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Word Processing Software A White Paper: Comparing Microsoft Office and Google Docs

Jeff Porter

April 19, 2015

Introduction

This white paper outlines and compares the results of a usability test of two examples of word

processing software: Microsoft Word 2007 and Google Docs. These two pieces of software are

on the opposite ends of the price spectrum with Microsoft Word requiring a key that costs the

user a one time charge and Google Docs being a free cloud software that only requires the user to

be using an email account through Google.

The objective of this usability test is to inform users of the differences between these two word

processors and the advantages of each. With this knowledge the users can make an educated

decision as to which of these two word processors suit their needs. Note that only the word

processor is evaluated in this test and both Microsoft and Google offer other pieces of software

as a package which could influence the users decision on which one to choose.

The usability testing targets typical, non-professional users such as college students that already

have very basic knowledge in word processing and computer basics. Their software usage is

fairly basic but also expect to have all the features needed in common word processing.

Methods

This usability test was performed in one day at a typical small college apartment in Moscow,

Idaho to perform in the common environment of the targeted users. All the tasks were performed

on a Dell laptop with common specifications of an Intel Core i5 2.3 GHz processor, 4 GB of

RAM, and a 64-bit Windows 7 Operating System. This laptop represents the majority of

common hardware that the typical user has access to.

The following tasks were tested on both word processors:

1. Changing Typeface, Size, and Style

2. Adjusting Margins

3. Adjusting Column Layout

4. Inserting Special Characters

5. Inserting a Header/Footer

6. Inserting an Equation

7. Creating a Table

8. Reviewing and Editing Document

The previous tasks were assessed by the following criteria: the tools necessary to perform the

task were found with ease, the task could be completed quickly and without hassle, and the result

of the task was satisfactory. A Likert Scale was used for to quantify the results, with a score of 1

meaning "Strongly Disagree," and a score of 5 meaning "Strongly Agree" in regards to the three

criteria statements. The following table is used included for each task to compare the two word

processors and ultimately test their usability.

Tools necessary to perform the task were found with ease:

5. Strongly

Agree 4. Agree 3. Neutral 2. Disagree

1. Strongly

Disagree

□ □ □ □ □

Task could be completed quickly and without hassle:

5. Strongly


1. Strongly

Disagree

□ □ □ □ □

Result of the task was satisfactory:

5. Strongly


1. Strongly

Disagree

□ □ □ □ □

Results

1. Changing Typeface, Style, and Size

Both of the word processors have the feature of changing the text. Each processor allows

changing the text font, size, and color. They also give the options of bold, italicize, and

underline. Microsoft Word has the upper hand with a more complete user interface and definitely

more options. What Google Docs does right is keeping it simple, but this makes it lack in

options. Microsoft Word even goes to the lengths of having various "styles" which automatically

changes these multiple options in one click. Sizing is fairly simple in both processors, but

Microsoft Word once again offers a quality feature that allows you to change the size quickly

with a one click upsize or downsize for the font. This is a quality of life feature that just increases

speed and ease of use. While Google Docs performs this task with the desired results, Microsoft

Word excels with more font options, ease of use features, and predetermined styles.

1.1 Microsoft Word

Figure 1. Microsoft Word Typeface, Style, and Size menu.


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □

1.2 Google Docs

Most of the options are right in the open like Microsoft Word, but a few like superscript

and subscripts were found in the format term. This was not apparent at first.

Figure 2. Google Docs Typeface, Style, and Size menu.


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □

2. Adjusting Margins Adjusting the margins is achievable in both Microsoft Word and Google Docs. Each of

them have a margin ruler at the top of the document that allows the margins to be changed

quickly and with ease. Each ruler can adjust the margins in multiple ways including paragraph

and indentation. Microsoft Word also include a margins menu that allows you to quickly

customize each margin specifically or choose a commonly used layout. Both word processors

were easy to use and produced satisfactory results.

2.1 Microsoft Word

Both the ruler and margin menu are shown in the figure. This allows for quick margin

adjustment but also precise adjustments so you can fit any specific layout you want.

When opening the margin menu, it also first gives you the commonly used margin

layouts.

Figure 3. Microsoft Office margin ruler and menu.


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □

2.2 Google Docs

Figure 4. Google Docs margin ruler.


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □

3. Adjusting Column Layout Microsoft Word makes adjusting the page layout into columns really simple. It can split

previous written text or even future text in up to three columns with a single click in the page

layout menu. Google Docs does not support multi column processing. This took a while to find

out because their formatting options aren't all placed together. You can achieve a pseudo-column

layout using a table, but this is not the easiest thing to do.

3.1 Microsoft Word

Microsoft Word has a convenient quick menu with an option for a more detailed menu.

