10 Must Have Online Office Apps
Earlier today, as part of our Web Office Week Richard MacManus defined what constitutes an online office. His ultimate definition was a set of applications that include "a combination of productivity, publishing and collaboration features. A Web Office both embraces the functionality of desktop office suites (e.g. Microsoft Office) and extends it by using Web Native features."
Richard wrote that an online office suite includes online versions of traditional office software, but it does not include specialty applications like Customer Relationship Management and content management systems. While those apps have a home in the office, they are specialist applications and do not belong in the standard web office definition. So with that in mind, below are my picks for ten must have applications in any web office. These are my choices for the best of breed online word processor, spreadsheet, presentation tool, calendar, email app, groupware, file storage, RSS reader, contact manager, and to do list. This list is simply my opinion, so please chime in and leave comments with your must have applications.
The only place I may have strayed a bit from Richard's definition is the inclusion of groupware. While groupware apps are not standard office suite fare, they do highlight one of the main selling points of the web office: collaboration, and so I thought it was important to include a groupware application on this list. This post might be looked at as something like a sequel to my Rolling Your Own Online Office post from June, though I do not include apps from every category mentioned in that post (and do include apps from some that aren't!).
Word Processor
Google Docs is probably the easiest to use of the various online word processing applications. It also has historically given me the fewest problems and supports OpenOffice .odt format (which not all word precessors do). I've never had any issues logging into Google Docs and accessing my documents, but the same can't be said for my experience with its competitors. I have also been impressed with ThinkFree. It's not always the smoothest application to use, but their Java-powered power edit mode is definitely the most advanced online word processor and feels a lot like Microsoft Office XP. It's the only online office app I know of that has support for Microsoft's new .docx format.
Spreadsheet
For spreadsheets, I like Zoho Sheet. For many Zoho applications, I just haven't been able to get into their bubbly interface. But for Sheet, Zoho presents the most familiar feeling application of the bunch. They offer a large number of functions and very nice charting and graphing features.
Presentation
I haven't actually used PowerPoint that much since college (I just don't have many occasions these days to give presentations), but I was disappointed not to find any online presentations applications that could export in PPT format. Many could import PowerPoint files, bust most only exported as HTML or Flash. If you know of an online presentation app that can export in PPT, please mention it in the comments. I'm going to mention 3 applications as my top picks in this category (so you get bonus apps!):
- Spresent has a very intuitive interface and probably has the best animations of any online presentation application. The app is built in flash and lets users export presentations as flash files with their own player.
- SlideRocket offers a very full featured presentation maker in a beautiful package (if this were a desktop app it would feel right at home sitting next to Apple's Aperature), but it really gets the nod here for having built in web meeting tools that let you remotely control a presentation for multiple online viewers.
- Zentation isn't a presentation maker. It's an app that lets you sync video with PowerPoint slides, which is very helpful for sharing a live presentation after the fact with people who may not have been able to attend. (One of Guy Kawasaki's great talks is embedded below.)
Calendar
Spongecell is the most intuitive of the online calendar apps, in my opinion. The weekly view with blocked out hour-by-hour sections best resembles the weekly planners I am used to from the paper world. Spongecell also supports text message reminders, RSS, and has a developer API.
Gmail isn't my favorite online email application. In fact, interface-wise it is probably one of my least favorite. But the inclusion of free forwarding and pop access makes it my top pick for office email. Further, with Google Apps, Gmail can handle the mail for your entire company.
Sproutit Mailroom is another online mail application that could be invaluable for your online office. The purpose of Mailroom is to sort and manage all of the customer email, and let a group of employees respond to and track customer inquiries without stepping on each other's toes.
Groupware
Basecamp is the top dog when it comes to hosted groupware tools. By including easy-to-use applications for messaging, to-do lists, milestones, file sharing, chat, time tracking, and collaborative writing, it really takes the cake. There are many competitors in this category, but the inclusion of the Writeboard, a collaborative writing application, is really what sets Basecamp above the rest in my mind.
