Useful (and free) digital software
We’re regularly asked for software recommendations as more people have needed to work remotely and online. Here’s a detailed list of various recommendations, including video conferencing and document management to get you started.
If you’re working with other organisations, you should check if they can access your choice of tools. We’ve also found that switching between many different video conferencing tools can be exhausting. Buttons such as ‘share screen’ are often in different places and have different names.
Zoom
Why should I use it?
Most of us have heard of Zoom, and in many ways it’s superior to other video conferencing utilities. It’s reliable, good with calls with many participants and, among other things, allows you to easily share a second camera in your call.
What are its downsides?
You have to register to use Zoom, and have to pay for the full featured version. The controls can be confusing, and there have been concerns raised over security too.
Where do I find it?
To organise meetings you need to sign up here: https://zoom.us
If all you need to do is join in a meeting, just click on the link the organiser sends you.
Google Meet
Why should I use it?
If you’re discussing and sharing Google documents in your meeting this may be the best option.
What are its downsides?
We’ve often noted issues with the quality of the video and sound as well as the reliability when using it.
Where do I find it?
To start a meeting, log in with your Google account here: https://apps.google.com/meet
Facebook Messenger
Why should I use it?
If you don’t have access to a computer and rely on a phone instead, this is probably the best option. You have to be a Facebook user though.
What are its downsides?
Not so good in a business or educational context.
Where do I find it?
This is all controlled from inside your Facebook account at https://www.facebook.com
Skype
Why should I use it?
The ‘original’ video conferencing utility has been somewhat overtaken by later entrants, but it still has benefits. As Skype is stand alone software, you can leave it running in the background and then simply ‘call’ other Skype users – there’s no need to schedule a meeting.
What are its downsides?
It’s not as feature rich as newcomers such as Google Meet and Zoom. The fact that it’s usually running in the background is a negative for many too.
Where do I find it?
Skype comes as part of Windows so you may already have it. Alternatively, go to https://www.skype.com/en/get-skype.
Microsoft Teams
Why should I use it?
Teams is free to sign up, and it’s well used – especially by local authorities. It’s well featured and is integrated with Microsoft’s document sharing and chat platforms.
What are its downsides?
You need a Microsoft account to invite other people to meetings. We’ve found that it can nag you a bit to use that account more widely!
Where do I find it?
Sign up for free: https://www.microsoft.com/en-gb/microsoft-teams/group-chat-software
Jitsi
Why should I use it?
Simple web interface. Simply go to their website, start a meeting and send the meeting code to the other participants. No need to register or install any bespoke software.
What are its downsides?
A little quirky in its interface and perhaps not so full-featured and reliable as the others.
Where do I find it?
All you need to do is go here https://meet.jit.si, type in a meeting name and click ‘Start meeting’.
Creating and managing documents
Libre Office
What is it?
A free, open source office suite. An alternative to Microsoft Office.
Why should I use it?
Some argue it’s every bit as good as Microsoft Office. It’s compatible with Office document formats, and includes many of the features that Office has.
What are its downsides?
If you already have an Office licence you may feel there’s no reason to switch to a different program. Microsoft will continue to support and upgrade Office and it may be that your favourite Office feature is not supported.
Where do I find it?
The package can be downloaded from here: https://www.libreoffice.org
Notepad++
What is it?
A lightweight text editor with many more features than Windows Notepad.
Why should I use it?
If you want a very simple way of creating text documents with basic formatting – for example changing font size and colour – this is the perfect solution. Coders often use it for reviewing code. Snippets of text can be copied and pasted, using rich text format, into a Word document maintaining code style formatting.
What are its downsides?
It’s not a word processor so you won’t be using it to create perfectly formatted documents.
Where do I find it?
The package can be downloaded from here: https://notepad-plus-plus.org
Google Docs
What is it?
Google Docs allows you to store all your documents on the cloud and edit them online. You can easily create text docs, spreadsheets, presentations and forms, and edit them in real time with other people.
Why should I use it?
This online approach makes it easier to maintain and edit your documents wherever you are. You can always be sure you’re editing the latest version of your document whatever device you’re using, and it’s easy to share document creation and editing with others. Collaborating on a document with others rather than playing ‘pass the parcel’ via email is definitely the way forward.
What are its downsides?
Supposing you’re somewhere with no internet access? There’s an offline mode, but we’ve found it to be a bit hit and miss. You need to signup for a Google account as well.
Where do I find it?
Log into your Google account here: https://docs.google.com
Dropbox
What is it?
Dropbox is an application that stores a selection of your files online, allowing you to access them on different devices and share them with others.
Why should I use it?
Unlike Google Docs, Dropbox ‘synchronises’ your local and online copies. When you change a document on one device, all the copies on your other devices are automatically updated. You can share your documents with any number of other Dropbox users meaning they all have access to up to date copies too.
