Webware

Google Docs has long let users share documents between one another, but folders--a feature Google begrudgingly added to Docs back in mid-2007, have largely been left out of the picture.

That changed on Monday, as users are now able to share entire folders of documents, spreadsheets, and presentations with other people.

The benefit here is that the permissions settings for a shared folder controls the individual file permissions of all the documents inside of it, meaning that you don't have to go through and change each document's viewing permissions one at a time. It's also an easy way to start working on a document, then share it with a select group of individuals without having to remember to invite them in the first place.

Users can now share entire folders with groups of other users.

(Credit: CNET)

Google says this was one of the most requested features from its users, as voted on at its product ideas voting page. Google has also used this feedback for guidance in upgrading its Docs file uploader to accept multiple files at once.

Just as users are able to do in Gmail, the Docs uploader now lets users pick multiple files from their hard drive, then see how far along each upload is. The new process makes it much easier for new users to move entire folders into Google's cloud, which could be handy if--or, rather, when--Google decides to open up Docs to more file types.

Docs users can now upload multiple files at once, making it much easier to simply dump an entire folder from a hard drive into Google's cloud.

(Credit: CNET)

Google Docs' summer interns this summer were tasked with working on improvements and additions to the service geared toward students.

The results of their work, now available to try out, include new features such as an equation editor, superscripts and subscripts, document translation, improvements to surveys, and more outlining options.

Google Docs' new equation editor.

(Credit: Screenshot by Harrison Hoffman/CNET)

While none of these features is groundbreaking on its own, collectively, they help round out Google's productivity suite, fulfilling some specific needs that probably prevented some from using the service.

A lot of people complain about the minimal feature set of Google Docs, as compared to market leader Microsoft Office, which got a 16-year head start on Google's offering and is sometimes criticized for being feature-cluttered. Students comprise one of the core groups of users and potential users of Docs, so it makes sense to build out the feature set to support the kinds of word-processing, spreadsheet-tweaking, and presentation-building tasks that they typically need to perform.

Google is adding two new products to its data liberation effort, hoping to draw wider attention to the concept that users should be able to take their data wherever they go.

The company formally announced the Data Liberation Front Monday, although the group has been around for at least two years. A cheeky play on the Judean People's Front from the Monty Python classic "Life of Brian" (although, technically, Brian joined the People's Front of Judea), the DLF is the group within Google that is charged with finding ways to make it easier for users of Google products and services to export their data in standard forms.

Google has been working on that kind of effort since 2007 as an extension of the company's famous "Don't Be Evil" pledge, a component of which strives to avoid falling prey to the traditional Silicon Valley business strategy: lock-in. "We started looking at our products and discovered that while the door to leave wasn't locked, in some cases it was a bit "stuck" and we thought that we could do better," Google said in an FAQ accompanying the launch of Dataliberation.org.

The undercurrent for such an announcement, of course, is the scrutiny Google is facing at home and abroad this year as users and governments become wary about the amount of data the company has amassed and organized. One of the most heated topics of criticism concerning Google's Book Search settlement with authors and publishers has been concerns about privacy, such as how Google will treat records of which users are reading which books.

Therefore, anything Google can do to show that it isn't planning to create an impenetrable fortress surrounding user data, it's going to do. But this is an industry-wide issue for Internet companies in general: Facebook, for example, faced off with anxious users concerned about the difficulty in exporting Facebook data outside that site before the launch of Facebook Connect.

What makes it tricky is that the personal data stored on these services is more valuable--for both the user and the company--because of the fact that so many people use the services, therefore giving companies incentives to build the largest network possible and retain those users once they've made the switch.

Two Google products--Google Docs and Google Sites--will soon be added to the list of products that Google says it has "liberated," with users slated to receive the ability to batch-export files created in Google Docs.

Google continues to move language translation into more and more of its products. On Thursday, it became a feature of Google Docs, letting anyone do an on-the-spot translation into one of 42 languages.

The new feature, tucked away in a settings menu, has the smarts to automatically detect in which language the original document is written. It then opens the translated version in a new window, allowing you to compare and contrast the two side by side, more easily checking whether the translation has bungled any words or phrasing.

This new version can then either replace the original or be saved as a copy, though Google makes no visual indication in your document source list that its contents are in another language.

Over the last six months, Google has been quite busy adding translation to its other products, including its Gmail and Friend Connect services.

In Gmail's case, users can translate entire messages into one of Google Translate's supported languages; however, this feature must first be enabled in Gmail's Labs settings menu.

