If your work mostly requires common office applications like Word, Excel and PowerPoint, you might be familiar with this workflow: do the work on a file, attach it to an email, and send it. Your colleague, your “boss,” is probably also familiar with downloading, editing, attaching and sending it again.
Or, your IT department might be a bit more “advanced”. They will give the workgroup / department in the company a dedicated server for storage. Anyone who needs it can access this shared hard drive to access the files they need.
In the cloud era, are you still working through files?
Then, Covid-19 happened. You are encouraged to work from home. The normal way of working suddenly becomes extremely inconvenient. You send the file at the beginning of the morning, you can’t go to the company to remind colleagues, until the end of the day, they send back a file (really long) for the comments? Do you have to VPN (connect to the corporate network) to access the public folder, making other websites also slow to see?
And, since your home PC has been abandoned for a long time, now must you launch new Office applications? There are a lot of inconveniences that come with the new working model that just migrated to computers without having to convert really online.
Office on the cloud
In fact, for a very long time, both Microsoft and other tech giants have recognized the problem of how to “fix files and attach”. They realized that, with computing power increasingly focused on the cloud (rather than focusing on users’ devices), it was possible to convert the entire work environment online.
And so the web-based office suites were born. Many people are probably familiar with the free Google Docs suite, but few realize that even Microsoft has the “full suite” of Office Online for free. For Mac users, Pages, Numbers and Keynotes apps can also be easily accessed via iCloud.com (from any device).
Experience office applications with all the key features through the browser.
Most likely, your company has already implemented one of these services. They will completely change the experience of your office work – especially in times of limited contact like today.
Practical benefits of an online office
Let’s take a look at the benefits that an online work experience can bring. The first is the ability to access and store files easily and safely. You only need to open the website corresponding to the application you need to use, for example, Microsoft Office is located at www.office.com. Next, you can create new files, or upload documents available on your computer to this Office Online site.
All files are stored on the Office server. On each service, each person will have many GB of space, more than enough for daily use documents. More importantly, the responsibility to ensure access, backup and security is done by Microsoft, not you (or your company’s IT department). This means that you don’t need to worry about your computer crashing while you are editing files, you don’t have to bother setting up a VPN, you don’t even need to click Save repeatedly. The file you need is always in the cloud, preserved and stored by big tech companies.
Share files for multiple people to edit at the same time.
Archiving, version management and even “clicking Save” are now not your tasks anymore.
Sending attachments also becomes a superfluous activity, even inconvenient! All online editing tools are available for sharing to other users. After you have “shared”, your colleague will receive a notification via email or even on their Office Online page. When they click, both (or three, four, five …) who can work. at the same time on the same file, the boss commented to part 3, the staff could immediately fix part 2 on the same page.The incompatibility problems because each user has a different version of Office will also be eliminated.
You don’t even need to buy a PC to work from home. All you need is a device with a browser, open the corresponding website and log in to your account. Old PCs can still be used for work, and even a tablet (iPad) with a mouse / keyboard connection.
The trend of the times
The technology giants are all looking to bring your office “to the cloud.”
Of course, “cloud-based” office applications also have their own disadvantages, the most obvious of which is the lack of features. Words Online lacks Track Changes, Excel lacks the ability to use add-ins … But all can be solved if companies spend money to buy Microsoft 365 licenses, including full Windows applications to use in parallel. same network links.
It is not unreasonable that these “office-based” applications have flourished for many years, since Covid-19 forced many country users to work from home. In the context of an increasingly demanding economy, information sharing and collaboration work must be really easy, and when the demand for work from anywhere is rising, make online transformation completely for Familiar Office applications are also completely understandable.