This guest post is by Nina Gorbunova of TeamLab.
I first faced the problem of document immobility a couple of years ago, when I was far away from my PC. I lost my flash stick and realized that I didn’t have my documents stored anywhere in the cloud. That’s what we call epic fail. Of course, “it’s not the end of the world,” you may say. But being a freelancer, sooner or later you realize the importance of round-the-clock access to your files.
Another problem I faced was appropriate document management—in terms of document creating, storing, editing and sharing. Being an active blogger, I deal with document editing almost 24/7 and have strict requirements for the software I’m using. I need it to have an intuitive interface, rich toolset, and flexible sharing features.
Microsoft Word and Pages were pretty much enough for me formerly, but since I decided to step into the world of SaaS, I needed something different.
It took me half an hour to find more than a dozen services that promised to help me with remote working in the cloud. However it took me several days to figure out that most of them were not what I was searching for.
Google Docs
The most popular online document editor deserves to be covered first. Google Docs‘ interface tends to be minimal. As for the toolset, although in comparison with desktop editors it is not that rich, I believe it can suffice for an average user.
Your Google Docs document can be downloaded as ODT, PDF, RTF, text, Word and HTML formats. Despite its popularity I had quite a few troubles when it came to inserting an image and huge problems with editing tables.
The Sharing feature is simple enough: as well as the options shown below, you can share the document with anybody and set up access rights to let them edit, comment, or just view the document. The only hindrance that might bother your collaborator is that they’ll need to be logged into your Google account to access the document (unless you use private sharing, which is preferable).
As a positive, the Comments feature is amazing and appears to be a huge advantage. However, I had troubles uploading and editing large docs and docs that contained several images.
Zoho Documents
Zoho is another well-known giant in the world of collaboration software. From the first glance I was impressed by its colorful and bright interface. On the other hand, it appeared to be a little bit tangled and confusing.
It has a custom dictionary, word count and Thesaurus—though I’m not sure how many people would use these features. Zoho developers did their best to put some fun into tables and even included Table Themes. Unfortunately, though, even those didn’t let me make the table look the way I wanted.
Working with images went smoothly. One thing that was difficult me was pagination, because when I downloaded the document (you can see available formats in the screenshot), the number of pages was different from what I expected it to be.
Sharing was another feature that left me confused. The terms of sharing are standard, but the document didn’t look the same on my screen and that of my colleague; moreover, he couldn’t edit it even though I gave him “read and write” access. That’s a serious problem that might be a stumbling block for many users.
On the plus side, the toolset is extremely impressive. However, an average user would find many of the tools superfluous, besides, some of them, like tables and headers, seemed to have serious bugs.
Microsoft Office 365
Office 365 hasn’t gained as much popularity as Google Docs yet, but the service definitely looks promising. Its interface is close to what most of us are accustomed to, and the basic toolset reminds us of a desktop application.
The number of fonts and styles significantly exceeds that available in other online editors. Furthermore, users have the ability to switch to the desktop version of the software using the Open in Word button.
What confused me most of all—and it can be seen on the screenshot—was working with images and tables—there was no drag’n’drop functionality at all. For me, this is on the “must have” list, but its implementation is probably only a question of time since Office 365 is still quite a young solution.
The application does not provide sharing capabilities, though SkyDrive by MS enables users not only to share the document with a others, but even post it directly to social networks. I’m sure this software has a bright future, being a part of such a strong suit, but for me currently it’s not functional enough—I would prefer to use SkyDrive or some alternative app.
Central Desktop
The tendency of software engineers to include document management capabilities in collaboration and project management platforms has become widespread these days, and Central Desktop is an example of such a tool. A user-friendly interface and basic features, however, don’t make the service unique.
Document editing is inseparably linked to the other parts of the platform—Project Management, Calendar, and People, which is a benefit if you are planning to collaborate with your colleagues using this tool. If not, it may be a serious obstacle, since the sharing feature is available for system members only.
That said, the Central Desktop Document Editor can’t help but produce a good impression. The drag’n’drop deature works great, and editing tables is convenient. There does seem to be a poor number of fonts and font sizes, though.
Although I haven’t tried to collaborate with this platform, it seems to me that the opportunity of inserting Calendar and blocks of Group Activity might comes in handy especially when it comes to reporting—as you might do within a blogging team.
There’s no opportunity to use Central Desktop for free, so it’ll be a closed book for many bloggers. Prices start at $99 per month for 20 users—again reflecting its team focus. Initially you get a 15-day trial for free.
Teamlab Document Editor
This is another tool that includes an editor as a part of an online collaboration service. But I intentionally put this one to the very end of the list because—cards on the table—I work for TeamLab. Now you might say that every cook praises his own broth, so I’ll do my best to stay as impartial as possible!
Among various online document editors this one looks the most like your favorite desktop application—Office 365 is probably the only alternative that would compete with TeamLab in this realm. The toolset is also impressive—Teamlab Documents provide you with a large number of styles and fonts, using those already uploaded to your computer.
Image editing is good. Images stay exactly where you put them and can be shifted easily. Tables offer the same flexibility and nice designs. The editor has its drawbacks, of course. The lack of a spell checker and drag’n’drop text pasting are the biggest issues I’ve found so far.
One of the most noticeable advantages of the application is the “document identity,” which became possible with the usage of HTML5 canvas technology. Technically, this means there are no more formatting losses when you convert your doc into another format (which is the most irritating thing about most online editing tools). You can download your document as PDF, text, DOCX, DOC, ODT, RTF, HTML, or EPUB, and it won’t change a bit.
Sharing is available for those who are registered to use the platform as well as for third parties, which means groups of collaborators aren’t dependent on the platform.
This option also offers Dropbox, Google Docs, and Box.com integration. However, right now, Teamlab can process text documents only, as it is still in beta. Spreadsheets, PDF files and presentations are on the way, according to the developers.
Jacks of all trades, masters of none?
Though we can find a dozen services for online document editing, many users still have to admit that most solutions lack functionality and remain far behind the best offline editors, such as MS Word and Pages.
If you’re working with all document types—spreadsheets, texts and PDF files—neither Google Docs nor Central Desktop can be called a full-featured editor, though they reach the furthest of the options we’ve looked at here.
Do they offer additional tools for file processing? Yes. Are they desktop editor replacments? No. Nevertheless the younger generation of editing apps already gets closer to perfection.
Do you use online document editing tools in your blogging? Why, or why not? And if you do, which ones? I’d love to hear about your experiences in the comments.
Nina is an active blogger, a marketing manager at TeamLab and CeBIT 2012 participant. She is interested in technology advance and believes HTML5 is the future technology.