What are its downsides?
It’s too useful! The free version has limited cloud storage so you always end up having to remove files if you don’t want to upgrade to a paid account.
Where do I find it?
You can use it solely online if you wish via the Dropbox website: https://www.dropbox.com
Its usefulness is very much enhanced by downloading the client for your computer either from here: https://www.dropbox.com/downloading or when you complete the sign on process.
NextCloud
What is it?
Nextcloud is a Dropbox alternative. If you have your own server or webspace you may be able to install it for your own self-hosted file sharing service.
Why should I use it?
If you’ve used Dropbox and found it incredibly useful, but are also frustrated by its usage limits, this may be for you. Hosting your own service gives you greater flexibility and theoretically unlimited storage capacity. You need to have either your own server or web hosting service or you could sign up with a 3rd party provider, but will need to pay for these. The NextCloud software is completely free to download and install.
What are its downsides?
Obviously, the server or web hosting requirement is a major obstacle, and you need a little knowledge to be able to implement the service this way.
Where do I find it?
Find out more at https://nextcloud.com
Media playing and editing
Audacity
What is it?
A free audio editing package that enables you to perform a number of operations on almost any audio file. It also allows you to record from your microphone or any USB audio device.
Why should I use it?
You can record your voice or copy from tape or vinyl if you have suitable hardware. You can then take any audio file you have (including your mp3 collection), trim it, add special effects or mix it with other tracks. The result can be saved in almost any audio format.
What are its downsides?
It’s not widely used by professionals, and doesn’t have ‘real time’ mixing desk features. But if you want to learn about music editing this is a good place to start.
Where do I find it?
Download it here: https://www.audacityteam.org
VLC
What is it?
A free, open source media player, encoder and streamer for both audio and video files.
Why should I use it?
In terms of the variety of file formats it can play, convert and save, it’s very much more useful than iTunes, Windows Media Player or Groove. If you’re into home streaming it also has a number of features enabling you to do that.
What are its downsides?
It doesn’t organise your media library like the ones listed above, so it can be hard to find specific files. It doesn’t connect to and sync with your other devices either.
Where do I find it?
Download it here: https://www.videolan.org/vlc
Gimp
What is it?
A simple photo editing tool.
Why should I use it?
If all you’ve ever used is Microsoft’s photo editor it’s possible you’ve either given up or got very frustrated. Give this a try. It contains many powerful photo editing features, so you can learn how to manipulate images the way a professional might do.
What are its downsides?
It doesn’t measure up to Photoshop and has been criticised for being slow and clunky.
Where do I find it?
Download it here: https://www.gimp.org
Calibre
What is it?
An easy to use e-book library supporting almost all e-book readers including Kindle.
Why should I use it?
If you own an e-book that isn’t a Kindle, you’ll already know how powerful this software is. If you thought e-books were Kindle only, then know that this is a solution free of the Amazon straitjacket.
What are its downsides?
If you’re happy with your existing arrangements it may not be worth the hassle.
Where do I find it?
Download it here: https://calibre-ebook.com
OBS
What is it?
Open Broadcaster Software is open source software for video recording and live streaming
Why should I use it?
OBS is great for high performance real time video/ audio capturing and mixing. Create scenes made up of multiple sources including window captures, images, text, browser windows, webcams, capture cards and more. Stream your output to any one of a number of streaming services.
What are its downsides?
It’s a steep learning curve, and the user interface could be a little better.
Where do I find it?
Download it here: https://obsproject.com
Video editing
Microsoft Video Editor
What is it?
Microsoft’s latest free video editing tool, included in Windows 10.
Why should I use it?
Assuming you’re a Windows user you already have it. You might as well give it a quick go to see if it fits your needs.
What are its downsides?
You can’t uninstall it. But then you don’t have to use it.
Where do I find it?
It’s part of the Windows package. If for some reason you don’t have it, try the Microsoft Store https://www.microsoft.com/en-us/store/apps/windows
Hit Film Express
What is it?
A free version of the popular video editing suite Hit Film Pro.
Why should I use it?
If you want to get into film editing, this is a good way to learn the skills and techniques involved. Hit Film Express is simply a ‘light’ version of the professional tool.
What are its downsides?
The ‘paid’ version is relatively expensive, and there are many ‘add-on’ features which cost too. If you get drawn in it could be an expensive hobby!
Where do I find it?
Download it here: https://fxhome.com/hitfilm-express
OpenShot
What is it?
A free and open source video editor.
Why should I use it?
This is completely free, and is simple to learn. It has a similar interface to Adobe Premier, and also has many of the features of that suite.
What are its downsides?
Not many. Obviously not as powerful as Adobe Premier, so you may find yourself migrating to that tool instead.
Where do I find it?