The translation implementation in Friend Connect is a little more interesting, as it's able to unify the language on any comment thread, regardless of how many languages in which the user comments are written.

Click to enlarge.

(Credit: CNET)

There are times when I think open source is an unstoppable force. And then there's OpenGoo.

OpenGoo declares its mission to be to "make the best Web Office. Period." But then it proceeds to undermine every benefit that a true Web office productivity application, like Google Docs, provides to its users. Like the Web, for starters.

That's right. The first thing that struck me when trying to use OpenGoo (aside from its rather unfortunate name, which is yet another reminder that marketing is an essential function, not an afterthought, for open-source projects) was the download page.

Download page?!? I thought this was a Web office productivity suite. Why would I want to download an application?

I never found out. Once I had downloaded and unzipped the file(!?), I was greeted with this:

(Credit: Matt Asay)

I tried finding the application launcher, but couldn't. More pertinently, why should I? It's a Web application, right?

I finally gave up and used the demo, instead. It works fine, though it's nowhere near as polished as Google Docs, and still left me wondering, "Why do I care, as a lay consumer, that this is open source?"

Yes, there is value in having access to source code should OpenGoo go down (particularly as it appears one is meant to install and run OpenGoo inside the enterprise firewall, which sort of defeats the purpose of it being a "Web Office," but...). But would open source make OpenGoo a more resilient service, in the way that some are (wrongly) claiming open source would make Twitter more impervious to denial-of-service attacks?

Of course not.

The OpenGoo site brags that by using OpenGoo, "you are free of vendor lock-in." But I would gladly trade a little lock-in for some ease of use.

There is tremendous value in open source, but the OpenGoo developers have mistaken where it begins and ends. Open source should be invisible to the end users that care about a Web-based office productivity suite. By making it a feature, OpenGoo demonstrates misunderstanding of its audience.

Zoho also uses a lot of open source, but it doesn't sell open source as a feature. This is probably why you've heard of Zoho but, until this article, you likely hadn't heard of OpenGoo.

UPDATE @ 12:12 PT on 8/18/09: My post above was written in some haste, which prevented me from adequately explaining my points. I apologize for the confusion. I understand (and clearly implied) that OpenGoo is not a direct competitor to Google Docs, as it's meant to be run behind the firewall (i.e., it's an on-premises installation, not a cloud application).

But this, as I noted, is its biggest deficiency (well, after the name). It is neither fish (locally installed Microsoft Office) nor fowl (cloud-based Google Docs), and so it's unclear what value, if any, it provides, simply on architecture/installation alone.

No one is going to beat Microsoft Office with a light upgrade in deployment options, least of all OpenGoo, which I continue to find underwhelming in its UI and feature set. Open source is unlikely to improve on this. Given how much OpenOffice has struggled to attract significant development from outside Novell and Sun, in part because the development community isn't interested in rebuilding Microsoft Office (why would it? I doubt many developers have a Microsoft Office "itch" to scratch).

So, OpenGoo isn't Google Docs and doesn't want to be. What does it want to be? The premier Web Office, according to its website. It's not, as I note above and underline emphatically here, because it's light on Web and not innovative in its approach to Office.

I apologize for my hastily written post, but OpenGoo doesn't get any better on further reflection.

Follow me on Twitter @mjasay.

Once PDFs, the change to files could signify big changes afoot at Google Docs.

The sharp eyes over at the Google Operating System blog noticed that Google quietly changed some wording in Google Docs from "PDFs" to "files." While small, this could signal that Google Docs may soon support the viewing and editing of other file types, and possibly double as an online storage service--like the fabled GDrive.

Google has long-allowed users to upload PDFs to Docs. These could be viewed in Google's online viewer, but not edited. However, the service would not allow other items such as photos and videos to be imported, despite Google offering other products like Picasa and YouTube that would accept these files.

Google began an overhaul of its Docs service late last week, and noted that it was putting in some small changes ahead of a much larger release which was just around the corner. Some of these changes included the addition of special search modifiers that would let users more easily hone searches for their files. Many of these came from Google's search engine and Gmail.

If, in fact, Google Docs allows users to upload other file types for viewing and re-downloading from other locations, it's still a long way from the promise of an integrated, cloud-based storage system. All signs of a GDrive from Google have pointed toward a software component that will allow users to access their Google storage as if it were a local hard disk. Google is also expected to release the service in advance of its Chrome OS, which will make heavy use of files that are stored in the cloud.

