When you have multiple PIs working on a single narrative document for a grant proposal, we recommend using a Word Document in OneDrive. Shared Word files have really improved, and we think you will appreciate the improvements:
Use Word instead of Google Docs:
- Multiple people can work on the Word document simultaneously now, just like Google Docs (even in the regular, desktop version of Word, usually).
- You and your UW collaborators can use the document in the desktop version of Word. It will default to the web-version, but people are more used to the desktop version, and the simulations editing still works. (Your non-UW collogues will be stuck with the in-browser version.)
- Google Docs doesn't let you wrap text around figures with text-based captions. This is an enormous limitation (almost every grant proposal has non-full-width images), so the document HAS to go into Word eventually anyway. Switching to Word as just the final step makes it hard to gauge page length limits.
- Google Docs doesn't support vector images (SVGs), but Word does.
- The "Version History" feature of a Microsoft-shared word file works just as well as the Google Docs equivalent.
- There are reference managers for word and for google docs, but switching between the two causes problems.
How to Share that Word File? â¤Microsoft OneDrive
| Option | Conclusion | Reason | UW People Access | Non-UW People Access |
|---|---|---|---|---|
| Google Doc on Google Drive | Short-term thinking | Google Docs can not have text wrap around images with real-text based captions. This is a deal breaker for most grant applications, so ultimately the file is going to be in Word anyway. | Same access level for everyone. | |
| Word file saved on Google Drive | Dangerous | Bad because users can very very easily open the Word File in Google Docs and then it gets converted into a Google Doc, which changes the image formats, citation/reference manager links, etc. Ping-pong format changes. | Clicking on the file opens it in google Docs, which is bad because it converts the file and you lose all the features of Word that Google Docs doesn't support. Everyone can download the file and open in Desktop Word, but there is no simultaneous editing. It's just like a simple pen drive. | |
| Word file saved within a new channel shared on Teams | Great for all-UW teams, non starter for outsiders | Impossible because it can't actually be shared outside of UW even though the first menu *looks* like you can. We havn't experimened with makeing a new team, just a new channel (prhaps we should). | Yes, perfect access to both the desktop app with simultaneous editing and in-browser app too. | No access at all! When you make a shared channel, it looks like you will be able to invite outsiders, but it's a lie. |
| Word file saved on Box | Dangerous | Box will result in multiple parallel files. It *seems* like you can all have it open on your desktops, but really only the last person's edits will be saved. The other people can't save their files, and now you have multiple parallel versions of the same file. | Same access for both groups of people, but if you use the desktop app at the same time as someone else, you WILL get saving issues and wind up with multiple versions of the same file. | |
| LaTeX editor like OpenLeaf | Great for all-CS-minded teams | If your entire team is already familiar with this sort of more-coding-based word processor, then have at it! Open leaf handles PDF vector images beautifully. (better than Word). | Same access level for everyone. | |
| Word file saved on OneDrive | Best option for mixed teams, but still not ideal | UW people can simultaneously edit in desktop or in browser. Non-UW people can only edit in browser. In-browser editor has limitations, but at least it doesn't mess up the file. | Yes, perfect access to the **desktop app with simultaneous editing** (and in-browser editing option of course too). | They can access the file ONLY in-browser. |
In-browser, online Word isn't as good as the real desktop app
- Document formatting can be wildly different from the desktop version. Things that are 1 page in desktop word open as 2 pages in online, in-browser word. Headings and line spacing don't look the same. So you can't get an accurate page count (which is critical for grant applications).
- You can't add image captions
- You can't insert SVG images (but you can insert PNGs and JPEGs.)
- We think reference/citation managers don't work right in the web browser.
- A lot of these limitations are very similar to using Google Docs. However! Unlike using google docs, switching between In-browser-Word and Desktop-Word doesn't cause destructive file format issues. Sure, the in-browser users aren't seeing the whole perfect file, but they also aren't messing it up at all.
A Word file shared from OneDrive is the best option we have found at UW-Madison for teams with non-UW collaborators
Benefits
- All users can see each other's cursers blinking and see them type in real-time.
- The UW workers get this real-time collaborative writing even within the desktop app.
- The 'Version History' feature works very well, just like google docs.
- Comments and track changes work just like they should.
Downsides
- Biggest issue: Collaborators from outside of UW won't be able to open the document in the desktop version of Word. This seems to be security restriction placed upon us by the UW Microsoft settings. This means that serious formatting work will need to be only by the UW workers and not the outside collaborators, see restrictions of the in-browser version of Word.
- Fellow writers could go out of their way to download the Word file, make their own edits, and then re-upload the file to give you version control issues. They need to be encouraged not to do this.
How to do this:
Short video with voice over showing how to share a Word file on OneDrive