Microsoft Word and Google Docs Usability Test

Bryn Nelson
Technical Writing, October 26, 2012

Introduction: In this usability test the commonly used word processors Microsoft Word and the online word processor Google Docs by Google were tested to evaluate each systems affordances, constraints, effectiveness and ease-of-use. This usability test is more informal in that the user and the observer are the same person. Both products are frequently used as word processing systems in this technological day and age. Typical users for these products include students, professionals and anyone who owns a computer. Consequently, these products are widely distributed and highly utilized today. Google Docs, which is internet based, is utilized more by students and the younger generation due to their proficiency in technology and use of the internet. Microsoft Word is used by all ages and those who are able to afford the cost that is associated with the product. This usability test is aimed at those who plan on using either product as a word processor to convey which has more usability to offer the user. Methods: This usability test was conducted in a quiet, empty room on a HP laptop computer in October of 2012. It was conducted by an observer who is familiar with each product but not overly knowledgeable about either word processor. It must also be noted that only the word processing functions were evaluated in this test as each product has other functions or associated products that allow the user to create presentations, make spreadsheets, draw etc. The tasks that were completed to conduct this usability test for the word processors were as follows in this order: 1. 2. 3. 4. 5. Opening each Word Processor Testing the allowance of interactions with others Changing the font Saving the file Inserting options

Results: Opening each Word Processor To open Google Docs I did the following: selected the Google icon on my desktop, selected Documents near the top of the screen, logged in with my Gmail account (which I must already have signed up for), selected create and selected Document. Opening Google Docs as a word processor takes more steps than Microsoft Word. It is a word processor that is through the internet and not software and therefore cannot be selected with just one click of a button. I would categorize the extensive amount of steps to access the document on Google Docs only as an irritant. To open Microsoft Word I simply selected the icon from my desktop. As long as the user has already downloaded the most recent version of the software (which automatically creates an icon on the desktop) Microsoft Word can be opened by one click of the mouse. A document automatically shows up ready to be typed on. Time spent opening this word processor is minimal.

Testing the allowance of interactions with others An allowance of Google Docs would be the ability to access one single document from a number of different computers at the same time. A multitude of Gmail users can be added to one single document to create or view the document. Students in a group project, collaborating writers, teachers and students or any number or different groups of people can come together and create one single, cohesive product. This allowance is optional and creates more opportunities for collaborative writing. One constraint of Microsoft Word is that the document can only be accessed by one person at a time. It forces writers to create on their own and somehow compile their written work. Because Microsoft is software based and not internet based this is not a valid option for this word processor. Changing the font Both word processors were comparable in my effort to change the font, the font size and the font color. They both used buttons that were in plain view, and symbols that were universally known. They both offered an array of fonts and font colors to be used. Changing the font was easy and straightforward. I would deem both Microsoft Word and Google Docs practical and functional in the ability to change font style, size and color. Saving the file Each of the word processors tested had a different way of saving the document being created. Google Docs automatically saved the document as the user typed while in Microsoft Word one had to select file, save as, name the document and then select save. Word puts the responsibility of saving the document in the users hands while Google Docs does the work for them. In this way, Google Docs is more convenient and combats the problem of losing work if the internet crashes or something goes wrong. Inserting Options As far as inserting options these word processors have different strengths and weaknesses in this area. Ultimately these options underline the different uses that each of the word processors specializes in. Google Docs is designed to produce a digital copy of a document while Microsoft Word is designed to produce a printed version. In order to insert an image on Google Docs one selects Insert then image and selects any image from the computer that they are working on. It also has the option to drag an image into the document which saves time. Inserting an image on this word processor straightforward and easy for the user. Users also have the option to insert other options as well such as a link, a drawing, a comment etc. Inserting options on Google Docs emphasize the purpose of a strictly digital copy of the document. In Microsoft Word the process of inserting an image is very similar. One selects insert then picture which allows them to upload pictures from their computer. This word processor does not have a drag and drop option which is a constraint. The amount of items that can be inserted in this processor is superior to Google Docs, however. There are more image options such as clip art and more style options to create more intricate documents. Microsoft Word has more

options in designing a document that is made to be printed. There are more options to be inserted into the document and more options as far as the stylization of the document. Recommendations: After completing this usability test, it was concluded that both word processors are functional and suggested for use. It is recommended that users utilize these products for their strengths and design purposes. Google Docs is more practical in a group project where the document is destined to be digital. Microsoft Word is more practical when creating a document that will eventually be printed. Users will enjoy these products most when they use them for the specific purposes they were created for. Usability is based in purpose and when we know the purpose of a product we can use it the way it was meant to be used.