COLLABORATIVE WORD PROCESSING

We require techniques for sharing information in various formats

because of the COVID-19 pandemic and the ensuing
modifications to our business practices. Attorneys, in particular,
require safe ways to work together on Word documents with
colleagues and clients. This cooperation might be as basic as
using an intake form to get information from customers, having a
client or supervisor evaluate and approve a document, or it could
be more involved and involve several versions and documented
modifications.

Even if there are other ways to share papers, including email,

working together on the document itself in one place might be
beneficial. Working together in one place saves time compared to
sending it to someone else, who then has to store it, evaluate it,
and give it back. Before the document is finished, the procedure
could then be repeated several times, producing different
versions of the document.

Document Collaboration: Which Tool is Best For You?

Document collaboration is when two or more people work
together on one or more documents–usually word processing
documents, spreadsheets, or presentations (slides).

If Google search results are any indication, it often seems as if

there is only one way to collaborate on documents. Every vendor
seems to push real-time co-editing/creation, or synchronous
document collaboration. In reality, there are two main
approaches to document collaboration: synchronous and
asynchronous. That split affects the kinds of tools that are in the
market.

Synchronous document collaboration tools facilitate real-time

interaction and immediacy, which is particularly beneficial for
synchronous collaborations like brainstorming and fast-paced
decision-making scenarios.

Asynchronous document collaboration tools permit

thoughtful, in-depth analysis and contributions, which is perfect
for asynchronous collaborations that entail detailed work,
collaborations that span different time zones, or require liaisons
with external parties.
To see the difference let’s highlight the differences with two very
different scenarios.

Synchronous document collaboration: Imagine you’re on a

sales team and you’re crafting a slide deck (i.e., powerpoint deck)
for a customer meeting at the end of the week. In this case, it
might be the most expeditious for your team members to work
synchronously. You’d be together (virtually, or physically) in the
same tool (let’s say, Microsoft 365), in the same document, at the
same time. There, you might discuss, add, and revise the text
and graphics on your key proposition slide. It’s a loose and
unstructured meeting because you’re all working creatively.
Synchronous document collaboration tools exist for every
document type under the sun: word processing documents,
presentations, spreadsheets, artwork, notes/wikis, etc.

Asynchronous document collaboration: Let’s jump ahead.

Imagine that deck worked! It clearly conveyed your value prop,
and the prospect wants to move forward. Now, imagine you’re
collaborating with the client on the contract that will define the
business relationship going forward. Unlike the previous
scenario, this collaboration will be asynchronous. Meaning, that
each team–your team and the client’s team–will take turns
considering the contract’s existing language and then proposing
new language. Asynchronous collaborations are the antithesis of
unstructured and loose; they’re structured. The reason is each
team needs their own “alone time” to carefully consider their
issues and interests in the context of the contract before moving
forward.

These scenarios highlight the two main styles of document

collaboration–synchronous and asynchronous. We took a
synchronous approach when collaborating on the slides because
creating content and brainstorming requires immediacy and
dynamic interactions. Meanwhile, we took an asynchronous
approach when collaborating on the contract because each party
needed a chance to consider the language and get comfortable
with its implications. It’s a requirement for reaching consensus
and building durable agreements.
When to engage in synchronous document collaboration
Synchronous document collaboration thrives when real-time
interaction, immediate feedback, and rapid decision-making are
paramount. It is also incredibly useful as a prelude to
asynchronous document collaboration. Use cases are vast and
varied, spanning across:

