Overview
For years we have been able to purchase Microsoft Office site licenses for $5 per computer under the University of Georgia’s contract. Microsoft has since changed its pricing structure, resulting in the contract not being renewed by UGA. Now that these licenses are no longer covered by UGA, we are responsible for purchasing our own licenses, which are now $79 per computer. We have 200 computers at FCPL, which would result in a total annual cost of $15,800. This cost is more than the library is willing to spend, especially when there are free and low-cost alternatives available.
Georgia Public Library Service recently offered free Google Enterprise accounts with unlimited storage for all staff members in the state. Having access to Google Enterprise enabled us to brainstorm what our organization might look like without Microsoft Office. After several discussions, we decided that we are not fully ready to let go of Microsoft Office but we think that a hybrid approach would be a responsible, effective solution.
We looked at how each position within our library currently uses Microsoft Office and if Google would be an acceptable substitute. In some cases, we found that Google would work well but in other cases continuing to have access to Office was a better option.
The migration to Google will take several months. Once the migration has been completed, here is an overview of the positions that will use Google and which will use both Google and Microsoft Office:
Google Only
- Facilities
- Materials
- Public Services—one staff computer and two patron computers at each branch will also have Microsoft Office. Additionally, all patron computers will have LibreOffice installed. LibreOffice is a free, easy to use suite of tools that is very similar to Microsoft Office.
Google and Microsoft Office
- Communications Manager
- Director and Deputy Director
- IT
- Materials Services Manager
- Support Services
What About SharePoint?
You may be wondering about SharePoint, which is also a Microsoft Office product. The version of Microsoft SharePoint that we are using is very old and is no longer supported by Microsoft. Unfortunately, Microsoft no longer offers a free SharePoint version and the paid version is too costly for us to afford. IT has been researching replacement options for a while but until recently we were having trouble finding the right fit for our organization. Now that we have access to Google Enterprise, we have more options. We will replace SharePoint with a mixture of Google and our CMT (content management tool).
What About Outlook?
We will leave Outlook on each staff computer so that staff can continue to easily check their email. However, please note that leaving Outlook on the computers is a short-term solution. In the future (late 2022), we will replace Outlook with a new email client. We cannot keep Outlook long-term because the version of Outlook we have is 2013 which is no longer supported.
Timeline
We will work with each department to make sure everyone is ready for this change and has a smooth transition. The following timeline is intended only as a guideline.
January
- Train staff on Google tools, Google permissions, and how to share documents
- Work with staff on migrating documents over to Google
February
- Continue training on Google tools
- When a branch or department is ready, remove Microsoft Office from their computers
March
- Move all items from SharePoint to Google and the CMT
Training
In-person training will be provided starting in January. We also have several opportunities for online training. Please consult with your supervisor to develop a training plan that best fits your needs.
- Google Drive – 2 hours
- Google Meet – 2 hours
- Google Docs – 2 hours
- Google Docs – Sharing and Collaborating Training – 1 hour
- Google Sheets – 3 hours
- Google Sheets – Charts and Formula training – 2 hours
Google In-depth - Universal Class
- Google Docs – 6 hours
- Google Sheets – 7 hours
- Google Slides – 7 hours
FAQ
Q: Will staff have to migrate their PowerPoint presentations to Google Slides before January 1?
A: We are not removing Microsoft Office from any computers on January 1. We will work with your department on the migration and schedule the change. This will happen sometime in February.
Q: Will Google Meet replace GoToMeeting for online programs?
A: Yes, this change will happen on January 1. However, if your program is being conducted on Google Meet, you can still use a PowerPoint presentation during the program. The presentation does not have to be on Google Slides.
Q: Google does not have a tool like Microsoft Publisher. What will we do when we can no longer use Microsoft Publisher?
A: We are researching several options for a good replacement for Microsoft Publisher. Once we have picked a product, we will let everyone know.
Q: How will we create the slides for the Presentation Computers at the branches?
A: IT staff will begin creating and changing the slides for the presentation computers at all locations. We will communicate with all staff when IT assumes these tasks.
Q: For endcap displays, I use the tiling feature in Microsoft Office. Does Google have this same feature?
A: Yes, Google Draw offers this feature. Directions for how to use the tile feature can be found on the IT SharePoint site under Google.
Q: Can you add music to Google Slides?
A: Yes, directions can be found on the IT SharePoint site under Google.
Q: Do we have to worry about copyright as we’re using Google?
A: Yes, copyright law must be followed at all times, whatever software staff are using.
Q: At times, we give PowerPoint presentations at locations where we do not have access to the Internet. How would we access our Google Slide presentations if they are on our Google drive?
A: You can download a Google Slide presentation to a hard drive or USB. Directions can be found on the IT SharePoint site under Google.
Q: How will staff view and edit documents if some are using Google and some are using Microsoft Office?
A: Google documents and Microsoft Office documents can be opened and edited by either product. Staff should not have any issues working collaboratively together regardless of which product they are using. Also, all staff who have Microsoft Office will also have access to Google so there may be times that they will edit documents using Google tools.
Q: We have patrons who do not want to create a Google account. What will they do?
A: They can use the one of the two patron computers at each branch that will continue to have Microsoft Office or they can use LibreOffice on any patron computer.
Q: If Outlook can be left on the computers, why can’t we just leave Microsoft Office on all the computers?
A: The current version of Microsoft Office we are using is 2013, which is out of date and no longer supported. This version does not work well with our newer products. Leaving Outlook on the computers is a short-term solution. In the future (late 2022), we will replace Outlook with a new email client.
Q: How will I be able to find everything if it is split between Google drives and the CMT?
A: We will work with a committee on the best way to organize all of this data and we will clearly communicate these changes with staff.
Q: Does the Google Drive replace my Z drive, or the drives for music and videos?
A: No, you will still have access to your Z drive, and the drives for music and videos. You are welcome to store your documents on either your Z drive or your Google drive. Please continue to store shared music and videos on the drives that are designated for these purposes.
Q: I have a personal Google account. Why do I need a work Google account?
A: All staff need to keep their work documents on their work Google account and any personal documents on their personal Google account. Work Google accounts have special access to programs and unlimited storage that a personal Google account does not have. IT staff can also assist you with retrieving documents in your work account if needed. If you have work documents on a personal Google account and need assistance moving them over, please submit a help desk ticket.
Q: What do I do to prepare for these changes?
A: Make sure that you can access your work Google account. Then start getting comfortable with the Google tools. The above online resources can help get you started. I suggest starting with Google Drive.
If you have any other questions, please do not hesitate to send me an email. - Holly
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