Office vs Drive: Some thoughts

Office vs DriveLike many schools around the world, our school has used the Microsoft Office trio of Word, Excel and PowerPoint for many years. Most of us know Word, Excel and PowerPoint well enough for our daily tasks. Although some of us might be willing to admit we probably don’t use it to its full capacity, we’ve been using it for so long that we don’t stop to think much about what, if any, alternatives might be out there.

Don’t get me wrong, Microsoft Office is an amazing piece of software. Like you, I’ve grown up with it and watched it evolve over many versions and seen lots of features get added over the years. If you really know what you’re doing with Word, PowerPoint or Excel, you can make documents that are quite amazing in their complexity.

And then along comes GoogleDocs, or Drive as we now call it. From humble beginnings as an online word processor called Writely, the Google Drive system has also evolved and changed and grown over the years. Sure, it’s not the full-blown productivity monster that power-users of Microsoft Office might be used to, but for the great majority of users it has everything they need. I like to think of it as having 90% of the features needed by 90% of the users.  It has most of the stuff you need, and not a lot of the stuff you don’t.  One benefit of this is that it’s far simpler to use.

It would be a little foolish to just think in terms of one over the other. Each has benefits and advantages, as well as limitations and drawbacks. But each is incredibly powerful in its own way. Which is why we still provide you with both.

So when do you choose Microsoft office and when do you choose Google Drive?  Here’s just a few thoughts on that.

In general, I use Google Docs if I want to…

  • create documents really quickly and easily. I spend most of my computer-using day in my web browser with Gmail, Calendar and Drive open in tabs. Because I’m already there, I find it hugely convenient to be able to create new documents in just one click.
  • keep track of the documents I make. I make a LOT of documents each day. The fact that I don’t need to think about where and how I save them, and then being able to get back to them really quickly is a huge timesaver for me.
  • work on a “living document”. For documents that grow and evolve over time, that have edits and updates regularly applied to them, there really is no better choice than using Drive. Just think about how many documents you create that are works in progress. Probably most of them.
  • create a document can be distributed to others without versioning issues. Having a single master version of the document that is always up to date, while still being able to share it with others, is a huge deal!
  • collaborate on a document with others. Being able to work together on a document with others, in real time, regardless of where they might be, is simply amazing and an absolute game-changer in how we can work together to get things done.
  • work on more than one machine. I have a couple of computers at work, a couple at home, and a whole lot of tablets and phone devices. Having my work saved in Drive has made it completely irrelevant as to which machine I choose to work on.

I would use Microsoft Word if I wanted to…

  • Have very specific control over layout and formatting options. Having those options is really nice but I do find that for the majority of the documents I produce I really don’t need 287 font choices, garish page borders, complex tables inside tables and so on. But when I do need such things, Word provides them.
  • Lock down the final copy of a document in order to distribute it to “normal” users. I’d still probably create, edit and evolve the document in Drive, but then I have the option of exporting it out as a Word file at the end if needed.

I’ve always found that the only way that I can effectively evaluate new technologies is to use them regularly to do real work. So when our school moved to Google Docs over a year ago I figured I would try to move everything I usually did in Microsoft Office over the Google Drive, just to see how feasible it really was to work in that environment. I realised I might have to tweak a few habits and accept a few compromises along the way, but I wanted to see if it was doable.

The answer surprised even me. Not only do I find it perfectly feasible to work primarily in the Drive environment, but I can’t actually imagine going back to do it any other way. Seriously. The “compromises” that I thought I’d have to make have been so minimal, while the increased productivity and satisfaction from just being able to get things done faster, easier and more effectively have been enormous.

I won’t be removing Microsoft from my computer anytime soon, because Office it’s still a kind of defacto standard for documents and I never know when I really might need to use it. But I have to tell you, I haven’t needed to even open Microsoft Word now for about 8 months, something that I’ve found both surprising and liberating.

For many years, Microsoft Office was the right tool for the job, primarily because it was the only tool for the job. And the problem with that is when your only tool is a hammer, everything starts to look like a nail. While Office is certainly still a powerful piece of software, it’s often overkill, or worse, it lacks the features that might actually be useful to you.  With Drive, you now have some interesting alternatives. Take the time to evaluate both systems. And next time you reach for a word processor, or a spreadsheet, or a presentation, stop and ask yourself if you’re making that choice out of habit or whether you’re really reaching for the tool most suited for what you want to achieve.