Brainstorming Sessions: Everyone updates that shared

document as ideas materialize.
Editing and Proofreading: Immediate alterations and
suggestions foster efficient refinement of content.
When to avoid synchronous document collaboration
Synchronous collaboration may not be the optimal choice
when:
Teams span in multiple geographies: Having team members in
different geographies and time zones can complicate
simultaneous collaboration.
Detailed, thoughtful inputs are needed: the rapid-fire, speed-
focused style of synchronous collaboration can lead to shallow
analysis, cursory feedback, and “feels over reals.”
High chance of derailment: Real-time interactions can be
distracting and dilute focus for some teams.
Costs or impact on productivity is a concern: Bringing
everyone together can be a significant expense, especially when
factoring in the potential loss of productive time for participants.
Real-life examples of synchronous document collaboration
Some concrete examples of synchronous document collaboration
include:
Investment banking, venture capital, or private equity:
Analysts, associates, and partners dig into a financial model,
adjusting and discussing projected returns and risk variables to
understand the dynamics of their strategy.
Purchasing/Procurement: An organization’s procurement
specialists, operations, and finance team meet to review a
supplier’s contract, adding new clauses and definitions, while
adjusting budget allocations promptly to expedite the agreement
process.
Accounting: The combined team of accountants and auditors
meet to review the punch list for the end-of-year financial report
and filings in order to devise a plan of action to resolve the
outstanding issues.
The best tools for synchronous document collaboration
There are a wide variety of synchronous document collaboration
that are focused on specific kinds of content, such as
whiteboards, artwork/graphic files, and even documents
embedded in your CRM or project management planning tool.
Including those would have made the list extremely long, instead
we boiled it down to the top four tools based on surveys of our
customers.
Word processing programs were formerly limited to on-site use,
but they are now also accessible over the cloud, enabling
cooperation between people who are spread out geographically
without requiring them to exchange documents. Some cloud-
based word processing tool alternatives that may be utilized for
remote collaboration are listed below:

Google Doc - This is Google’s word processing collaboration

application. If you have a Gmail account, you have access to the
free personal version of Google Docs, which includes editing and
commenting on Word documents as well as real-time chatting.
For additional features, such as shared calendars, video
conferencing, and additional cloud storage beyond the free 15
GB, you can upgrade to G Suite. G Suite has a tiered pricing
structure starting at $6/user/month for the Basic version,
$12/user/month for the Business version, and $25/user/month
for the Enterprise version.

Microsoft 365 (Microsoft Office 365) - This is Microsoft’s cloud-

based office suite, including access to Word, PowerPoint, Excel,
and other Microsoft applications. Documents saved to OneDrive,
Microsoft’s cloud storage application, can then be edited in real-
time with multiple authors. You can also use Microsoft Teams, an
application included in Microsoft 365, for collaboration purposes,
which features real-time chat and the ability to create “rooms” for
different team projects. Pricing for the business versions starts at
$5/user/month for the Basic version, $12.50/user/month for
the Standard version, and $20/user/month for the Premium
version.

Zoho Writer - This is a cloud-based word processing application

created by Zoho, a company specializing in creation of various
cloud-based applications for businesses. Features include robust
editing, commenting, chatting, and other helpful collaborative
features such as built-in electronic signature options. It is free to
use with storage of up to 5 GB per user up to 25 users. For
additional storage, pricing then ranges from $5/user/month up
to $8/user/month with additional features such as integrations
with other applications.

Pages for iCloud - This is Apple’s cloud-based word processing

application. It can be downloaded and used on any Apple device
with minimum operating system requirements. It can also be
used on Androids and PCs without downloading the application
by using the iCloud.com website, as long as you have the correct
browser. It allows for editing and commenting on documents. It is
free to use but only available to iCloud account holders. For
additional storage beyond the free 5 GB, you’ll need to upgrade
your cloud storage plan. Before using any cloud-based
application, remember your ethical duties regarding storage of
client information in the cloud.

Google Docs: Word Processing, Collaboration, More

Google offers a variety of useful free tools merchants can use in

place of other more costly software. One of these is Google
Docs Google Docs, a free word processing tool with plenty of
room for file storage and many unique tools unmatched by other
word processors. The most important of these is the collaborative
tools where users can easily share documents with other users.
Screen capture of share settings on Google Docs.

Sharing Features

Google Docs’s main dashboard is a list of all documents, along

with sharing information. Docs makes it easy for users to share
any sort of document with other users, regardless of whether or
not they have a Google account. Shared documents can be
locked, as well, so others can only access them as a read-only
document. Or, if a project has multiple writers, users can choose
to allow others to work on the document with them. The “owner”
of the document is the one with all the sharing power, but
fortunately Google Docs allows users to change the owner so
there is little interruption to work flow. Collaborators also have
the ability to chat with each other in real time, using a feature
similar to GChat, without leaving the document.
Screen capture showing all documents on Google Docs.

One thing Docs could add to improve its sharing functions would
be to save multiple copies of documents so users could return to
previous versions. For example, if one user makes a mistake
while editing the document and saves it, another would have to
go back in and change it. Other online collaborative word
processors, such as Basecamp by 37Signals, save multiple
versions of documents so there is no work lost. Users can return
to older versions in case of errors, something unavailable in
Google Docs.

