Comparing Microsoft Word and Google

Docs

Tom Foltz

November 17, 2017

Contents
Tom Foltz........................................................................................................................................................................... 1

November 17, 2017....................................................................................................................................................... 1

Introduction ............................................................................................................................................................................... 2
Methods ....................................................................................................................................................................................... 2
Test Metrics................................................................................................................................................................................ 3
Results......................................................................................................................................................................................... 4
Task 1: Saving a document ......................................................................................................................................... 4
Task 2: Inserting a picture .......................................................................................................................................... 6
Task 3: Adding a table ................................................................................................................................................... 6
Task 4: Change the margins ....................................................................................................................................... 7
Task 5: Change the text color .................................................................................................................................... 9
Task 6: Add a header...................................................................................................................................................... 9
Task 7: Add a page border ........................................................................................................................................ 10
Task 8: Add a footnote................................................................................................................................................. 11
Task 9: Insert a citation .............................................................................................................................................. 11
Task 10: Change the font ............................................................................................................................................ 11
Conclusions and Recommendations.................................................................................................................... 12
Appendix.................................................................................................................................................................................. 13

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Introduction

Two word processing tools which are widely popular and very similar for an audience of

first-time users are Microsoft Word and Google Docs. The white paper to follow represents

the results of a usability test performed on 10 specific tasks. These tasks are ones that a

first-time user with little background knowledge about word processing would likely have

to do while operating the word processing systems.

Methods

Ten tasks were selected and evaluated on both of the word processing systems. The tasks

were as follows

1. Saving a document

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 2. Inserting a picture
3. Adding a table
4. Change the margins
5. Change the text color
6. Add a header
7. Add a page border
8. Add a footnote
9. Insert a citation
10. Change the font

Test Metrics

The 10 tasks were evaluated on five separate categories. These categories are as follows:

Effective: I was able to complete this task

Efficient: I was able to complete the task in a timely manner

Engaging: The software helped in the completion of the task

Error Tolerant: The software pointed out solutions to any errors

Easy to Learn: The software was easy to learn and comprehend how to accomplish the task

Each task was evaluated on a Likert scale demonstrated below.

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Results

Task 1: Saving a document

Both of these word processing systems are very similar and are almost replicas of each

other. For Microsoft Word saving the document was a fairly easy process once you have

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 explored the main tabs, i.e. file, home, insert, etc. Once you found the right tab to click on it

was a simple process of following the steps Microsoft guides you thought. Image one and

two show the important steps for saving a document. Microsoft Word scored all ones on the

likert scale as it was easy to use, simple, and straightforward.

Image 1 Image 2

Google Docs is a little different for saving documents. Meaning that it is always saving it

while you are typing which took a good amount of time to figure out the first run through.

The word processing program saves automatically to your drive which can be confusing for

the first-time user. Image three deomonstrates where Google Docs says it is saved, note that

it is not a save button but a message displayed on the screen. Due to these facts stated above

it received fours in the categories: efficient, effective, and easy to learn. It received twos in

the final categories. Overall it wasnt hard to use it took a pretty good amount of time to

figure it out.

Image 3

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 Task 2: Inserting a picture

Inserting a picture into Microsoft Word is a very easy and intuitive process. I was able to insert

the desired picture the first try and fairly quickly also. For these reasons Microsoft Word once

again received all ones on the Likert Scale. See image 4 below for where to insert a picture.

Image 4

Google Docs were nearly identical when it comes to inserting pictures into both word

processing systems. They both have an insert tab followed by and obvious option of image for

Google Docs or pictures for Microsoft Word. For this reason Google Docs scored the same as

Microsoft Word.

Task 3: Adding a table

Adding a table is much the same process as inserting a picture into Microsoft Word. The button

that activates the generation of the table is even right next to the image picture button. Once the

button is clicked it offers a drag system that can increase or decrease the size of the table to

what the user sees fit. See image below for visual representation. This system was fantastic for

the first-time user as it was simple and easy to learn. It received marks of one in all five

categories.

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 Image 5

Once again the striking resemblance between Google Docs and Microsoft Word became

apparent while learning how to insert tables into both programs. The process was the exact

same for Google Docs as it was for Microsoft Word. The image below shows this. Due to the fact

that they are both identical they both received the same score on the Likert scale.

