Productivity Hacks

Google Docs versus Office 365

The era of cloud computing has begun. Two of the largest players, Microsoft and Google, have service platforms that offer the ability to move away from office-oriented servers and place storage and collaboration online. With documents, emails and other communications online, users can access and share their business information from PCs, Laptops, tablets and smartphones. The efficiency of that type of access is unquestionable in the digital age, but saving costs and fewer IT headaches can also be much-appreciated bonuses. There are also communication services like instant messaging, PC-to-PC phone calls and other communication tools available. Google Docs and Microsoft’s Office 365 both provide options for storing some or all of your individual or business needs on an online productivity suite, but which is the more appropriate for your needs — Google, the golden child of the internet age, or the stalwart Microsoft that remains the most popular software for business use? The answer lies in which specific features and tools are essential to a specific company or independent professional.

Both Google Docs and Office 365 are web-based platforms, requiring internet access for functionality. Unsurprisingly, reviewers have reported that each works best with its own browser, Chrome and Internet Explorer respectively. Each offers real-time collaborative, web-based word processing, spreadsheet and presentation documents creation and storage. Each suite allows access to contacts via email, calendars, instant messages, and phone, which provides the ability to set up meetings, schedule appointments and share contacts. Both companies have made mobile phone accessibility a part of the planning, which is excellent news for those on-the-go professionals. Each company has a track record of rolling out improvements in response to the market, so users can expect popular functions to be integrated into each platform as time goes by.

The differences between the two productivity suites comes in the depth of the features, the level of connectivity and the costs of associated with each version.

• Document Features: One significant difference between the two services comes in the integrity of the formatting in documents that Microsoft provides. Google Docs have been available since 2006 but they still do not always maintain the specific formatting of individual documents from user to user, or when moving from your desktop to the online version. Colors change, fonts shift and other small errors of this sort continue to be reported by users. Information stays intact, but the look of documents can change from user to user. Conversely, Microsoft has seemingly solved the issue of document integrity. Although Google Docs are very similar to the familiar Microsoft Office suite, there is also an advantage to the widespread use of Word, Excel and PowerPoint in terms of learning curve. Generally, speaking folks who have worked in an office are already aware of the style and interfaces of the Microsoft offerings. Last but not least, Google Docs can only be worked on while online, whereas the Microsoft programs can be moved back and forth between online and desktop versions as long as the user has an installed version of the program on their computer.
• Collaboration: Google makes collaboration with others a quick and easy process. Users can chat and phone directly from any Google account. Google also makes the creation of groups an on-the-fly process for sharing or editing documents together, and doesn’t require lengthy set-up. On the other hand, sharing with Microsoft requires a Team Site, a lengthier process. Granted, not everyone has a Gmail account, but even that process is quick, easy and free. Also, reviewers have reported better mobile accessibility on the variety of Apple, Android, Blackberry and other mobile devices. Microsoft still works on those platforms, but has received its highest marks for the Windows mobile access which has a relatively low percentage of the mobile market. Yet, Microsoft enables better collaboration of a different sort. Lync enables multiparty online meetings, whiteboard sharing and videoconferencing. Those types of connections are not part of Google Docs, but with the widening use of Google Plus (not yet integrated with Docs), they may be in the very near future.
• Cost: Google Docs is free to any person with a Gmail account. Businesses can use the Apps at a monthly cost of $5 per user, or an annual subscription of $50 per user. Microsoft’s costs are higher, starting at a $6 monthly fee per user for organizations of 25 or less. The enterprise version which includes live tech support and the Office Professional suite can run as high as $24 per month for each user. Both companies guarantee 99.9% uptime with offers of fee credits for downtimes, but Google includes standard system maintenance in their percentage, whereas Microsoft does not. Both companies have many server locations to prevent long outages, but sometimes in business an hour can make all the difference in the world.

Cloud computing is certainly a promising business tool for all types of businesses, from the solo freelancer to the small family company to large-scale enterprises. The important factors to consider are the type of collaboration your company needs to get the work done. If it is only information and relatively small library of documents that need sharing, then Google can provide a low or no cost option. Alternatively, if full-fledged collaboration with professionally realized documents is in order, then the Microsoft costs are worth the investment. In any case, every productive professional should start exploring and testing the cloud computing options and test its potential for getting the job done.