Word Processor

Docs’s most basic feature is modeled after word processors like

Microsoft Word. With a Google account, users can create a blank
document that is viewable in print format. Here you can see the
basic format, using text from the Emancipation Proclamation as
an example. Users have a more limited set of fonts than with
other word processors—only Arial, Times New Roman, Cominc
Sans, Courier, Garamond, Georgia, Tahoma, Trebuchet and
Verdana. Font nerds like me will be dismayed at the omission of
Helvetica, but it’s a comprehensive enough list for most
purposes.
Word processor on Google Docs.

One unique aspect of Google Docs is the translation tool, which

allows users to translate an entire document into a wide variety
of languages. This could be useful for merchants who could copy
a body of text, then use the machine translator to get a rough
translation. Then the merchant could share the document with a
human translator who could edit the document and re-save it.
Because the document is stored online, there is no need for
tedious copying, pasting and attaching files to emails. It also
frees up hard drive space.
Translation feature on Google Docs.

Another unique feature is the expanded ability to insert other

elements than text into the document. As with Word, users can
insert images, links, comments, headers, footers and a table of
contents. But they can also add some more extended elements,
such as mathematical equations and drawings. Here’s an
example of a hasty drawing.

Insert options on Google Docs.

Inserted graphic on Google Docs.

Drawings on other processors are usually limited to predefined

templates, and it can be very difficult to add mathematical
symbols into normal documents. Usually to do either of these, I
have to use another program and copy-and-paste it into the
document or upload a file. Unfortunately, this often tweaks the
font and paragraph formatting.

Google Docs’s auto-save feature has also saved me numerous

times. Before I became more diligent with saving my documents
on other word processors, I lost a lot of my work due to crashes
and accidental window exiting. Google Docs saves your work
every minute or so, making it easy to hold onto.
Other Templates

With Docs, there are many more options than just creating a text
document. Users can choose from an ever-expanding variety of
templates, from presentations to spreadsheets to forms.

The presentation feature is basically a slimmed-down version of

Microsoft PowerPoint, allowing users to create a slideshow. They
can share these presentations with other viewers or collaborators
and publish them online under a unique URL, so there is no need
to attach them in emails. This solves the problem of people using
different versions of presentation software and not being able a
document because it is not saved as a compatible file type.

Example of PowerPoint on Google Docs.

Merchants can use many other Docs templates to create

spreadsheets for accounting, order management and other
purposes. While this would require much manual input and
probably would not be useful for large ecommerce companies, it
could be a good tool to manage personal finances or small
inventories. These spreadsheets have comparable features to
Microsoft Excel, but because they are all stored online, there is
no chance of losing important information.

Google has also approved hundreds of templates, both from its

own developers and other Docs users. These range from business
cards to birthday cards, letters, resumes and much more. After
perusing dozens of these templates and seeing the hundreds that
are available, it is safe to say that Docs offers templates for most
any type of document you might want to create.
Example of spreadsheet on Google Docs.

Google Docs is a vast free resource for word processing,

spreadsheets, presentations and much more. It does all of these
things well, though it is more comprehensive than it is extensive.
Like most Google services, it is free, collaborative and constantly
being updated. However, it seems the only thing Docs does better
than many other software available is ordinary word processing.
Google Docs

Google Docs is a free, web-based word processing application

that allows multiple users to collaborate on documents in real
time. It is one of the most popular document collaboration tools
available, and is known for its ease of use and powerful features.
Google docs is part of the bigger Google suite that also includes
synchronous document collaboration for presentations and
spreadsheets.
Pro: Easy to use, real-time collaboration, free
Con: Limited features compared to desktop word processors

Microsoft 365

Microsoft Word is a commercial word processing application that

is also available as part of the Microsoft Office 365 suite. It offers
a wide range of features for document creation and collaboration,
including real-time co-editing, commenting, and change tracking.
Pro: Wide range of features, real-time co-editing. Nearly every
professional has used word at one point or another.
Con: Can be expensive, especially for businesses

Zoho Docs

Zoho Docs is a cloud-based word processing application with a

variety of features for creating, sharing, and managing
documents. Part of the larger Zoho suite.
Pro: Highly advanced editor, wide variety of formatting options,
built-in chat
Con: Bit of a learning curve