Image 6

Task 4: Change the margins

The process of changing the margins was not hard process once I was able to find the margins

button. One down side to changing the margins in Microsoft Word is that it can be confusing for

first-time users to find the button. It took me longer than I expected to find the button. It is

under page layout, but I got it confused thinking it was under design. For this reason it received

a two in efficient and a two in easy to learn as well. The other categories all received a one.

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 Image 7

In the case of Google Docs it was not very intuitive to change the margins. Unlike in Microsoft

Word where it was fairly simple to change the margins, in Google Docs there was multiple extra

steps. Also the process took far longer to find the function that changes the margins. To get to

the desired function you had to go to file, than page setup, then you could adjust the margins.

The image below shows the page setup portion. For this reason Google Docs received a four in

every category besides error tolerant. The only reason error tolerant didnt get a four was that I

did not have to consult the help function. Error tolerant received a 3 since it was difficult to find

the function and that I didnt have to consult the help function.

Image 8

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 Task 5: Change the text color

Within Microsoft Word, changing the text color is probably one of the easiest tasks in the

program. From the home page it is just a couple of clicks and it is done. See image below for

example, the highlighted box is where you change the text color. For the reasons stated above

Microsoft Word scored the highest it possible could on the Likert scale.

Image 9

Of all the functions within Google Docs, changing the text color was by far the easiest. As you

can tell from the image below the button that activates the change is directly in the center of the

menu bar right in plain sight. Google Docs also received the highest marks possible just like

Microsoft Word did.

Image 10

Task 6: Add a header

Like most of the basic functions within Microsoft Word, to change the header is a simple

process for even first-time users. As the image below depicts it is a very easy process to add a

header. The underlined portions are the spots that you must click on to be able to add a header.

Like many other tasks, this one receives the best marks possible for being easy to learn as well

as easy to use.
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 Image 11

Adding a header in Google Docs is the exact same process as in Microsoft Word. Once you click

on the insert tab you find the header button and follow the steps given after you have clicked on

it. It received identical marks to Microsoft Word.

Task 7: Add a page border

Adding a page border within Microsoft Word may sound like it is difficult, but in reality it is a

fairly simple task. Like all things within the program it is just a few clicks away, the only hard

part is knowing where to click. For this one you need to go to design, then page borders. It is a

fairly simple task and was done without any major issues, as well as it took a very little amount

of time. These reasons are why it received excellent marks on the Likert scale. See image below

for reference on how to complete the task.

Image 12

Adding a page border has been the glaring difference between the two programs as Google Docs

does not have a page border function. You can make a table that takes up the whole page and

adjust the width of the table borders but the fact remains that there is not a page border

function within Google Docs. For this reason Google Docs did not get rated since the function

did not exist.

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 Task 8: Add a footnote

Adding a footnote within Microsoft Word is very easy and received the highest possible score is

could on the Likert scale due to the ease of which the task is accomplished. It is a simple click to

the reference tab and then you click on the big button that says insert footnote. It received a

near perfect score.

For Google Docs one could argue that it is even easier as you just click on insert than go to

footnote. In consideration of first-time users I would say that Google Docs has the upper hand in

this category as illustrated by its perfect score.

Task 9: Insert a citation

Inserting a citation is a fairly simple process within Microsoft Word, much like everything else

in the program its just getting to the right tab. Once you click on references you then go to the

insert citation function and follow the steps thereafter. Going along with the trend, Microsoft

Word received high marks again.

Throughout my research I was unable to find a insert citation function. There is always the old

school method of entering it yourself but unlike Microsoft Word there is no individual function

for inserting a citation.

Task 10: Change the font

Changing the font in Microsoft Word as well as in Google Docs is a very simple process. All it

takes is finding the box that has the font type displayed, then you can click on the font and

change it by scrolling through the preloaded options or if you know what font you want you can

type that specific font in.

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 Conclusions and Recommendations

After the conclusion of the usability tests for both Microsoft Word and Google Docs there

was one program that reigned supreme. Microsoft Word was the easier, more intuitive, and had

more functions available than Google Docs.

I recommend that if there is a choice between the two programs tested today that you

choose to use Microsoft Word.

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Appendix

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