Download it here: https://www.openshot.org
Design
Canva
What is it?
A graphic design platform that allows users to create social media graphics, presentations, posters and other visual content.
Why should I use it?
It’s an online graphics design tool which is very intuitive and easy to use. It has free, pro and premier options.
What are its downsides?
The online aspect of it is as much a limitation as an attraction. And you can’t even get onto its website to check it out without signing up first.
Where do I find it?
Start here: https://www.canva.com/signup
Inkscape
What is it?
An open source graphics program.
Why should I use it?
It’s a simple program for creating your own graphics and images. It employs vector graphics which makes it much more flexible and easier to use than simpler programs such as MS Paint.
What are its downsides?
Its interface has been described as prone to get ‘messy’ and there have been reports of crashes with large files.
Where do I find it?
Download it here: https://inkscape.org
Paint 3D
What is it?
Microsoft’s replacement for its simple Paint tool includes 3D graphics editing. It’s installed by default on Windows 10.
Why should I use it?
The simplest way to create and edit 3D images. It also includes basic animation tools allowing you to create simple animations and animated gifs.
What are its downsides?
It’s quite simple and crude. You may quickly find yourself frustrated by the need to do things it’s not capable of.
Where do I find it?
It’s part of Windows so you may already have it. Alternatively download it here: https://www.microsoft.com/en-us/p/paint-3d/9nblggh5fv99
3D Design
3D Builder
What is it?
Another 3D editing tool from Microsoft. It was formerly installed as part of Windows, but is now free to download from their website.
Why should I use it?
It’s the simplest and most intuitive way to create 3D objects we’ve found. It’s a very good way to get into 3D design for young and old alike. Unlike Paint 3D it’s easy to specify the precise dimensions of the object you’re designing.
What are its downsides?
It’s difficult to get really creative with it and designs end up looking a bit ‘blocky’. The way it deals with 3D objects means files can get large and unwieldy, and crashes often result.
Where do I find it?
Download it here: https://www.microsoft.com/en-us/p/3d-builder/9wzdncrfj3t6
Blender
What is it?
A free and open source 3D creation suite.
Why should I use it?
Blender is a step up from 3D builder and Paint3D if you want to take it more seriously. It’s a suite aimed at artistic 3D design and animation, and contains many features seen in professional tools. It’s an excellent way to learn 3D design as many of the skills you will acquire will be transferable to more professional packages.
What are its downsides?
It takes some getting used to as it’s not entirely intuitive. You’ll have to spend some time going through online videos and tutorials to learn even the basics.
Where do I find it?
Download it here: https://www.blender.org
Open SCAD
What is it?
A code based 3D object generator. Rather than clicking and dragging with your mouse, you create a text script that defines exactly how the object you’re building is constructed.
Why should I use it?
If you’re comfortable with coding and scripting, this can be a really useful way of creating quite complex designs. This method means that it’s easy to make small changes to a design whereas a graphical method will often require you to take several steps backwards to do so.
What are its downsides?
Though it has many features, it’s not necessarily the best way to build a 3D model. And if you’re not comfortable with the coding or the techniques it uses to manipulate objects, it can feel impossibly obtuse.
Where do I find it?
Download it here: http://www.openscad.org
Cura
What is it?
Cura is a ‘slicer’: a program that turns 3D models into the instructions a 3D printer uses to make the object.
Why should I use it?
If you have a 3D printer it’s a must. Your printer manufacturer may have supplied you with their own slicer. But if Cura supports your particular printer, you should use the latest version of Cura to control it.
What are its downsides?
Of course, if you don’t have a 3D printer you don’t need to bother. If you need to get your design printed by someone else just send them the model files and they’ll sort it.
Where do I find it?
Download it here: https://ultimaker.com/software/ultimaker-cura
Miscellaneous tools and utilities
Firefox
What is it?
A web browser that isn’t provided by Microsoft, Apple or Google.
Why should I use it?
For that very reason! It has most of the features that the other browsers do, as well as good security and private browsing.
What are its downsides?
None that we can think of!
Where do I find it?
Download it here: https://www.mozilla.org/en-US/firefox/new
Slack
What is it?
An online chat and collaboration tool for businesses and other organised groups.
Why should I use it?
A really good way to keep a team of people engaged, talking to each other and for each of them to know what’s going on and what they should be doing. A bit like social media for formal organisations, it can replace email in a number of scenarios.
What are its downsides?
It can be intrusive, allowing you no time away from your teamwork. It’s also a lot easier to lose track of messages than it is with email. The free version of the app only allows you a limited number of messages too so older ones will be lost.
Where do I find it?
Sign up here: https://slack.com. It can be used solely online, but team members should be encouraged to install the desktop and/or mobile phone apps too.
Discord
What is it?
Like Slack, but a bit less formal, Discord is another online chat and organisation tool.
