Is it time to ditch Office and move online?

Microsoft has enjoyed a stranglehold on the Office suite market for well over a decade. But now that the Web is slowly becoming a quasi-replacement for the desktop, Microsoft Office has some stiff competition in the form of online Web Office apps. And although they may not appeal to the spreadsheet maven that relies on Excel's power, each offers functionality that diminishes the need for Microsoft's products.

So, in the time between now and when the software giant delivers the much-anticipated online version of Office, our options are far from few. Here are three that might fit your needs:

Google Documents

Although it's best known for its search and advertising businesses, Google's Office suite is one of the best on the Web.

Creating documents, spreadsheets, or presentations is as simple as signing up for an account and using Google's menu page to decide what to create. The word processor in Google Docs is the standout app. It sports the familiar spelling and grammar check available in Microsoft's Office suite. Even when online, I found operation seamless. Returning to saved files from Google's server meant I could work from any computer at any time -- a luxury that's not so easily attained with Office. The capability to view and save documents in HTML along with Office-compatible file types is also a welcome addition.

But for as appealing as Google Docs is, the company's Spreadsheet and Presentation apps don't offer anywhere near the kind of customization and power already available in Excel or Powerpoint. Spreadsheets can expand to only 600 rows -- a useless amount for many companies -- and although simple formulas like "sum" are available, the product is lacking more sophisticated functionality to make it useful to business professionals.

Google's Presentation app is fine for users that need to create a quick, simple presentation in a short amount of time, but it lacks the power and sophistication of Powerpoint due to its limited number of transitions and templates.

Google Docs is simple and extremely reliable in a pinch. Its collaboration features, including real-time collaborative editing, cannot be beat. But with a laughable spreadsheet app and a barely useful presentation app, it doesn't take long to find out Google Docs is no replacement for Office.

ThinkFree Online

ThinkFree Office Online is not only one of the most respected online Office apps on the market, it's the best. ThinkFree Online offers all the "must-have" features available in Microsoft Office like a rich toolbar, a ruler bar, and an interface that offers simplicity and delivers the same feel as Word, Excel, or Powerpoint. Creating a document is simple and working with spreadsheets is a treat thanks to the tens of thousands of rows it provides, along with just about any formula that comes to mind. That said, ThinkFree Online doesn't support Pivot Tables, which could prove troublesome to those who rely on them. For everyone else, switching from Excel to ThinkFree's spreadsheet app won't require a learning curve nor a concession.

The main issue plaguing ThinkFree Online is that it suffers from performance issues. Although the company claims its app will pop up as quickly as a desktop application, I found it slightly slower than Office 2008 on my Mac. It also took longer to save documents in ThinkFree Online than any other app evaluated in this round-up. Worse, and perhaps the deal-breaker for some, the company's Presentation app is hardly usable and doesn't compare on any level to Powerpoint. In fact, it's even worse than Google's Presentation app.

Though it suffers from some quirks like slow load times and its presentation app is practically useless, ThinkFree Office Online's word processing and spreadsheet apps make up for it and make the company's online suite the best on the Web.

Zoho Office Suite

If online Office suites were measured solely on the number of apps they provide, Zoho would win without any argument. Aside from the basics -- word processing, spreadsheets, and presentations -- Zoho delivers a full-featured Wiki, note taker, organizer, Web conferencing, and more.

While it's nice to have the option of using Zoho for almost any need, its word processor is outstanding and boasts many of the features offered in ThinkFree's app, as well as Microsoft Office. Even better, the apps load quickly and saving happens in a flash. Simply put, Zoho's Writer word processing app is a fine alternative to Word.

For as useful and appealing as Zoho Writer is, the company's spreadsheets and presentation apps fall flat. Zoho's spreadsheet application offers just 50 rows and fails to provide support for complex formulas, though it does support simple operations like "sum" and "average." In essence, Zoho's spreadsheet application is really only useful when an elementary operation needs to be performed and a calculator isn't readily available. And although Zoho's presentation app allows for sharing with friends and groups throughout the world, it offers just a handful of design options, creating a service that offers little customization and even less appeal.

Zoho is simple. And although that may not be a bad thing for those who don't need all the power Office or even ThinkFree Online offer, it's not suited for anyone who needs to go above and beyond simple operations like writing letters or performing simple mathematical operations.

[techman21]

No, I like local control and the ability to work without going online.

[Joetwopointoh]

Sorry but it's simply ridiculous to think infrastructure is up to the task. Even if it were feasible reality is indicating ever increasing reasons to disconnect altogether for serious work.

[Unkown2u]

Yes, I ditched Office and went to Open Office 3.0 Novell Edition, and ask myself why I didn't do this sooner.

[vkirkman]

I'm pretty darned happy with Java's Open Office.

