Join Jess Stratton for an in-depth discussion in this video Understanding the benefits of migrating, part of Migrating from Office 2013 to Google Apps.
- Let's discuss the benefits of migrating your files to Google Drive and using Google Docs. This course assumes that you're currently using the desktop version of Microsoft Office, not the Online Office 365 equivalent. If you switch to a cloud environment such as Google Drive you'll find some great features to help you work more efficiently, especially with others. These are things that you can't do while working on an Office document on your own desktop. For example, because your file already exists online you can publish that document to the web easily.
This is great for college professors, non-profit organizations, and any group or website that you maintain. You can embed a document directly onto a website. You can also collaborate in real time with other people on a document. If you're editing a Google Doc someone else who you have given permission to access that document can also be working on it at the same time as you. You can see the changes that they're making live as they happen, and even see where their cursor is on the document.
All your saves will occur instantly, there's no need to manually hit a save button or worry about losing changes. And if it saves a change you didn't want it to save Google Docs has excellent revision control to go back in time and see past edits of a document. You can bring back any version at any time. Also, you can use Microsoft Office and Google Docs together. For example, here's a Microsoft Office document that I have stored in my Drive.
I'll talk about this later, but you can store them on Drive. Google will even let you edit these documents without having to convert them to Google Docs format first if you're using the Chrome browser. The one catch to switching to a cloud scenario like this is that you do need an active internet connection to use most of these features. However, if you do use the Chrome browser then you can edit your files offline. It's a feature that comes with that browser if you install a plug-in.
This is different than if you've been using Microsoft Office on a desktop or laptop. If your files exist only on that computer that's the only place you can access them, whether you have an internet connection or not. In a cloud scenario you simply have to open up your browser, type in drive.google.com, log in, and all your files are there. However, even if you have a laptop or desktop computer that's offline the chances are also good that you may have a cell phone with a data plan on it.
And you can access your Google Drive and Docs files via the Google apps for the tablet or phone. Finally, you'll also have peace of mind knowing that your files are safe and sound should something happen to your desktop or laptop. If you do need to get a new hard drive you can just download the Google Drive app onto your computer and watch all your files and folders re-sync down to your computer again.
- Understanding security and storage space on Google Drive
- Uploading and downloading files
- Converting files
- Sharing files with others
- Suggesting edits instead of tracking changes
- Replacing Word, Excel, and PowerPoint with Google apps
- Switching from Outlook to Gmail and Google Calendar
- Running the Google Migration