Microsoft Word vs. Google Docs: A Guide for Technical Writers

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In the world of IT documentation and technical writing, Microsoft Word and Google Docs are the most popular and common tools. Each offers distinct features tailored to different needs, making them indispensable to IT professionals and technical writers.

However, choosing the right tool—or deciding whether to use both—requires understanding their strengths, weaknesses, and use cases. This article explores the capabilities of Microsoft Word and Google Docs and offers insights on when to use one over the other. Spoiler: Any professional technical writer worth their salt is adept at both tools.

Overview of Microsoft Word

Microsoft Word has long been the gold standard for word processing. It is a robust, feature-rich desktop application that supports everything from simple document creation to complex formatting and advanced macro programming. Because it is an industry standard, it is important for any technical writer or IT pro to have a firm grasp of Word and be able to use it to fluidly produce professional and formatted documentation.

• Advanced Features: Capabilities like mail merge, macros, forms, and integration with Microsoft Office Suite make Word versatile for business and technical tasks.
• Extensive Formatting Options: Word provides granular control over styles, layouts, and design, making it ideal for documents that are both polished and professional.
• File Compatibility: Word supports a wide range of file formats, including DOCX, PDF, and ODT, ensuring compatibility across systems.
• Offline Access: Unlike cloud-based tools, Word functions seamlessly without an internet connection. Cloud-based storage is available via Microsoft's OneDrive service.

Overview of Google Docs

Google Docs, a cloud-based word processor, emphasizes real-time collaboration and accessibility. It is part of Google Workspace, integrating with tools like Google Drive, Sheets, and Slides. Because it is free and readily available, Google Docs is among the most popular technical writing tools available, competing with MS Word and Adobe Photoshop.

• Add-ons & Extensions: A library of third-party add-ons enhances functionality for specific tasks, including grammar checking and document export functionality.
• Cloud-based Accessibility: Documents are stored in the cloud, accessible from any device with an internet connection. This fluid accessibility from all devices, including smartphones, makes Google Docs a go-to for millions of educators and enterprise knowledge workers.
• Real-time Collaboration: Multiple users can edit a document simultaneously, with changes visible in real-time. This is an areas where Google Docs really nails it and delivers true power to technical writers and IT professionals.
• Version History: Google Docs automatically tracks all changes, allowing users to revert to previous versions easily. You don't have to use this tool for very long to benefit from this feature and retrieve an archived version of a document due to an error or erroneous deletion.

Microsoft Word & Google Docs Compared

While both tools are excellent at document creation, their approaches differ significantly. Below, I provide a detailed comparison.

When to Use Microsoft Word

Microsoft Word leads the pack among word processors and IT documentation tools. But when is it best to use this application instead of Google Docs or Apple's Pages.

• Advanced Features: MS Word's advanced tools, such as macros and custom templates, are invaluable for automating repetitive tasks and creating standardized documents.
• Complex Formatting & Layouts: Technical writers creating documents with intricate formatting—such as user manuals, reports, or white papers—will benefit from Word's robust style management, table formatting, and design tools.
• File Compatibility: MS Word is the preferred choice for sharing documents across organizations that require universal file compatibility, particularly with DOCX or PDF formats.
• Offline Accessibility: For users in low-connectivity environments, Word's offline capabilities make it a reliable choice.

When to Use Google Docs

For those who require solid collaboration abilities and who are on a budget, the free Google Docs is their daily word processor.

• Cloud Storage: Storing documents in Google Drive ensures easy access and backup, making Google Docs a go-to tool for mobile and remote work.
• Integration with Google Workspace: For teams already using Google Workspace tools like Gmail, Google Drive, and Google Meet, Docs fits seamlessly into existing workflows.
• Quick Accessibility: Google Docs is ideal for brainstorming, creating drafts, or sharing content instantly without worrying about software installation.
• Real-time Collaboration: For IT teams and technical writers working across locations, Google Docs enables simultaneous editing, reducing version control headaches.

Should Technical Writers Use Both Tools?

The answer is yes. Technical writers can benefit from the strengths of both platforms, depending on their needs. Microsoft Word is perfect for finalizing polished documents, handling intricate formatting, or working offline. Google Docs is great for collaborative drafting, quick content creation, and real-time feedback.

Adopting both tools ensures flexibility and efficiency, allowing tech writers to leverage the best features of each and best satisfy employers and clients. More tools in the toolbox is always a good thing. Personally, I wouldn't hire a technical writer who wasn't expert-level at both applications.

Should IT Professionals Be Platform-Agnostic?

For IT professionals, being platform agnostic is important and arguably essential. Pros include flexibility (which employers and clients like), a greater ability to collaborate with a team, and just generally a more expansive skillset.

While there is a learning curve associated with being platform agnostic, the additional effort makes you more competitive in the marketplace and better equipped than your peers. It simply makes you a more valuable resource to your boss or client.

• Adaptability: IT teams often work with clients or stakeholders who use different tools. Familiarity with both Word and Google Docs ensures seamless collaboration and sends a message of professionalism and integrity.
• Future-proofing: With the rise of hybrid work environments, IT professionals must support diverse tools to meet evolving organizational needs. Most enterprise organizations utilize both documentation tools.
• Tool Integration: Understanding multiple platforms enables IT professionals to integrate them into workflows, bridging gaps between tools like SharePoint and Google Drive.

Good Luck

The choice between Microsoft Word and Google Docs is not about selecting one over the other—it's about knowing which tool suits the task at hand. For IT professionals and technical writers, adopting a hybrid approach that leverages the strengths of both platforms ensures productivity, collaboration, and adaptability in today’s fast-paced environment.

By understanding the nuances of Microsoft Word and Google Docs, professionals can create better documentation, foster more efficient collaboration, and remain equipped to handle the demands of modern workflows. Whether drafting a collaborative project plan in Google Docs or finalizing a detailed report in Word, these tools, used together, can elevate the quality of work across teams and industries.

To better understand tools for technical writing, check out my article "Technical Writing Essential Toolkit."

But that's just my opinion. Let me know your thoughts in the comments.

— Curt Robbins, Senior Technical Writer

P.S.: I'm currently taking on new clients. I enjoy helping companies with their documentation and communications strategy and implementation. Contact me to learn about my reasonable rates and fast turnaround.