File Storage
There are more than one type of file storage needs, so this is another category where you'll get bonus apps:
- Omnidrive is tops in its class in terms of a complete online storage solution. Omnidrive gets the nod for their affordable packages, file versioning, and integration with Zoho and Snipshot.
- Fluxiom, which comes from Script.aculo.us creator and Ruby on Rails core team member Thomas Fuchs' company, is a full asset management system. Fluxiom offers advanced tools to important, organize, and share files.
- For quickly sending files of up to 100mb, nothing beats senduit in my book. I use this site at least 4 or 5 times each day.
RSS Reader
Newshutch is a little known online RSS reader that I fell in love with last year. It has a minimalist, two-pane design and doesn't have all the bells and whistles a lot of online RSS readers have. It's just about delivering the contents of the feed, and it does that very well.
Contact Management
Highrise is the contact manager I've been waiting for. It has all the contact management features you'd want, but what really makes Highrise shine are what are called "Cases," which are groups of information about your interactions with contacts. For example, if you're selling your house you could create a case for it and include all the emails, phone calls, notes, to-dos, and files related to your interactions with your real estate agent, lawyer, and accountant. Highrise is also sharable with a group, allowing your business to create a company-wide rolodex.
To-Do List
There are so many online to-do lists and GTD apps that it is hard to keep track. My favorite it easily, The Online CEO, a web app based on David Seah's brilliant Printable CEO series. The idea is that you make your to-do list into a game by assigning point values to tasks based on how important they are. As you go through your day you try to score the most points by getting the most important things on your list done first.
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I would include FlySuite.com in the list as it works both online and offline.
Groupware: I've worked with Basecamp, and while it has a very intuitive interface, I found its use for complex projects rather limited. Zoho Project looks promising, but I haven't really worked with it, and, yes, it does have a "bubbly interface" :-)
To-do list: I use Remember the Milk - very easy to use, and integrates with Skype, Twitter, Gmail and Google Calendar.
Afraid of missing an important appointment ?
I humbly submit http://onlineclock.net as a useful Online Alarm Clock.
I would mention iScrybe as the best solution for calendars, to-do lists, and organizers. For storage Mediamax - http://www.mediamax.com, tons of space for free, plus not that bad fucntionality.
I highly recommend Techinline Remote Desktop for customer support teams.
Whoa! You forgot all us "help you get paid apps" -
http://www.LessAccounting.com
What? No Netvibes?
I'm an avid gmail fan and can see its limitations with your intended use. However, criticizing its interface as far from your favorite without offering alternates is a waste of my time.
Nice I really like NewsHutch and I am checking out Sproutit mailroom as well. Thanks from the dudes from http://www.askTheAdmin.com
For a more simple note app try out http://notesake.com not only it is a cleaner and less obstructive design, the editor accepts both LaTeX and Textile markup languages.
I would certainly add Central Desktop to the groupware category.
They have many more useful features than Basecamp and comparable in usability.
No nod for Buzzword??? See, http://preview.getbuzzword.com/
I would iscrybe add to Calendar .
I like to use it - http://iscrybe.com .
I would have recommanded some dictionnaries, in particular bilingual as: http://www.wordreference.com or the excellent english-french www.granddictionnaire.com.
Gmail interface is bad??? In software engineering, there is a principle called KISS(Keep it simple, stupid). And Gmail very well apply this principle. There is no use having any flashy UI if it is not fast , and gmail is quite fast.Isn't it??
Also Google Calendar is very good and intutive
Very nice list. Most of these tools are new to me. Thanks.
I just got through posting a review of the project management tools for startups yesterday and I have to disagree with the author's opinion that BaseCamp is in the Top 10 for online office apps (especially for PM). Basecamp is good stuff but it's too pricey and doesn't include all the features that GoPlan, Joint Contact and my favorite, Zoho Projects, do.
http://www.learnsqlserver.com/Blogs/SqlServerBlog/2007/08/review-of-project-management-tools-for.html
I invite you to try http://www.vcasmo.com, it provides much better features than zentation for synchronize video / MP3 with Powerpoint / PDF / images.
