Google Docs & Spreadsheets and Writeboard are Web-based text editors. That is, they provide an online location to create documents, including spreadsheets, that are then accessible from any computer, and they allow collaborative editing, comments, and tracking of changes.

Reasons to use an online text editor or spreadsheet:

• Share documents with people who don't have access to your local Share drive -- including other Museum staff
• Work simultaneously with collaborators
• Easy to use, but capable of more complex modifications
• Access documents from any computer with Internet access, anywhere -- add references from the library of Alexandria while you're there
• Avoid creating multiple versions, so you're always working in the most updated text
• See changes easily
• Discussion forums for tricks, problems, and new ideas
• Make documents available via other Web tools -- put your material in play with everything else on the Web

Disadvantages:

• Formatting options may be limited (or require some new learning)
• If your internet access is severed, you're sunk. (But the file will be waiting for the next time you're online.)

Links are on the Tools sidebar of the blog. I have set up test runs-- please check them out.

• Writeboard: I've created a test file, "Object Locate Announcement" Password: Outreachtest. Please try it out and let's see how this works. It feels very easy and intuitive to me. [Update, Nov. 6: Even Ken is using it! We're working on a letter.] Another http://123.writeboard.com/9b72b3d780addda9d sample.

The makers of Writeboard have also created other web-based functions. I'll show you one called Backpack that's intended for planning and time management.

• What used to be Writely is now Google Docs & Spreadsheets.

• Responding to Renee's request, I've started a Watson Newsletter article on the Outreach 3 effort. Log on to Google Docs with our gmail address and password in order to view or edit the document. (One can also invite collaborators, but if we are all "watsonlibrary" it doesn't seem necessary.)

• Jennie has begun to use Google Spreadsheets to make it easy to communicate between Watson and Asian Art, for volunteers to add to the documents, and so that she and Min and the vols can work at the same time.

• Dan Lipcan has used Google Spreadsheets to make a list of auction houses and their call numbers that combines and cleans up data from several other lists. The key feature: the program let him publish the list as a Web address that can now be linked to by the Watsonline homepage, so any library user can click on the link and search on or print out the list.

• You can find all kinds of samples. Here's a link to a Lifehacker suggestion on using Google Spreadsheets for holiday card mailings. And check out the comments from the supergeeky user who tracks the status of her outgoing Christmas presents with it! And the soon-to-be bride who updates her wedding music playlist with it! Sheesh.

Please report on any issues (problems or delights) you discover as you work with these documents. Thanks.

nbm