Cloud computing means running applications on servers that are connected to the internet, instead of installing and running them on your own device. The software itself sits on the provider's servers, and you reach it over the internet, usually through a browser.
Because the processing happens on the provider's machines, your own device does not need to be powerful. A modest laptop, a tablet or even a phone can use a large, demanding program this way, as long as it can get online. The provider buys, powers and repairs those servers, and applies the software updates, so nobody in your organisation has to install a new version.
| Software run locally | Cloud computing | |
|---|---|---|
| Where the program runs | On your own device | On the provider's internet-connected servers |
| What you need | A device powerful enough to run it | Access to the internet and a browser |
| Updates | You install them | The provider applies them |
| Who looks after the hardware | You or your organisation | The provider |
Cloud computing is not the same thing as cloud storage: one is about running software, the other about keeping files. It also does not remove the need for the internet — if your internet connection fails, you cannot reach the application at all. It is the internet connection that matters, not just Wi-Fi.
Online applications are software programs that you use over the internet, usually through a web browser, instead of installing them on your own device. This means you don't need to download or install anything extra to start using them.
Some online applications are entirely browser-based. Everything you do happens inside the browser window. For example, you might build a simple animation in an online tool and save it online, with nothing installed on your computer apart from the browser itself.
Other online applications work together with locally installed programs and services. A browser-based tool might pass a file to a desktop program, or a local app might save your work to an online service. For instance, you could design a poster in a browser-based editor, then open the file in a desktop publishing program to add the final touches.
Because online applications run on remote servers, you can access them from any device that has an internet connection and a browser. That is different from traditional software, which has to be installed on every computer that uses it.
Consistency of version means that every user of a cloud application is running exactly the same version of the software. Cloud software runs as a single service on the provider's servers, rather than being installed separately on each device. Because there is only one copy of the software, there is no way for one person to be on an older release while someone else has a newer one.
This has two main effects. First, all users have the same features available. If the provider adds a new tool or fixes a bug, everyone gets it at the same time. No one is left waiting for an update or stuck with missing options. Second, the file formats are compatible across users. A file saved by one person will open correctly for everybody else, because the software that reads it is identical. For example, a shop that sells aquarium supplies uses cloud-based label-design software. One assistant designs a price label on the shop's laptop and saves it; when another assistant opens that file on the tablet at the till, the layout, fonts and barcode appear exactly as designed.
This is a key reason organisations choose cloud software. It removes the problems caused by different versions, such as files that will not open or features that some staff cannot use. Everyone works with the same tools and the same file formats, so work can be shared without confusion or extra effort.
A single shared instance of a file means that there is one master copy stored on the provider's server. Every authorised user accesses and edits that same copy, rather than each person working on their own separate file.
Because there is only one file, an organisation avoids creating and managing many copies. This saves time and reduces the risk of mistakes. For example, if you email a file to five people, you end up with five versions to merge back together. With a single shared instance, that problem disappears.
When anyone opens the file, they see the most recent version, including any changes made by others. This means users cannot accidentally work on an out-of-date duplicate. The single shared instance also makes it easier to keep everyone on the same page, because there is no confusion about which copy is correct.
Worked example: A youth theatre group keeps its rehearsal schedule in a cloud file. The director updates the schedule after each rehearsal. Every actor opens the same file and sees the latest times immediately. No one has to email a new copy or worry about reading an old version.
Without a single shared instance, each person might have their own copy, so changes could be lost or duplicated. The cloud provider manages the master copy, so you do not need to worry about where it is stored.
Cloud collaboration tools go beyond letting several people edit the same file at once. They include features that help teams give feedback, review edits, and talk to each other while they work. Three of these are comments, track changes, and chat.
A comment is a note attached to a specific part of a document. You can use it to leave feedback or ask a question without changing the actual text. For example, in a shared project plan for a school fair, you might highlight a task and add a comment: "Who is booking the hall?" A teammate can reply to the comment, and the conversation stays linked to that task. This keeps discussions organised and easy to find later.
Track changes records every edit made to a document, along with the name of the person who made it. When it is switched on, any insertion, deletion, or formatting change is shown as a suggestion. Other users can then review each change and accept or reject it. This is helpful when work needs checking before it is finalised. Imagine you are editing a friend's blog post; you might delete a sentence, and they can see exactly what you removed and decide whether to keep the change.
Many cloud applications include a chat facility. This lets users discuss the file while they are working on it, without leaving the application. For instance, if two of you are building a quiz in a shared spreadsheet and you are unsure about a formula, you can ask in the chat and get an answer straight away while you both look at the same cells. Chat makes it quick to resolve questions and keep the work moving.