Figure 5. Microsoft Word columns menu


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □

3.2 Google Docs

There will not be a figure for Google Docs as it does not support multi column word

processing. This was not easily found and unfortunately took quite a bit of time. In

technical writing, specifically research reports, columns are used quite a bit. Google Docs

wouldn't be sufficient for this task.


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □

4. Inserting Special Characters Both Microsoft Word and Google Docs allow special characters to be inserted. Each

processor has a convenient drop down list of a large selection of special characters. Microsoft

Word can be quite tedious when trying to find a specific character, while Google Docs has a

convenient area where you can draw the character. The menu will then bring up related

characters with the character you draw as the first option.

4.1 Microsoft Word

Figure 6. Microsoft Word quick selection and full special character menu.


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □

4.2 Google Docs

Figure 7. Google Docs special characters menu.


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □

5. Inserting a Header/Footer

Each word processor has the options for both a header and a footer. Both allowed for the

page number and a different first page. Microsoft Word also has a design tab which allows you

to customize and edit the header/footer to make it unique. The Google Doc version was just the

basic layout.

5.1 Microsoft Word

Microsoft Word makes it really simple to add a header or footer. But it also takes it one

step further in allowing you to easily design your header and footer to change the layout

and style.

Figure 8. Microsoft Word - Insert Header/Footer menu.

Figure 9. Microsoft Word design header/footer menu.


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □

5.2 Google Docs

Figure 10. Google Docs insert header/footer menu.


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □

6. Inserting an Equation Inserting an equation is very similar in both of these word processors. Once inserted they

work almost exactly the same. Both provided satisfactory results quickly and with ease.

6.1 Microsoft Word

Microsoft Word has some built in equations that makes using common equations simple.

Figure 11. Microsoft Word equation editor.


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □

6.2 Google Docs

Figure 12. Google Docs equation editor.


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □

7. Creating a Table

Creating a table was also very similar between the two word processors. A table can be

inserted in both applications from the insert menu, but Google Docs also has its own dedicated

table menu. Google also allows the table to easily be made to any size with its drag mechanic.

Microsoft Word also has this, but limits the amount of cells you can create with this mechanic.

Once the table is made, Microsoft Word has a more thorough design tab though.

7.1 Microsoft Word

Figure 13. Microsoft Word insert table menu.


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □

7.2 Google Docs

Figure 14. Google Docs table menu.


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □

8. Reviewing and Editing Document Microsoft Word and Google Docs excel when it comes to editing. Both word processors

allow the addition of comments to anywhere in the document. These can then be viewed later or

removed easily once they are resolved. Microsoft Word has an ability to "Track Changes" which

allows the editor to change the document without making it overwrite the original. The author

can then go back through and choose whether to replace the original with the made changes or to

revert it back to the original form. Google Docs can achieve the exact same thing using an option

they call "Suggesting." So while both of these word processors operate at the same level, the real

strength lies with Google and its sharing capabilities. Since Google Docs operates all online,

sharing of the document is super easy. When sharing you can choose to send the actual

document, a suggesting document, or just a viewing document. This allows editing and peer

review very simple.

8.1 Microsoft Word

Microsoft Word offers multiple options when it comes to editing and reviewing of the

document. The most commonly used comments and track changes are simple to find and

use. The sharing of the document is where Microsoft Word lacks.

Figure 15. Microsoft Word editing/review menu.


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □

8.2 Google Docs

Google Docs has the potential to have just as many options for reviewing a document

through their add-on options. Sharing a document for peer review/editing is very simple

and effective.

Figure 16. Google Docs Editing/Sharing menus.


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □


5. Strongly


1. Strongly

Disagree

□ □ □ □

Recommendations

The results of the usability test yields 118 points for Microsoft Word 2007 and 105 points for

Google Docs. The total amount of points possible was 120. Each processor had comparable

features, but overall, Microsoft Words were easier to use and offered more features and quality

of life options. But on a point scale, Microsoft Word proves to be superior.

Google Docs offers each tool that Microsoft Word does with exception to the columns layout.

For typical users, this wouldn't stop them from using Google Docs, but for most scientific

writing this would render Google Docs useless. Google docs allows the user to share their work

easier than Microsoft Word, but it should be noted that Microsoft Word is more widely used.

This allows the user to be familiar with a very commonly used piece of software.

Microsoft Word has a far superior user interface that is easier to navigate and a much smaller

learning curve for basic word processing. It also has much more potential as it is a more complex

program, but it also has a cost. For these reasons, I recommend Microsoft Word for typical users.

But if one is looking for a quick basic word processor, Google Docs is a great free alternative

and will do more than suffice.

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