Dropbox Paper

Dropbox Paper is a web-based document collaboration tool that

allows users to create and collaborate on documents, lists, and
other types of content. It is known for its user-friendly interface
and ability to integrate with other Dropbox products.
Pro: Easy to use, real-time collaboration, and strong integration
with dropbox products
Con: Some users complain about limited storage space (in lower
tier plans), lack of some advanced document editing features
When to engage in asynchronous document collaboration

On the flip side, asynchronous document collaboration

shines in circumstances such as:

Collaborating Across Time Zones: It’s challenging to contribute

optimally when you’re well outside your working hours. Going
async helps address this issue.
Engaging with External Parties: In most cases, you’ll want to
exclude your counterparty from internal discussions on
negotiation strategy. In other cases, you might not be able to
require 3rd parties collaboration on documents in a synchronous
fashion.
When teams want to be efficient: If you’re using the right tools
to coordinate the collaboration, asynchronous document
collaboration can be among the most cost effective ways to work.
“Deep Work” is required: In document collaboration, deep work
is work that requires prolonged, focused concentration, free from
the potential distractions of real-time feedback. Situations where
deep work is important include situations where rigorous
analysis is required. The asynchronous document collaboration
approach creates the space required for each party (or team) to
reflect, research, and refine ideas or responses at one's own pace.
The result is often more crafted and well-considered outcomes.
When to avoid asynchronous document collaboration

Asynchronous collaboration might be a poor choice when:

Timelines are tight: Despite the cost and coordination
challenges, sometimes an effective method to speed completion is
to lock everyone in a room and get it done.
Risk of detachment: There can be diminished momentum
amongst team members due to elongated response durations.
Real-life examples of asynchronous document collaboration
Some concrete examples of asynchronous document
collaboration include:
Legal: Coordinating with experts, sending over evidential
documents to be analyzed and reviewed for an upcoming
case.
Freelancers / Consultants: Sending over the final draft to a
client for their review and feedback.
Venture Capital / private equity: Exchanging a term sheet with
the founder of a startup and allow them and their attorneys to
review the details .
Purchasing/Procurement: Distributing a contract to a key
supplier, giving them time to review and propose changes.
Recruiters: Working closely with the hiring team to flesh out the
job description, compensation, talent acquisition strategy before
beginning the search.

In all these scenarios, asynchronous document collaboration

allows participants, whether internal or external, to provide in-
depth, considered contributions to documents without the
necessity for simultaneous online presence, thereby respecting
individual schedules, timelines, and working preferences. This
ensures that detailed, qualitative inputs are not sacrificed,
despite geographical or temporal disparities amongst
collaborators.

The best tools for asynchronous document collaboration

Unlike synchronous document collaboration, there are far fewer

companies focused the asynchronous use case. That that there
are several solutions worth investigating.

Email

Email needs to introduction, it’s the place where most

professionals spent a considerable amount of their time (about
28% of the work day according to HBR). Email is the main way
that professionals engage in asynchronous document
collaboration.
Pro: It’s widely adopted, It allows users to send and receive
documents, as well as comments and feedback.
Con: Difficult to organize and track, and it can be challenging to
collaborate on documents with multiple people.

TakeTurns

TakeTurns is a cloud-based file sharing and collaboration

platform with native asynchronous document collaboration
support. All aspects of the collaboration including all versions of
the document that the team is collaborating on.
Pro: As easy to use as email and offers a variety of features that
are necessary for smooth asynchronous document collaboration
(e.g., turn-by-turn structure, version control, chat).
Con: No free plan, targets professional use cases.

Notion

Notion is a web-based workspace that allows users to create and

manage documents, tasks, and projects. It also offers features
such as wikis, databases, and kanban boards.
Pro: Notion is a versatile tool that can be used for a variety of
purposes, including asynchronous document collaboration. It is
also free to use for personal use.
Con: Notion complex to learn and use, and it may not be suitable
for use with individuals outside of your organization, external
parties, or 3rd parties.

Confluence

Confluence is a web-based team knowledge base that allows

users to create and manage documents, wikis, and other types of
content. It also offers features such as commenting, version
control, and project management.
Pro: Confluence is a powerful tool for asynchronous document
collaboration and team knowledge management. It is also highly
customizable.
Con: Confluence can be expensive, especially for large teams. It
can also be complex to learn and use. Also it may not be suitable
for use with individuals outside of your organization, external
parties, or 3rd parties.
Concluding thoughts: Use the right tool for the job

Document collaboration is when two or more people work

together on a single document. It’s what a lot of us do in our day
to day jobs. As we noted above, there are the two main styles of
document collaboration: synchronous and asynchronous. Each
offers unique benefits suited to varied circumstances and
demands. Synchronous collaboration affords real-time
interaction and immediacy, which is particularly beneficial for
brainstorming and fast-paced decision-making scenarios. In
contrast, asynchronous collaboration permits thoughtful, in-
depth analysis and contributions, which is perfect for complex,
detailed work and collaborations that span different time zones or
require liaisons with external parties.

free word-processing software in 2023?