Digigirlz

A few weeks ago, I got an email at work advertising a free technology event for teenage girls run called DigiGirlz.  It was being run by Microsoft Australia and it’s aim was to promote careers in the IT industry for girls.  It’s a good idea. Women are far too under-represented in IT in Australia (and probably other parts of the world too) so I’m all for supporting any initiative that can help attract smart, creative women into the world of technology.

The event sounded like it would actually be pretty interesting.  It was being held at Microsoft’s main Australian Offices at North Ryde and offered a chance to meet some of the inspirational women who work at Microsoft to find out what they do, and to have a chat with several Australian universities about the sorts of career paths that IT might offer. There was also a couple of hands-on workshops in Microsoft’s Photosynth and DeepZoom technologies, as well as a chance to to see the new Project Natal gaming platform. It all sounded pretty interesting to me!  However, we don’t offer any IT courses at PLC (that’s right, none!  Something I’d like to see change!) so I wasn’t quite sure who I’d ask to attend the event.

After a phone call to RSVP for the day we were offered 15 places at the event, so, using the Feedback Module in Moodle to collect details of interested students, I offered it to our Year 10 students on a first-in, best-dressed basis.  13 students responded positively and when the day arrived (March 24 – which was Ada Lovelace Day of course!) we all bundled into the PLC minibus and made our way up to North Ryde.

The folk at Microsoft went out of their way to try and give us a great experience and provide a range of things to see and do.  They gave each student a goodie-bag with information, fed them with snacks and drinks, and then put them into groups and rotated them through the 4 sessions.  We had a short address by a very dynamic female executive who works at Microsoft Australia and a few shorter addresses by several others.

The students then went off to their four workshop sessions, which they rotated through for the next couple of hours.  Overall, I thought it was a useful experience, although I had a few suggestions for how it might be improved for next time…

  • While it was a lovely gesture to feed the students before they started the sessions, getting teenage girls all revved up on soft drinks and chips just before you then ask them to sit still and listen for the next few hours was not a great idea.
  • The discussion sessions with both the women from Microsoft and also the university people were informative, but too long. Kids don’t want to just sit and listen like that, at least not for that long!
  • The hands on session in Photosynth and DeepZoom was pretty good, although there seemed to be a few technical hiccups in the session I saw.  I’m still not really sure what to make of these technologies, and beyond a mild cool-factor, I wonder just how useful they really are.
  • The biggest disappointment was the session about the Project Natal platform.  Natal is the next generation of the XBox 360, and takes gaming to a new level by enabling natural interaction without wires or controllers.  It’s been floating about on YouTube for a while now, but I was really keen to actually see it in action.  Alas, all we got to actually see of Project Natal was a PowerPoint with a few videos (the very same ones that are on YouTube)  Although we were told that Natal was getting close to release for this year, there was no working demo to play with.  Despite the fact that we were being told about Natal by former FragDoll, Ashley Jenkins (who totally knows her stuff when it comes to games!) we didn’t see any live game demos at all.  I thought this was a big mistake by Microsoft, and I thought it odd that a product apparently so close to release would not be given a demo.  It would have been good (even expected!) to see Project Natal in action, but even without the live Natal demo I thought we would have at least had some real live gaming action with Ashley, perhaps showing us what a really serious gamer is capable of on the regular X-Box platform.  Instead, we saw a PowerPoint with a few product roadmap slides and a brief exposé of Ashley’s gamer heros. To be honest, I was looking forward to this session the most, but I thought what we were shown was a bit lame under the circumstances.
  • It might be good in future events to include some sort of hands-on programming experience – kept fairly simple of course – as there would be many students who have never had a go at programming a computer before.

Overall though, despite these little criticisms it was a worthwhile experience and the feedback from students that I saw was politely positive (although I felt it could have been much more hands-on, practical and faster-paced to hold the full engagement of the students).  PowerPoints and roundtable talkfests might be fine in the corporate boardroom but this style of presentation misses the mark somewhat with most teenage girls. I know that quite a few people mentioned this in their evaluation forms, so I’m sure that next year will be even better. 

Thanks to Microsoft and especially Catherine Eibner for running the event.  (And thanks also for the XBox 360 raffle prizes, one of which was won by one of our students.  You were very popular for that one Catherine!)