[SteveW928]

It is way past time to ditch office.... did it years ago... however, it has nothing to do with these on-line apps. I simply like to use a word processor that works better. Although, because of M$'s monopoly and cheating business practices, I do have to have a copy of Word around when I can't properly translate docs other word users send me. It is one heck of an expensive translator though... as I never use it for any actual work. Excel is the only useful app in the suite, as I have replaced PowerPoint with Keynote (wow, that's a night and day difference... makes PowerPoint feel like the stone ages). While Excel could be greatly improved (it has many annoyances), it is probably M$'s best app with the least competition.

[Cheese McBeese]

@SteveW928 - I use PowerPoint and Keynote extensively. I consider myself a power user of both. I don't understand your comment that Keynote makes PowerPoint feel like the stone ages. For the most part, my experience is the reverse. Keynote is a very basic application. Whenever I want to do any serious graphics work, I need to go to my Vista machine with Office 2007 and then transfer it back to Keynote. What a pain in the butt!!

Cna you explain your position? I WANT Keynote to be better, but I don't think it is. Not by a long shot.

[Commander_Spock]

Re: "Microsoft has enjoyed a stranglehold on the Office suite market for well over a decade. But now that the Web is slowly becoming a quasi-replacement for the desktop, Microsoft Office has some stiff competition in the form of online Web Office apps. And although they may not appeal to the spreadsheet maven that relies on Excel's power, each offers functionality that diminishes the need for Microsoft's products...." It is "IBM's Lotus Symphony" for Commander_Spock and Crew. That simple!

Read about it all for yourself here:

"Channel Web: Desktop Application - WINNER: IBM Lotus Symphony"

http://www.crn.com/it-channel/212202127;jsessionid=AFHVWTGLAW4MAQSNDLRSKHSCJUNN2JVN?pgno=8#

[SteveW928]

@Cheese McBeese - I can't say I'm a power-user of either app, so maybe that is the difference. I have had a much easier time using Keynote, and putting together good looking presentations. It's UI makes much more sense and its templates are far superior. I suppose there could be some PP features some might need that are not in Keynote. When I see presentations given, I can usually tell what app is being used... the quality difference is that drastic (though I realize that a PP user could probably make a presentation that looked as good if they were a talented enough artist.)

It is also kind of like Word. I know some of the features it has for integration with external apps, or very advanced features probably do a bit more than what I use (Nisus Writer Pro... although I think it has some language features Word doesn't as well). For people who need those features, I guess they are kind of stuck with it. That isn't any testament that Word is better, just that its market share advantage has driven developers to work with it more directly. However, again, in actual use... its UI and flow of operation sucks compared to just about every other word processor I've used. Basically, it gets in the way of my writing and creative process, rather than help me. I feel like I'm fighting with it to get the job done, rather than it being a good tool. That's kind of how I feel about PP vs Keynote as well.

[tm_anon]

I agree with Unkown2u, I've been using Open Office for over a year, sending and receiving files of various types with others using Microsoft Office. They've never noticed any differences and I've never had any trouble opening their files. Of course, the best reason to say 'screw you' to Microsoft Office and switch is the price difference. Open Office is completely free.

[delf76]

No. I hate the fact that I have to rely on an internet connection to get my docs---although offline access of some of these services are getting better.

[john55440]

At a time when personal computers have massive amounts of computing power, it seems silly to use them as Dumb Internet Terminals.

Web applications bring with them privacy, security, reliability, and performance concerns.

Microsoft Office is simply better than the competition, be it online or offline.

[Mr. Dee]

Well, this overview says one thing, Microsoft Office will remain dominant forever. Its even going to get worst when Microsoft Office web versions get released, then there will be no reason to use third party solutions. Microsoft has even promised to make it free to persons who sign up for the free Office WorkPlace. So Google, ThinkFree and ZoHo, please prepare for a nose dive when Microsoft Office 14 is released. In fact, Office 2007 is such a hit, I see more persons using it than when Office 2003 and XP were released.

[Maccess]

Umm. just like Vista is a hit? ..and all those Office 2007 licenses being sold ..woohoo... are they actually using Office 2007, or just buying the licenses for the downgrade rights? I can think of another MS product that people are buying for the downgrade rights.

[dialector]

Microsoft Office is the only reason I keep a copy of windoze on any of my computers. It is an excellent suit of programs. Yes, it is expensive, but if you want to do professional work, you cant beat it. Open Office compares poorly to it. I would never use the online versions. I do not trust other companies with my data if I do not have to.

[Vegaman_Dan]

Document security, integrity, and control. Those three items are perhaps some of the biggest stumbling blocks for enterprises to shift to an online web version of office applications. When you rely on your documents to be online a third party's system, what control do you really have over it? Can you sue if the files are compromised? Stolen? Exposed? What sort of service level agreement woudl you have?

Keeping all that within the same network is necessary for many reasons. If Google Gears worled offline in an enterprise network, then it might work, but Google would have to have a large support model available for those same customers to rely upon.

With Google's reputation recently becoming less idealistic and more monopolistic, along with their own admission of total disregard for your personal privacy, I'm not sure Google would be a good place to put sensitive documents.