Note that the following tools are ranked alphabetically:

1. Google Workspace
2. Foxit PDF Editor Suite
3. monday.com
4. ClickUp
5. Conga Composer
 6. Wondershare PDFelement
7. Coda
8. MadCap Flare
9. Zoho Docs
10. pdfFiller by airSlate
11. ProWritingAid
12. Scrivener

Create editable documents

Allow users to save and export documents in multiple formats

Make real-time collaboration and editing simple and useful
Offer options for the functionality of lists, such as checkboxes or
entry cross-off
Provide note-taking or note-sharing capabilities
Correct grammatical and spelling errors
Use artificial intelligence (AI) to assist with writing

Why do you need Word processing software?

To create and edit new documents with ease, You can also type,
delete, and modify text as needed.

To use formatting tools and make your documents visually

appealing: You can change fonts, adjust text size, apply styles,
create headings, add bullet points or numbering, and more.

To engage in spell-check and grammar correction: Word

processing software typically includes built-in spelling and
grammar-checking tools to help you identify and correct errors,
ensuring that your documents are error-free and professional.

To facilitate collaboration and enable multiple users to work on

the same document simultaneously: Together, you can track
changes, add comments, and merge edits from different
contributors. Additionally, you can easily share documents with
others via email, cloud storage, or file-sharing platforms.

To leverage templates and pre-designed layouts: You can use

these templates for resumes, business letters, reports,
newsletters, and more, saving you time and effort in creating
documents from scratch.
To allow for integration with other software: You can integrate
word processors with other software applications (think:
spreadsheet software or presentation tools) to enable seamless
transfer of data and content between different programs. The end
result? Improved productivity and efficiency.

What should you look for in Word processing software?

Factor #1: Feature set

A robust word processing software should offer various basic and

advanced features such as:
basic text editing
spell-checking
grammar-checking
formatting options for font styles, sizes, and colors
paragraph alignment
page layout customization
ability to insert images, tables, and graphs
mail merge

Factor #2: User-friendly interface

The software should have an intuitive and user-friendly interface

that makes it easy to navigate and use the various tools and
features. For example, look at Nifty’s ‘Search’ functionality, which
allows you to search by document or file name or filter by a
specific user.
Find anything easily with Nifty Docs
For instance, Nifty’s “File Proofing” feature allows you to
streamline your creative feedback process. This feature
automatically creates subtasks based on the comments left on
the content:
Factor #3: Compatibility

Ensure that the free Word processing software is compatible with

your operating system. It should also support popular file
formats like .docx and .pdf for seamless sharing and
compatibility with other applications.

For instance, Nifty allows you to create collaborative documents

with team members and store them with your projects. You can
choose between a Nifty Doc or a Google Doc, Spreadsheet, or
Presentation which syncs with all your documents in Google
Drive:
Factor #4: Collaboration capabilities

If you require collaboration features, check if the software

supports real-time collaboration, track changes, and comment
features to facilitate efficient teamwork, as Nifty demonstrates
below:

Collaborate on the go with Nifty

Factor #5: Cloud integration and mobile accessibility

Cloud integration allows you to save and access your documents

from anywhere, and mobile accessibility enables you to work on
your documents using smartphones or tablets. So, if you want
unparalleled flexibility and convenience, account for the
software’s integration and mobile capabilities.

Factor #6: Cost and licensing

The cost of the software and the licensing options available is

another critical factor to consider. Note that some best word
processing software is available for free, while others may require
a subscription or one-time purchase. So, evaluate the pricing
model that suits your budget and needs.

Factor #7: Support and updates

Finally, ensure that the software provides adequate customer

support and regular updates to address any issues or security
vulnerabilities that may arise, and you are good to go.

