Advantages and disadvantages of using Google

Docs

Authors:​ ​Iacob Roxana Mihaela

Bulcea Victor
Group 1, Business Administration, I​st​ Year
 Advantages and disadvantages of using Google Docs

Google Docs is a free Web-based application in which documents and spreadsheets

can be created, edited and stored online. Files can be accessed from any computer
with an Internet connection and a full-featured Web browser. Google Docs is a part
of a comprehensive package of online applications offered by and associated with
Google.

Users of Google Docs can import, create, edit and update documents and
spreadsheets in various fonts and file formats, combining text with formulas, lists,
tables and images. Google Docs is compatible with most presentation software and
word processor applications. Work can be published as a Web page or as a
print-ready manuscript. Users can control who sees their work. Google Docs is
ideal for publishing within an enterprise, maintaining blogs or composing work for
viewing by the general public.

Google Docs lends itself to collaborative projects in which multiple authors work
together in real time from geographically diverse locations. All participants can see
who made specific document changes and when those alterations were done.
Because documents are stored online and can also be stored on users' computers,
there is no risk of total data loss as a result of a localized catastrophe. However, the
Internet-based nature of Google Docs has given rise to concerns among some
authors that their work may not be private or secure.

According to its Ts&Cs Google promises to keep your data and files safe.
However, there’s only so much Google can actually do to keep your files safe, and
eventually, there may be an element of risk. The truth is, we are human and we
make mistakes. Simply leaving your account logged in at work or on a public
device puts your Google Docs account and files at risk, and this isn’t Google’s
fault, this would be your own doing.

Google Drive, formerly Google Docs, provides many advantages that word
processors in the past have not offered, such as worldwide accessibility and easy
file sharing. If, however, you need to use a Google document as a Word document
on your computer, you can easily download and convert it to meet your needs. If
you have multiple files to download, you can even download them all at once
rather than individually.

With Google Docs, employees can access the database 24/7 wherever they have an
internet connection. This kind of flexibility is extremely helpful, particularly for
employees who are often travelling and working from mobile devices.
Accessibility like this can take your productivity to the next level.

Collaboration is of the utmost importance in the workplace. Being able to not only
access information from anywhere, but to be able to control the version of any
document your employees are working on is a huge asset to your company. Google
Docs allows you to add and remove collaborators using the Collaborate tab when
working on a specific document. That way you can control exactly who can make
changes to the document. In addition, multiple users can access and edit the same
document at the same time. It even allows users to see who else is in the document
and making changes to it as they work.

Google Docs is very straightforward and easy to pick up. If you have any
experience with a word processor or programs such as Word, Excel, etc, you will
pick up on how to use the different options within Google Docs.

Another advantage is that Google Docs is a free program to use.

If you need to import a file or export something out of Google Docs, you won’t run
into error messages and issues with compatibility. Google Docs imports and
exports most file types, giving you the flexibility you need when sending and
receiving files from colleagues.

The biggest drawback to Google Docs is the presentation program. It is not the
strongest presentation program and, in my opinion, is not close to being equal to
PowerPoint. Google Docs’ presentation program does not have a variation of
styles/themes, templates, charts/graphs, and slide transitions. It is the bare basics. If
you are planning on creating a dynamic presentation, I would look elsewhere as
Google Docs will not meet your needs.

The fact that internet access is required is another disadvantage ;this is both a pro
and a con all rolled into one. Yes, Google Docs is available 24/7 anywhere there is
internet access. This also means, no internet access, no Google Docs. In today’s
business world, the likelihood of not having internet access in some form whether
on a computer or mobile device is fairly slim. However, it is worth mentioning that
documents you are working on will no longer be available when you cannot get
online.

Google Docs and Google Drive have a primary aim when it comes to its users: to
facilitate productivity and collaboration between users. Therefore, these are its
main concerns. Security comes secondary, as it wants to allow you to share your
files and information.

This doesn’t mean its not secure though, and as explained in several of my
previous points, Google Drive is safe, providing the user keeps their password
secret, doesn’t leave a device unattended and logged in, and uses two-factor
authentication.
Bibliography:

·​ ​ ​https://whatis.techtarget.com

·​ ​ ​https://www.ceotodaymagazine.com

·​ ​ ​https://trackvia.com