Google Docs for Journalists: Update
- First, Docs now lets you upload, store and share any type of file. Google used to limit uploads to standard documents, spreadsheets and presentations. The verdict: it’s handy being able to use Docs now to backup and share any kind of file.
- Second, Docs now lets you share an entire folder, rather than having to share individual documents one by one. That streamlines the process of sharing batches of documents. I’m using this to distribute collaborative handouts to students.
- Third, Docs now lets you buy extra storage space at $5/year for 20GB. That’s much cheaper than the cost of storage with other service providers, and it means you don’t have to worry as much about running out of space. (If you don’t trust Google with your backups, here’s a summary of reviews of noteworthy non-Google online backup options).
1) Formatting Can Be Frustrating. If you’re design-minded – or just eager to keep your Word documents looking a particular way – Docs’ formatting glitches can occasionally be annoying. Docs can import Word, Excel and PowerPoint documents, but so far, still doesn’t do well enough at preserving complex formatting. The original document’s words, numbers and information are all imported, but sometimes the tabs, spacing and other formatting isn’t fully maintained from the original Word doc. Google Docs has been improving its formatting capabilities, though, (Docx documents can now be imported) and has added new features. You can now add images, tables, and drawings to spruce up your documents. Formatting options are less robust but easier to use than those offered by Microsoft Word. And Google Docs now has a template library which lets you use pre-made document styles created by other users.
2) Passwords Aren’t Perfect. If someone intent on getting into your documents gains access to your Google password, they could view and potentially alter your documents, much as they could view or misuse your e-mail account. The same holds true for your computer, of course, but with online documents, the damage can be done knowing only your user name and password, whereas hacking into your computer – or stealing it – might entail more effort. Google offers tips on picking one carefully. Additionally, for those who have experienced the frustration of a forgotten user name or password, you could find yourself locked out of your documents if you forget those key details.
3) Storage Limits. You can store up to 5,000 documents and up to 1,000 spreadsheets. (Click here for Google’s detailed explanation on file size limits). That’s plenty of space for most of us, and just as GMail storage has kept growing, it’s possible Google will eventually boost the free space it offers for Docs. If you bump up against the limit, you can always open a new account. And as noted above, you can now purchase more space for Docs – $5 a year gets you 20GB, enough for hundreds of videos and many thousands of documents. Individual documents have size caps, though the limits are large enough that they rarely create a problem.
Alternatives to Google Docs?
- If you want to check out other free online Word processing options, start with Zoho Writer.
- If you like minimalism, try DarkCopy.com.
- If you just can’t leave Microsoft Word behind, try Microsoft’s Officelive.com.
- Mac writers can try Ommwriter for a Zen approach to words.
I’ve used Google docs for most of my text documents for a couple of years now, and other than the formatting issue that Jeremy mentions, can attest that it’s been very reliable, easy to use and very searchable. I rarely even used Word anymore, unless the document has to have a very specific look, and even then, I just download my Google doc to Word and then manage the formatting. Thanks for all the good tips Jeremy!