This article will discuss three programs that both store, back up data, and even allow for sharing and collaboration in group projects. Google Docs works directly from a web browser, while Evernote and Dropbox have both web and computer-side clients.
Google Docs
Google Docs is an often overlooked member of the Google family of applications. Anyone with a Gmail account has free access to a suite of web-based applications, including a calendar and document creator/manager that are the perfect tools for any student.
The Google Docs interface is simple, allowing for the creation of both documents and folders in which to file them. Students can create three kinds of documents: text documents like they would in a word processor, spreadsheets, and slide-based presentations. The formatting options are fairly complete: besides adjustments to font and layout, students can insert images, tables, footnotes, and other elements. In addition, there are tools for looking up terms and counting the number of words in a document.
Another strong feature of Google Docs is they way documents can be shared and exported in various ways. Export formats include Word, RTF, PowerPoint, Excel, and PDF. Documents, and entire folders, can be made public and even editable, making it easy for students to work together on group projects or share their work with their instructors. Students using Google's Calendar application can also link documents to specific appointments.
Google Docs is free and web-based, with an option to work offline. Documents are accessible from any computer with an internet connection.
Evernote
Like Google Docs, Evernote has a web interface that allows for the creation of various kinds of documents. Unlike Google's application, however, it also has computer and mobile platform clients. It also accepts sound, image, and movie files. Files created on a computer or mobile client are synchronized to the user's account, making them available to any device that runs the Evernote client or the browser application.
With either the browser or platform-based client, students can use Evernote to create or capture data. They can write text files, import web pages, upload images taken from their webcam or phone, and organize all these in as many folders as they need. Evernote also allows for sharing (with a free basic account) and collaboration (with a paid Premium account) of documents and folders.
Evernote is currently available for Windows, Macintosh, and several mobile platforms (including iPhone, iPod Touch, and Blackberry). There are two versions available: a free basic account, with limits on upload size and file type, and a yearly Premium account that allows for more data kinds and amounts to be uploaded.
Dropbox
Dropbox is a different kind of program from the previous two, in that it doesn't have an interface for creating data. Rather, as its name suggests, Dropbox allows students to store, synchronize, and share files across computers simply by dropping them into a folder. Once the client is installed and an account created, users will see a folder named Dropbox appear. Drag files and folders into it, and they will be synchronized through the Dropbox servers. These files can then be accessed from any other computer with a Dropbox client or the Dropbox web interface. Files and folders can also be shared with others.
One advantage of Dropbox is that students can create files in any application, and simply store them in the Dropbox folder for synchronization. Every time a file is altered, the changes are automatically synchronized with the Dropbox server. In this sense, Dropbox has no limits as to the file types it can store. Of course, this means that in order to work on these files from other computers the same (or equivalent) programs must be installed. However, Dropbox is somewhat flexible with this. For example, text files accessed from the Dropbox web interface can be opened using Google Docs.
Another great feature of Dropbox is that it keeps track of when files were changed, uploaded, and deleted, and allows users to undo any changes made within the last 30 days of the document's life. This is a valuable tool for restoring lost or erroneously altered data.
Dropbox clients are currently available for Windows, Macintosh, and Linux. There is also a web interface for viewing, managing, and downloading documents. The basic account (2 GB of data) is free, and paid upgrades allow users to store up to 100 GB.
Final Thoughts
Google Docs, Evernote, and Dropbox are great applications for students who either need to work from more than one computer or simply want safe storage for their files. Depending on individual needs (simple synchronization, document creation, collaboration), one or more of these solutions are sure to help any student facing a new academic year of essays and presentations.
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