Many companies who consolidate to the cloud with Google Docs may want to look into “Using Totango to Track Real-time Usage of SaaS apps!”
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What does Office 365 offer me?

With the release of Office 365, Microsoft has provided the most commonly used office software in the world in a cloud-based format. Beyond the familiar Office suite, the included elements of Exchange, Sharepoint and Lync make this collection of services a genuine and economical alternative to running a server. The monthly cost varies from $6 to $27 per user, but also includes regular updated versions of the software, thus saving companies or independent professionals the cost and aggravation of new versions every few years. Microsoft also guarantees 99.9% uptime, offers business class security and will undoubtedly continue to make improvements to hold their edge in the business environment. Look over the Office 365 offerings and decide if this new cloud service can be a leap forward for your freelance or company needs.

• Email and Calendar: The Microsoft Exchange program provides access to email, calendars, and contacts from PC or Mac computers, the web and even mobile phones. The cloud Exchange server provides 25 GB of email space for each user, and has the familiar Outlook interface. The Forefront Online Protection protects from spam and viruses. The online calendar makes scheduling a simple straightforward process with your work colleagues’ schedules accessible.
• The Office Suite: Office 365 includes the familiar programs Microsoft Word, Microsoft Excel, Microsoft OneNote, and Microsoft PowerPoint in full-fledged web versions with collaborative abilities via the SharePoint platform. More than one user can work on a document in real-time, as well as utilize a document library for easy access for everyone. The cloud server makes these documents available on many mobile devices and promises to maintain formatting as users move from web, to mobile, to desktop. Critical data is protected with multiple data centers and a strict privacy policy.
• Communication: Through the Lync platform, users can enjoy instant messaging, video conferencing, and PC phone calling. Creating meetings or sharing your ideas via a whiteboard, even with individuals outside your business, can be a simple and easy process. Users can also easily create and maintain a public website with simple tools. Upgraded options are available, such as Access services which give you an online database that can track inventory, customer or vendor records, or a catalogue of products. There are also workspaces for blogs, wikis and even video files.
• Cost: At present, Office 365 has three tiers of subscription. Professionals and small business of up to 25 users can utilize the platform on a month-to-month basis for $6 monthly fee and includes online support. Mid-sized business to enterprise level platforms cost $10 – $27 per user, depending on the specific configuration. This level offers IT configuration and 24/7 IT support. There is also the option of Kiosk Worker plans for only $4 – $10 for more limited access. There is also a plan for educational institutions that is priced according to the configuration.

Office 365 represents a carefully considered business solution for all levels of business needs and has taken into account the evolving digital needs of the modern-day professional. So far, the reviews have been mostly positive, with a few hurdles reported for mobile access and during initial set-up. With Google and Amazon also pushing the envelope in the cloud computing world, Microsoft will likely keep pace or even exceed the possibilities set by the competitors. For the end-user, these cloud platforms have the potential to provide significant cost savings and freedom from the day-to-day IT headaches of backups of email and data files.

Next: “How does Office 365 Compare to Google Docs?”

iCloud Vs. MobileMe, is there any difference?

With hype surrounding cloud-based services at an all-time high, Apple has officially announced the release of the highly-anticipated iCloud. While many were thrilled to hear about the new development, Apple’s decision to shutter its MobileMe service, in favor of a more efficient and capable cloud platform, left some Mac users concerned about the future of their data and mobile services. Nevertheless, the technology company has stated that the transition should be seamless, as the new service includes many of the great benefits previously provided by MobileMe. All of which begs the question: Is Apple’s newest system any different than MobileMe?

MobileMe first became available to Mac users in January of 2000, as a subscription service that provided, among other things, an email address @mac.com. Following the release of the iPhone 3G in 2008, the service was rebranded as MobileMe, and became available to users across the operating system spectrum. One of the many features MobileMe provides includes the popular “Find My iPhone” function, that allows users to locate their mobile device via the internal GPS tracking dot. The service also offers remote storage options, and the ability to publish websites through iLife.

Apple’s announcement of its new cloud-based services means that MobileMe will be shelved, as the company’s focus shifts towards providing storage options and contact management to a larger swath of tech consumers. Though the service will no longer be available, many of the great functions MobileMe provided will be available through the new cloud platform. In fact, the new service even offers features that MobileMe users were previously unable to access.

