Presented at the 2nd annual
Community Information Technology Workshop, State College, PA
August 16, 2006
Summary: Pain versus Pragmatism
The publishers of office application suites assume their buyers (or really, licensees) are trained in computer and network system adminstration. Are you, indeed?!? How crazy is that? What I hear from people managing the offices of their non-profit organizations is that maintaining computers, software and networks is a constant source of pain. Often, maintenance is done with inadequate or no funds, a shortage or absence of technically competent volunteers, and is accomplished only with much hope and prayer.
Recently a number of alternatives for desktop applications have become available on the Web, to everyone, and at no cost. Too good to be true? Nope. Online word processors, project management applications and task lists, calendars, email, and other applications normally considered a part of office suites are excellent substitutes for the office suites installed on your computers, and which cause so much pain.
What are you waiting for? Run, don't walk, to try these applications.
Office suites defined: collection of applications typically required for office work such as word processors, e-mail, spreadsheets, databases. Microsoft Office is an example.
Pros
Community Information Technology Workshop, State College, PA
August 16, 2006
Summary: Pain versus Pragmatism
The publishers of office application suites assume their buyers (or really, licensees) are trained in computer and network system adminstration. Are you, indeed?!? How crazy is that? What I hear from people managing the offices of their non-profit organizations is that maintaining computers, software and networks is a constant source of pain. Often, maintenance is done with inadequate or no funds, a shortage or absence of technically competent volunteers, and is accomplished only with much hope and prayer.
Recently a number of alternatives for desktop applications have become available on the Web, to everyone, and at no cost. Too good to be true? Nope. Online word processors, project management applications and task lists, calendars, email, and other applications normally considered a part of office suites are excellent substitutes for the office suites installed on your computers, and which cause so much pain.
What are you waiting for? Run, don't walk, to try these applications.
The Problems with Office Suites
Office suites defined: collection of applications typically required for office work such as word processors, e-mail, spreadsheets, databases. Microsoft Office is an example.
- Documents are locked onto your computer - No means to share work.
- Office suites and personal computers are not secure - Exposed to hacks.
- User often forgets to back up important documents - Vulnerable to hardware failures and hacks.
- Desktop office suites are expensive and require frequent maintenace and security upgrades
- Desktop office suites require newer hardware and operating systems
Online Office Applications
Many applications associated with desktop office suites are now available through the web. This is a sample of some online applications currently available. This list is not complete, and there are new applications being introduced frequently.
Pros
- Provide features of office suites, accessible by any reasonably modern browser. Still using Netscape 4.x? It's time for your FREE upgrade
- Easy to learn and use
- Provide robust security
- Allows collaboration and sharing with other users
- Can back up documents on your (local) machine
- Most services are free
- Web-based services can be used on older systems
- Possible access to your documents even if your system is damaged (e.g., hard disk failure)
- New, unique applications inspired by the internet environment (e.g., collaboration, content management systems)
Cons
- Legal guidelines for privacy unclear
- Currently lacking financial packages
- Some features of desktop applications not available (e.g., multicolumn layout for newsletters)
- Theoretically, greater privacy is gained by writing and storing on own systems, but security threats remove advantage
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