Two that I think are worth a look are Rally Software's free community edition of their Agile Proj Management system
http://www.rallydev.com/community_ed.jsp
The other is Blue Tie Software: http://www.bluetie.com/
I use 'Backpack' at this time and I am also taking a look at Taskbin http://www.taskbin.com/ and GoPlan http://goplan.info/
Serge
'The French Guy from New Jersey'
I have to say this is a very solid list but there are far better calendar apps out there.
There is scrybe (all be it it seems impossible to get an invite to use it)
There is Google Calendar - amazing plus you can just stay with the whole google suite.
on top of that if you're using google cal then you can use calgoo - a very solid complimentary program that lets you take it offline, sync with outlook (for your evil ms users) etc etc
For file transmission, I only use FlyUpload.com because it is fast and does not require registration.
You forgot to add Netvibes! ( http://www.netvibes.com/ )
Which is very useful for booksmarks, rss feeds, email, notes, to-do list... the list goes on..
Making everything in your office web/internet based is stupid, as it is unreliable.
Try www.co-optx.com for online meetings, virtual desk capabilities, task management and more - easy to use, java based.
The only problem with the solution outlined above is that it's not a suite. Microsoft doesn't rule the world with Word or Excel, they rule the world with a package that plays well together, that shares many of user interface similarities, and is nearly ubiquitous in the workplace. Until one of these online office providers can supply a package that does everything well, these tools will only be something to use when you don't have your other software available.
I can't imagine getting everything done in a day that I need to do using a scattering of online tools like that.
Hey, what about workbidder for getting workers to help you out on tasks you need doing around the house. http://www.workbidder.co.uk
ThinkFree's presentation package can export to ppt.
Fun and games apart, Rememberthemilk (www.rmilk.com) is actually very powerful.
Email, IM, SMS reminders, natural language time and date entry and list sharing - make it very useful. And it has a catchy name too :)
Recently I've seen a Zoho presentation and the feel, the look and functionality is just.. wow. Good luck with Zoho Start.
Also, I'd like to suggest you to take a look at another online RSS Reader (www.ecastr.com). It's in alpha but looks promising.
Box.net for web-based storage...by far.
I'd consider Netvibes a productivity tool.
30boxes is by far the best online calendar app...it leaves gCal in the dust.
I found http://www.toodledo.com recently, maybe a little simple, but it gets out of your way and lets you do exactly what you need to do without extra fuss. Also they have a Firefox extension which ads a sidebar for you to-do list (quite handy).
I like using Qlipboard.com for online slide presentations, online instruction courses and for E-bay auctions (to show many photos in one frame). What I like most about it is the audio where I can record my voice. I also like that I don't need a manual to use it. It's really, really easy. It's kind of like a super-powerpoint online.
why no mention of OpenOffice.org? though not an ONLINE suite, it's free to download, and all components (word processor, sheets, databases, drawing, and presentation that export ppt) play nice together. haven't had any ms compatibility issues. running from a thumb drive increases portability.
A free on-demand Customer Support portal solution: CoreBlox
Provides: case management, searchable knowledgebase, product downloads, document management, channel management feature, complete Salesforce.com integration, brandable look-n-feel, etc.
????
Talk about homogeneity here. Yeh right so i'm going to open 7or 8 different account and have 7 or 8 username.password combinations...
If you use GDoc Writer you MUST use it for spreadsheets. NO ONE on earth is gong to use another apps on a regular basis this is plain impossible and makes no sense.
ERP and CRM I would add, in fact I'd like to add up a specific solution too; http://www.24sevenoffice.com
At least this is true if you're a company...
.t
If you are looking for speed, i would suggest edeskonline, which is faster than google docs. It also has an online Tax calci and Online Accounting package which none of the others can boast about. Its available on https://www.edeskonline.com/index_online_office.asp
Web Office is my top pick. http://weboffice.com/