Nifty: The best free Word processing software for 2023

There are hundreds of free word processing software options that
offer diverse ranging choices. However, when looking for an
exceptional word processing experience that combines powerful
features, a user-friendly interface, and seamless collaboration,
Nifty emerges as the top word processing software choice for
2023.
Its intuitive design and access to extensive tools lay the
foundation for a smooth and efficient writing environment.
In short, Nifty helps you achieve your writing goals effortlessly,
with endless possibilities.

Storing and Sharing Files-Collaborating via Web-Based

Communication Tools
Collaborating via Web- Based Communication Tools

Comparison of Traditional and web based Email services

Traditional Web based services installed on your PC uses a
protocol called the Post Office Protocol (POP) There are none of
the “anytime, anywhere” advantages. Microsoft Outlook or
Outlook Expression the form of web-based services, also known
as web mail or HTTP .web mail can be accessed from any PC
using any web browser, and all your messages are stored on the
web, not locally. Gmail, ymail, rediff.

GMAIL Google’s web mail service is called Gmail

(mail.google.com)

free, it lets you send and receive from any web browser, and the
interface even looks similar to its competitorsGmail groups
together related messages in what Google calls
conversations.Gmail is a free service; all you have to do is sign up
for an accountGmail offered 7.5GB of storage for users.

Yahoo! Mail Yahoo! Mail (mail.yahoo.com) is another web

mail service

Mail is free and can be accessed from any PC, using any web
browserMail gives you unlimited storage

Windows Live Hotmail

Hotmail
It was one of the first web-based services, and it’s still one of the
LargestIt’s not called “Hotmail” anymore;Microsoft has moved it
into its Windows Live suite of online services and now calls it
Windows Live Hotmail.accessed from any web browser on any PC
anywhere in the world, for free. Microsoft gives you 5GB of
storage
Windows Live Hotmail
folder pane on the left, message page in the middle, and reading
pane on the right.

Apple MobileMe Mail

Apple offers MobileMe Mail ( MobileMe Mail unique is that it’s not
limited to just computer users;you can also send and receive s
from your Apple iPhone or iPod touch, via Wi-Fi Internet or
cellular network.MobileMe Mail isn’t free. It’s part of the
MobileMe suite of applications, which costs $99 per
year.accessed with your existing Mac or Windows-based program,
including Outlook, Outlook Express, and Windows Mail.

Other Web Mail Services

AOL Mail (mail.aol.com)
BigString (Excite Mail (mail.excite.com)
FlashMail (GMX Mail (Inbox.com (Lycos Mail (mail.lycos.com)
Mail.com (Zoho Mail (zoho.mail.com)

Evaluating Instant Messaging Services

is just one way to communicate online. For many users, instant
messaging is a better way to talk; it’s more immediate, because
you can send text messages in real time to your friends and
coworkers. No more waiting for people to respond to your s—
when both parties are online at the same time, it’s just like
having a one-on-one conversation!

AOL Instant Messenger

AOL Instant Messenger ( also known as AIM.AOL claims more
than 60 million users, which makes it the number-two IM service
today, second only to Yahoo! Messenger.popular among the teen
and preteen crowd, although people of all ages can and do use
it.AIM special features to basic text messaging.You get file
sharing, RSS feeds, group chats, ability to text message to and
from mobile phones, voice chat, video chat, and even a mobile
client. You can also enhance the basic AIM experience with a
variety of official and user-created plug-ins.

Google Talk
Google Talk is the name of both Google’s instant messaging
network and its IM client(talk.google.com)Web-based Google Talk
“gadget.” You launch the Google Talk gadget by going to
talk.google.com and clicking the Launch Google Talk button.With
the gadget, there’s no software to download;If the person you’re
chatting with also has the Google Talk client installed, you can
send files back and forth between yourselves, using the Send
Files button.

ICQ
The granddaddy of all instant messaging programs is ICQ (ICQ
was birthed by a company named Mirabilis back in 1996, but
was acquired by America Online in 1998.Today, AOL maintains
ICQ and AIM as separate programs—so separate that ICQ users
can’t talk to AIM users, or vice versa.Like most other IM
programs, ICQ is totally free.You also get grouped conversations,
voice messaging, photo viewing, and other state-of-the-art
features.