Mail synchronisation, contact management, and Find My iPhone will all be available to MobileMe users who choose to migrate their data to the new service. Documents in the Cloud, iTunes in the Cloud, and Photo Stream are further benefits that will be available to all iCloud users. In spite of all of these great features, however, MobileMe users will lose some features previously available to them. Individuals who previously synced system preferences and applications with MobileMe will no longer be able to do so. Furthermore, iCloud does not offer an email address, nor the ability to publish web sites.

As Apple’s cloud offering gains clout in the technology world, many other companies that already provide cloud-based service have been catapulted to the spotlight. Many of these companies provide similar functionalities as those provided by Apple. Furthermore, their immediate availability is of particular interest to those who’d like to begin utilizing such services immediately.

Amazon CloudDrive vs. iCloud

One of the biggest companies to announce cloud-based services is Amazon. Better known for its massive online shopping destination, Amazon has begun expanding itself into the technology market in recent years, with such developments as the Kindle eReader. The Amazon CloudDrive is a major competitor of the Apple cloud platform, and is already available to consumers.

Just like the Apple’s new system, the Amazon CloudDrive offers 5 GB of free storage to all users, with additional storage available at the cost of $1 per GB, per year. Pricing for additional storage on the iCloud is not yet available. The iCloud offers a music-streaming application that allows users to play the audio files in their digital database, and is available on any device that supports Adobe Flash. While the Apple cloud system is available to both Mac, iOS5 and Windows users, however, functionality is limited for those using Windows.

• Both provide 5 GB of free storage and the option to upgrade for additional storage.
• Amazon CloudDrive is available for all devices that support Adobe Flash; iCloud offers fully functionality only for iOS 5 devices and Mac users
• Amazon CloudDrive is managed through a browser-based protocol, whereas the iCloud syncs with applications in the background.

Google vs. iCloud

Google has also released its own offering in the world of cloud-based services. Unlike the Amazon CloudDrive and the iCloud, Google offers different storage quotas for each area of storage available. For example, users can store up to 1 GB each of Google Documents and Picasa files. 7 GB of general storage are offered free of charge, and additional storage up to 16 TB can be purchased. The Google Music Beta allows users to upload up to 20,000 songs from their personal libraries.

• Offers 7 GB of general storage, and 1 GB each for Google Documents and Picasa files; iCloud offers 5 GB of free storage.
• The Google cloud can be accessed by any device with a web browser; Full-functionality for the iCloud is only offered to iOS 5 and Mac users.
• The Google Music Beta allows up to 20,000 songs to be uploaded; Apple iCloud offers immediate storage of all iTunes purchases, and the ability to match existing music in the cloud for a fee.

Dropbox vs. iCloud

Finally, Dropbox is another popular cloud service that has gained popularity in the past year. Dropbox offers a desktop client that can sync files with the server, or it can be managed through a web browser. Dropbox offers 2 GB of free storage, and also has a music player for audio files uploaded to the cloud. Further storage space can be purchased, for a fee.

• Dropbox offers 2 GB of free storage; iCloud offers 5 GB of free storage.
• Dropbox operates through a desktop client or a web browser; iCloud acts invisibly in the background.
• Dropbox offers a music player for uploaded audio files; iCloud automatically syncs purchased music to the cloud.

Web users have many different storage options available to them. Whether they prefer options like Amazon CloudDrive and Dropbox that act as digital storage lockers, or are looking for a service like the iCloud that invisibly syncs content as it is created or purchased is a matter of personal preference. One thing important to remember is that it can be difficult to keep all of your files organized and keep contact management under control.

One great service that allows such management is the critically acclaimed Scrubly service. This service removes duplicate files from your many different contacts and address books, allowing freelancers to be more productive and organized. Another great feature Scrubly offers is the ability to fix formating errors in contact information.

Regardless of your specific cloud needs, the plethora of options means finding something that works for you should be a piece of cake. Armed with a contact management service like Scrubly, and a cloud service that keeps your files safe and sound, you’re ready to conquer productivity in one fell swoop. Cloud services help keep you better organized and more productive, making them a freelancer’s dream.

While iCloud is useful for online storage, up Next: “Microsoft’s Newest Cloud Offering, Office 365”