I'm not sure though, and could be very likely be wrong. I'm curious to see what others think. I'm willing to change my opinion if the evidence warrants it.

[Commander_Spock]

Re: "[,,,With Google's reputation recently becoming less idealistic and more monopolistic, along with their own admission of total disregard for your personal privacy, I'm not sure Google would be a good place to put sensitive documents....]" Commander_Spock and Crew's will be deposited at the same places that your monies (and other securities) are kept - The Banks!

So, are companies such as IBM, Microsoft, Google talking to the banks as yet?

[pommiegranit]

Online apps are simply working the 80/20 rule where 80% of users only use 20% of any Office suite's functions. These online apps give those users a perfectly good suite for zero cost. and without the bloat.

As much as Google touts itself as a viable alternative to desktop Office, corporates are never going to trust their documents to a third party (put Google Apps on a ready-to-run server a la their search box and things might change) so it's pointless doing these sorts of comparisons.

Besides, run MS/Open Office under Citrix with a stack of thin clients and you've actually got a far better version of a "cloud-based" suite anyways.

And sometimes simple is good. A lot pof Powerpoint presentations would be far better if the authors concentrated on the content rather than the form :)

[frankz00]

You can get a private version of Google Apps that runs locally. It's not bad.

[Mr. Dee]

Another thing to take into account, Microsoft Office is more than Word, Excel and PowerPoint. Arguably one of the most important Office apps in the Enterprise is Microsoft Outlook, lets not forget some of the others that are highly impossible to find suitable alternatives: Project, Access. I worked at a Print Shop and the most popular DTP program there wasn't Quark or Indesign, it was Microsoft Publisher. Next you have OneNote which every Tablet PC user raves about and Microsoft has introduced two very promising ones to the portfolio InfoPath and Groove. I don't know about FrontPage/SharePoint Designer, but its used quite a lot for newbies and Microsoft InterConnect a semi business card/DTP program is very popular in Japan.

So, alternatives both proprietary and open source are gonna have hard time fighting against an entrenched champion. Even when do decide to use an alternative, users will still load that pirated copy of Microsoft Office just to feel safe. That's just how psychologically mind locking Office is.

[Maccess]

I don't thinkthe future is in Online Apps. Online Apps were a good introduction to alternatives that exist to the monopoly option--no install, hence no risk--but the future is in online/offline apps. Local software combined with online storgae/collaboration features. That's OpenOffice.org's strength--since its open source, and open licensed -- it can be developed to an office suite good for use as a stand alone, but able to access online storage and collaboration services.

[frankz00]

I use Google Apps for a quick and dirty word processor and I used AbiWord on my desktop. I don't use most of the bells and whistles that Office has added over the years so I can't justify paying $200 so for it. I publish to PDF most of the time which makes me need it even less!

[typefighter]

I'd like to see something more radical in office productivity software. Something that combines creation (word processing, spreadsheets, presentations), communication (email, blogging, bookmarking, status updates, chat), and collaboration (wikis, project management, ) -- available online or offline, with all the features integrated, compatible with MS Office (for clients), and connects to various outside services. I'm sure Google and others are headed in that direction, but the services I know about are trying to emulate Office online -- rather than approach knowledge work from a more holistic view.

[arvindnatarajan]

Don : Thanks for reviewing Zoho's online office applications. Would like to clarify a few things about Zoho Sheet and Zoho Show. Zoho Sheet can actually perform much more than simple mathematical operations. It supports upto 100,000 rows and more than <a href="http://sheet.zoho.com/functions.do">300 functions</a>. Zoho Sheet is the only online spreadsheet service to support VB Macros. And you can do pivot tables too. More about <a href="http://sheet.zoho.com/features">Zoho Sheet features</a>.

Zoho Show offers more than 50 pre-built themes and you can modify them as well. Lots of clipart & shapes are supported too with options to resize, rotate, color etc. You can insert pictures from Flickr/Picasa and videos from YouTube. Slide transitions and few other features are coming in the next update. More about <a href="http://show.zoho.com/help/tour/tour.html">Zoho Show features</a>.

[iertry]

I suggest you try Adobe Buzzword also (although it is only a word processor).

[tracypf]

I definitely believe it is time for these services to move into the cloud, and I will be very curious to see how MSFT progresses with these plans, especially given Ozzie's mandate to do so. True innovation, flexibility, security and efficiency are best served - when it is done right - through web apps that have thought carefully through the process. At SlideRocket we find that once people make the jump into online presentation software, they never want to go back, and I imagine that loyal Zoho, ThinkFree and Google Docs users feel similarly. I expect this will trend will continue as more and more people realize how much time, money, and headache this kind of software can save them.

[bengladstone]

for simple spreadsheets, Google's is great for collaboration - several people can edit one in real time and see each others' edits as they happen - multi-player gaming reaches the accountants

but it's hard to see google spreadsheets ever making the big time as a javascript app - they slow right down before they've reached even a modest size - maybe a plugin will be the answer?