Why should I use it?
Discord is popular with groups of friends and people with a mutual interest. It has most of the functionality of Slack, but is more fun to engage with.
What are its downsides?
As it’s aimed at younger people, adults can feel it’s a little trivial.
Where do I find it?
Sign up here: https://discord.com. There are desktop and phone apps too.
Trello
What is it?
An online issue tracking tool for assigning tasks and monitoring progress.
Why should I use it?
Another business tool, this is a bit like Slack but more focussed on tasks rather than messaging and discussions. You can create lists and cards within each list, and each card can hold a discussion. Cards can also be assigned to specific team members, and you can track progress on solving them.
What are its downsides?
It can be dry and un-engaging. If team members are not motivated to regularly log on, check and update it may fail as a tool.
Where do I find it?
Sign up here: https://trello.com
Windows Sandbox
What is it?
A free tool from Microsoft that allows you to install and test software on your computer without actually installing it.
Why should I use it?
If you want to check out a particular piece of software, but are wary about going through the full installation process on your precious machine, do it this way. Once you’ve closed the sandbox, the full installation will disappear completely.
What are its downsides?
Requires Windows 10 Pro. You have to be sure it’s really worth the extra time going through this for something you’re probably going to install anyway.
Where do I find it?
It’s already part of Windows 10 Pro and Enterprise editions.
Computer Management
What is it?
Part of Windows that goes deeper than the existing ‘Settings’ tool which is aimed at making only basic changes to your computer.
Why should I use it?
If you want to do more on your PC such as scheduling tasks or formatting and partitioning disk drives, this is the easiest way to do it. This is where many of the ‘administrator’ type tools that you can’t find in the existing Windows ‘Settings’ section can be found.
What are its downsides?
Can be difficult to find if you can’t remember what it’s called.
Where do I find it?
Search for ‘Computer Management’ from the Windows taskbar.
Programming (or learning to!)
Scratch
What is it?
A graphical programming language that allows you to create games and other interactive programs.
Why should I use it?
It’s a beginner’s language that allows beginners to start to learn the principles of programming without having to remember the details of syntax or keywords. This can be great fun for children and adults alike. It’s also designed to be used online, so even though you can download a standalone program, the web version is fully functional and just as good. The web version also allows you to collaborate and share with other programmers.
What are its downsides?
Some find it a bit trivial, and think it’s beneath them. It can also be difficult to understand the depth and complexity of programs that are achievable in Scratch.
Where do I find it?
Go here https://scratch.mit.edu and start creating straight away.
Python
What is it?
A programming language that’s often seen as the ‘next step up’ from Scratch.
Why should I use it?
It’s a scripting language that’s relatively easy to learn, but also quite powerful. This means it’s good for beginners as well as more experienced programmers. It’s simple to download and install on Windows and Linux machines as well as Raspberry Pi devices. There are many Python games out there which you can play as well as modifying yourself which will help you learn. The powerful nature of Python means there are a plethora of extra features which can be installed to undertake almost any computing task.
What are its downsides?
Some of the syntax is a little quirky which annoys people. It’s not a compiled language either which means it doesn’t run quite as fast as others (such as C++).
Where do I find it?
Download it here: https://www.python.org/downloads
Arduino IDE/C++
What is it?
If you have an Arduino microcontroller you’ll almost certainly be using this to create scripts for it.
Why should I use it?
There are other ways to program an Arduino, but this is really the best. If you want to start to learn to program in C++, getting an Arduino and writing some programs for it would be a very good way to start.
What are its downsides?
It can sometimes decide to run ludicrously slowly when uploading and saving.
Where do I find it?
Download it here: https://www.arduino.cc/en/Main/Software
MIT App Inventor
What is it?
From the same people that brought you Scratch, this is a straightforward way to create your own apps for Android devices such as phones and tablets.
Why should I use it?
This is a relatively simple way to create Android apps; a process that previously was quite involved and complex. App Inventor is an online tool that uses graphical programming techniques that, with a little practice, are simple to understand.
What are its downsides?
Even though it’s an improvement on other methods, the process of installing and running your app on your device is still a little involved. It’s not a suitable tool for creating professional, distributable apps.
Where do I find it?
Go online and start using it here: http://appinventor.mit.edu
Unity
What is it?
A games engine for creating quite sophisticated 2D and 3D games.
Why should I use it?
Many of its features are paid for, but it’s possible to create very impressive games using the free aspects of the engine. Equally, if you want to learn what games programming is like in the real world this is an excellent introduction to it.
What are its downsides?
Like many ‘professional’ tools it can be a very steep learning curve before you are able to use it comfortably. Don’t expect to be able to fire it up and start creating straight away if you’ve not used similar tools before.
Where do I find it?
Download it here: https://unity.com