Windows Live Messenger

The program currently known as Windows Live Messenger does

all the main things AIM and Yahoo! Messenger do, including
voice chat and the ability to page a contact’s mobile phone.With
more than 27 million users, Windows Live Messenger is a solid
middle-of-the-pack player

Yahoo! Messenger
With more than 90 million users, the most popular instant
messenger program today is Yahoo! Messenger.In addition to
traditional text messaging, Yahoo! Messenger features voice and
video messaging, PC-to-phone and PC-to-PC calling, voic , file
sharing, and chat rooms.It also lets you receive up-to-the minute
stock prices, news headlines, sports scores, weather forecasts,
and notification of any waiting Yahoo! Mail—all courtesyof the
Yahoo! family of services.

Evaluating Web Conferencing Tools

is great for one-one-one communications that aren’t time

sensitive.Instant messaging is better for time-sensitive
communications, but it’s still essentially a one-on-one
medium.To include more than two people in your
communicationsnew tool is called a web conference,

What features can you expect from a web conferencing

service?

Application sharingDesktop sharingFile and document

sharingPowerPoint presentationsAnnotationPresenter
notesWhiteboardText-based chatAudio, Video
conferencingPolling.Quizzes

Adobe Acrobat Connect

The Adobe Acrobat Connect ( software and service offers personal
online “meeting rooms” for large organizations.For $39/month
(and up), you get audio/video conferencing, screen sharing,
whiteboard, and chat functionality.The main window is the
shared application—that is, the live desktop of the presenter.The
presenter appears via webcam in the upper-left window, and
individual text chats can take place in the window below.

Convenos Meeting Center

The Convenos Meeting Center ( is a web-based conferencing

service that starts at $30/month.For that price, you get online
presentations, file and document sharing, whiteboard, polling
and integration with Skype for conference audio.

Genesys Meeting Center

The similarly named Genesys Meeting Center ( offers similar

features to that of the Convenos service.Genesys gives you online
PowerPoint presentations, file and document sharing, chat,
desktop video, whiteboard, and polling and E-Quizzes. Pricing is
by request only.GlanceGlance ( is a web-based conferencing
service priced from $49.95/month.Its main focus is easy-to-use
screen sharing, with no client software necessary to install.

IBM Lotus Sametime

IBM’s web conferencing service is dubbed Lotus Sametime ( and

it comes in several different versions: Entry, Standard, Advanced,
and Unyte.The web conferencing service comes complete with
enterprise instant messaging, multiway chat, VoIP and point-to-
point video, and integration with most major desktop
applications. Pricing varies by size of company.

Microsoft Office Live Meeting

Microsoft Office Live Meeting

(office.microsoft.com/en-us/livemeeting/) is a hosted service
available in two versions (Standard and Professional).You get
audio/video conferences, a PowerPoint viewer, integration with
Microsoft Outlook, application and desktop sharing, and the like.
Pricing is on a per user basis, with volume licensing available.
Persony Web Conferencing

Unlike most other services, Persony Web Conferencing ( doesn’t

charge a monthly fee. Instead, you pay once for the software (a
hefty $995) and don’t have any usage fees.This means, of course,
that Persony doesn’t host your web conferences; you need to host
conferences on your company’s own servers. You get screen
sharing, presentation sharing, whiteboard, picture sharing, VoIP
audio, file transfer, and chat messaging.

Pixion PictureTalk

Pixion’s PictureTalk ( is a hosted conference solution with four

different plans. The Per Minute plan charges you only for time
used;the Personal plan charges you for a single 10-person virtual
meeting room;The Professional Plan is priced by the seat; and the
Enterprise plan lets you host the whole bang on your own
servers.All plans feature application and desktop sharing,
whiteboard, polling and quizzes, chat and VoIP, audio
conferencing, and the like.

WebEx
Cisco’s WebEx ( is perhaps the most-used web conferencing
solution today.Features include VoIP support, integrated audio
and video, application sharing, on-the-fly annotation, meeting
recording and playback, and so on.In this example, a PowerPoint
presentation is being annotated by the presenter, while
participants are chatting in a pane on the right.The presenter, in
this case, can also take notes during the course of the
presentation; these notes appear in their own pane on the lower
right.

Yugma
Yugma ( offers three different plans, priced from $ to $ per year
based on how many people may attend a meeting.Features
includedesktop sharing,teleconferencing,public and private
chat,annotations, anda whiteboard.

Zoho Meeting
Last but not least, Zoho Meeting (meeting.zoho.com) is, for now
at least, afree web conferencing service.It includes the expected
features, includingapplication/desktop sharing,chat,and Skype
integration,as well as remote PC control.