A Los Angeles councilman and the head of a police group are questioning the city's plan to move government e-mail and other records onto Google's hosted Web service Google Apps.

"Anytime you go to a Web-based system, that puts you just a little further out than you were before," LA City Councilman Tony Cardenas told The Associated Press. "Drug cartels would pay any sum of money to be aware of our progress on investigations."

Paul Weber, president of the LA Police Protective League, also said he is worried about the safety of sensitive police investigation records if they are moved to Google Apps.

The concerns come after sensitive Twitter documents were stolen by a hacker who gained access to a Twitter employee's Yahoo e-mail account and from there got information that allowed access to the company's data on Google Apps. Although the breach occurred in May, the severity of the situation wasn't clear until last week when the hacker fed the data to TechCrunch for public posting.

While Twitter executives noted that there was no security vulnerability in Google Apps, the linking of personal and work e-mail by the employee, re-use of passwords on multiple accounts, and easy to guess security questions allowed an outsider to steal confidential information and expose it to the world.

Washington, D.C., is the first major U.S. city to sign up for the $50 per user per year service. Seattle, meanwhile, is using Google's Postini service called Message Security.

"Government agencies at all levels - federal, state, and city - are looking to cloud computing as way to advance innovation while decreasing costs," a Google spokesperson said in a statement.

"We agree that security is a very important consideration for any organization considering cloud computing, and we've been working very closely with the City of Los Angeles to address any questions and concerns government officials or citizens might have," the statement said. "Security is at the core of how we design Google Apps, and as the City of Los Angeles' evaluation report notes, the proposed cloud computing system is an improvement over the level of security currently in place. It also provides other benefits of cloud computing -- such as increased innovation at reduced cost -- which are driving the city's request for a cloud solution to suit its IT needs."

Updated 11:35 a.m. PDT with Google comment.

Google Apps have all grown up.

No longer must Gmail, Google Docs, Google Calendar, and Google Talk carry the beta tag of shame; they are all now full-fledged members of the Google family of products. Google has been hinting this was coming over the past few months, but is finally ready to make the official announcement along with the news that Fairchild Semiconductor has decided to embrace Google's suite of Web-based office productivity applications.

In truth, it's hard to tell exactly what technical advancements may have prompted the decision to lift the products out of beta. Matt Glotzbach, product management director for Google Enterprise, said the removal of the beta status means that those products have all reached unspecified internal metrics in terms of reliability and usability.

But Google does not have a company standard for determining when a beta project has become a more fully formed product: Gmail was in beta for five years. And paying enterprise customers will still be provided with a 99.9 percent service-level agreement now that the products are out of beta. That's the same level of service Google agreed to provide while they were in beta.

Still, Google thinks there are a number of CIOs that will find Google Apps easier to sell to their bosses if it's not formally known as a "beta" product. "It's something that does send the wrong message," Glotzbach said, referring to the historical definition of the word beta as a not-ready-for-prime-time piece of software. Google is working on developing more formal company-wide standards for how to label products with the beta tag, he said.

In the meantime, Google has added a couple of more enterprise-quality features to Gmail, allowing executives to give their assistants permission to manage their mail and corporations to set e-mail retention policies for their workers, a key feature needed by highly scrutinized companies such as Intel.

Google Docs now supports .docx and .xlsx, two files formats found in nearly every modern day word processor or spreadsheet editor. Previously, when trying to import either of these formats into Google Docs, the service would simply tell the user it was not supported.

Google has allowed users to open up these files from Gmail or in Google search results since the introduction of its HTML-document viewer last year, but hadn't allowed direct opening of them in Docs without the extra conversion step. Gmail still only offers the options to view received .docx and .xlsx-formatted files in its HTML viewer, or download it directly to the desktop. In comparison, supported files can be sent directly to Google Docs.

Compared with previous versions of the popular .doc and .xls formats, the "x" variants bring with them smaller file size and the addition of Open XML. These two are also the default format in the latest versions of Microsoft's Excel and Word 2007, two widely used production tools.

Still missing is a way to import .pptx files from PowerPoint 2007 without losing formatting. Just like it used to do with .docx and .xlsx files, Google Docs strips things like themes, transitions and artwork. Competitor Zoho has offered support for these Open Office XML formats since early 2008.

Previously, Google Docs users would see this screen when trying to import a .Docx or .Xlsx file type.

(Credit: CNET)