Although habits are difficult to change, as I see it, online programs are an alternative that cannot be ignored. Not only entertainment programs but also in the workplace certain web applications are made so well and are so simple to use that they should really replace the complicated and old traditional programs. Google Docs is one of the best online Office platforms together with the lesser known Zoho, it is free, ensures reliability and security but, above all, it works well.
As we have seen, Google Docs together with Google Sites becomes an excellent tool for managing projects and organizations and is, even used alone, an excellent tool for office work.
All documents saved online are stored on Google's servers which, in terms of security and availability, probably has no equal worldwide.
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The Google Docs module can have a very useful practical application for managing everyone's personal expenses, for keeping home accounts and, in general, for tracking money movements . Everything becomes easy and understandable if you think that the Google Docs module can be integrated into Gmail .
In a matter of minutes, you can easily create a simple system to keep personal accounts and expenses with Google Docs and Gmail .
First, to create this little DIY accounting tool, you need a Google Account with a Gmail subscription.
The second step is to visit the Google Docs website and log in via your Gmail account. Then click on the " Create New " button at the top left and then on " Spreadsheet " to see an interface similar to that of Excel. From the spreadsheet you have to press, on the top menu, the Module key to create a new one which will then be used to send the data on monetary transactions. In the form you can enter a title such as " Personal expenses " or "House expenses ", a possible description and, going downwards, mark, where "Application title" is written, the fields that must then be filled.
Just to get into the theory for a moment, a database mask is being created where, basically, through easy-to-read graphics, the fields of a table are filled.
The fields to be added can be text, long texts, multiple selection fields, fields with the drop-down menu and the choice between predefined values. What is needed, for this particular case, is only to set two text fields which can, for example, be Date and Expense figure and a " payment method " field which can be a selection between bank, cash, bank transfer, credit card, check and so on. Everyone can write whatever they want for their needs and add other fields such as the description of the purchase, comments, place, recipient of the payment.
The "help text " field is where to write any explanations on the use of that field but, if the form is personal, it can be neglected.
After saving the form, you can click on the " Send form via Email " button and enter your Gmail address as the recipient. Going to your e-mail you should see a new message arrived that contains the form of the newly created form.
For better use of this method you need to add a Gmail Labs feature called " Quick Links " to Gmail.
Then access Gmail labs by clicking on the small green test tube at the top right and, from the list, activate the " Quick Links " and save. It should not be necessary, but if the form in the received email does not appear, also activate "Google Docs previews in the mail".
Now reopen the email received with the personal expenses form and click on " add Quick Link " at the bottom left and give a name.
Basically, at the end of this small job, you will have a link in your Gmail, at the pressure of which the expense entry form opens . It will be completed and sent to insert the new item on the spreadsheet.
It becomes an easy and fast way to track money movements because, at the end of the month, you will be able to see all the items from the Google Docs spreadsheet which, in addition to the table view, also offers a view of the data entered via bar graphs or AA cake. The Google Docs form can be created in a personalized way, both in the text fields and in the graphics even if, being for personal use, it would not be necessary.
Clearly this is just one of the possible uses of Google docs integrated with other online services (in this case Gmail); if you have suggestions for other possible uses, let us know!
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