This is part of a regular series of articles exploring some of the terms used in e-learning.  We’ll do our best to break down the jargon and explain what things are from a basic perspective.

Google Calendar screenshot

Google Apps are a suite of shareable, online communication and collaboration applications which students have access to as part of their university email, GoogleMail. The suite currently includes easy to use (simplified) applications for editing documents, spreadsheets, surveys, presentations, and websites, as well as shareable calendars and instant chat messaging. Staff can sign up online to try them out, and login instructions are available via the Help link.

What are the benefits of Google Apps? 

Google Document screenshot

Google Apps are online and ‘location independent’ so applications can be used on or off campus, and with selected mobile devices. They can be easily shared – owners can share docs and sites publically on the web, or with selected individuals reviewers or collaborators. They can also be edited synchronously, with up to 50 individuals editing a document at the same time.  This simplifies keeping track of document versions when edited in multiple locations or by multiple people, and means that only one copy of a document, a single ‘definitive’ version, is kept online. Google Apps also keep a history of all the changes made to them, allowing you to revert back to an older version if a mistake is made. You can also export them to common file formats, like the Microsoft Office ones. Finally, Google Apps are currently free to use, and therefore students may use them in preference to paying for standard office software (even at reduced education rates).

What about potential issues? 

Well, Google Apps are easy to use but they also have a reduced functionality set, and don’t yet support all the advanced uses of standard office productivity software.  Also, they only have limited accessibility for students using screen readers, so it may be necessary to provide such users with specific advice or allow them to select preferred tools that are easier to use instead.  Sharing files with others needs a little care: although students can easily set up groups, they must select the correct individuals from the roster of all staff and students at SHU.  Finally, at the moment, there is only limited support available from SHU help desks – Google Apps are not currently core supported software.

For more information, see:

• The Educause Learning Initiative’s 7 things you should know about Google Apps
• Google Student Blog – Tips and Tricks category
• Google Apps Accessibility Evaluation (from California State University’s Accessible Technology Initiative)

This blog post is also available as a printable briefing doc on Google Apps, with some scenarios for their use in HE contexts.