send using another email system as an attachment. Alternatively, you can just make a copy of the Google Doc to share publicly and email a link to the people you want to see the finished product without them being able to download or modify.

Learning Curve

Learning curves are different for everyone. It’s easy to say it’s easy when you have experience with productivity software on a regular basis. I can only say it’s easier than most programs are to learn and it’s likely that someone in your group will be able to help figure out how to take advantage of Google Docs for collaboration.

If you have an open mind and are willing to learn, Google Docs may be the answer to your collaboration tool needs. There is no cost but your time and efforts to try.

Have fun!

Barry

P.S. What am I thankful for today? I’m thankful for technology. I’m thankful for open minds. I’m thankful for God given talents.

What are you thankful for today?

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