In the beginning was The Cliché
From the minute Microsoft produced their first graphical version of Word, the landscape of word processing changed irrevocably; from that of mere typing to one of layout, font manipulation, picture placement and eventually on-the-fly spelling correction, grammar and a whole host of other minor editing tools.
Soon, Excel arrived on the scene, with that and the associated capability of embedding live spreadsheet charts in documents to produce flashy reports with up-to-the-minute stats diagrams.
With the appearance of Access database and Powerpoint slide presentation, the buzzwords not only grew popular enough to enter dictionaries and encyclopaedias, but sufficiently numerous to warrant the label “suite”. The addition of 'killer application' Outlook, bundling indispensable email, contacts, calendars and to-do lists completed the set.
The rest is Office history and, aside from what can now be looked back on as minor skirmishes in the 90s with Office-like competitors such as Novell/WordPerfect, Microsoft's flagship collection of tools has grown to become the software of choice for the office worker and many a home user too. And there it rests one might conclude, given the over-arching dominance of the MS empire. Except that moves are afoot to unseat the king of the office from his leather-bound and buttoned executive swivel chair.
Office Supplies
We take a look at the stalwarts and the new pretenders, in descending order of price.
A question of compatibility
For as long as people have wanted to exchange documents (or any other digital data), the thorny issue of “Will I be able to read/edit it?” has remained.
There are broadly two solutions:
- one is to assemble a vast number of interested (normally commercial) parties around a table and hammer out agreed document exchange standards, for instance as is the case for HTML web pages and XML extensible pages laid down by W3C.
- Advantages: accessibility and fairness to all companies and users
- Disadvantage: takes years to develop a standard!
- the other is adopt an existing commercial (and often proprietary) standard, for instance, the ubiquitous .doc document file owned by Microsoft, and which actually has multiple versions (Word 6, Word 97, Word 2003, etc)
- Advantages: rapid development of standard due to commercial interest of parent company
- Disadvantage: competing companies may be forced out if standard not made available to them, resulting in potential market monopoly
Microsoft Office
What has become the standard office software for Windows PC users still moves from strength to strength with its latest impending incarnation, Office 2007. The full range of modules in the suite-of-choice is now Word, Excel, Powerpoint, Access, Outlook, Visio and Business Contact Manager add-in for Outlook.
Pros
Usability. Difficult to overstate the impact user-friendliness has had on the uptake of any software, and Office has punningly 'excelled' itself in this department, more so than Windows perhaps. A fountain of features from calendaring to collaboration so prolific that '2007' has to look to new display interfaces to prevent overwhelming the user. Wide public acceptance has become a self-fulfilling reason for purchase – the "Why buy something different from everyone else?" motive. The most comprehensive of suites? A burgeoning range of packages (Basic, Standard, Student, Pro, etc) is available to choose from, now with add-ins like Business Contact manager for tracking calls and linking those to calendars and event history. Office updates service from Microsoft are free for the product's support lifetime.
Cons
Price! Except for those lucky enough to qualify for discounts, a 'normal' version of Office will set back a commercial company upwards of £300 per user, depending on how many they want to splash out on. Critics also cite bloated programming as an issue, with ordinary installations consuming hundreds of MegaBytes of disc space and slowing down computer processes. One of the few office suites to require critical security patches against hacking. For Apple Mac users, the suite always lags a version or two (currently Office for Mac 2004) and for Linux owners there is no native MS offering, though a Linux MS Office has been talked up as inevitable in the next year or so. No PDF export except via third-party converters.
Price
As many ways to pay as you like: student educational discounts, free MS software, software assurance (SA), charity sector discounts, corporate and open volume licensing schemes for large quantities. Contact us to find out which will give you the best value.
Ability Office
The 'second cousin' to MS Office if only because it has endured the competition for years. A full range of modules including Write, Spreadsheet, Presentation, Database, Photopaint, Photoalbum available in 5 increasingly sophisticated suites from Ability Office Basics (4 products) to Ability Office Professional (all 6).
Pros
Latest version has Office 2003 look and feel. Intelligent menus learn to display only the most-used options. New support for opening and saving of MS Word documents. Thorough auto-spell and grammar checker. Modules can be purchased individually at £19.99. Subscription for 1-year of upgrades to new versions and free email technical support.
Cons
As with every other competitor, the worry of up-to-date compatibility with Microsoft equivalents hangs in the air. Features often lag behind the latest MS offering by a version or so.
Price
A reasonable £30 to £50 per user, ideal for small offices.
Microsoft Works
The 'cut-down' baby-brother version of Microsoft's flagship Office suite aimed at home users and SoHo start-ups. Word processor, spreadsheet, database, calendar, address book, project organizer, email and Internet tools, currently at version 8.0.
Pros
Bundled free with some new PC purchases. Full range of modules including a database. Generally capable of reading current MS Office formats, though not saving them. Includes enhanced calendar functions like multiple calendars. Powerpoint viewer.
Cons
Feature list generally lags a year or so behind MS Office features. Tight integration of Outlook is missing. Viewers for products like Powerpoint act as hooks into the more sophisticated Office, and makes it feel like a poorer deal.
Price
Around £28 per user where purchased.
ODF: the new DOC?
A potential rival to Microsoft's reigning .doc format, the Open Document Format goes further in that it encompasses multiple formats like spreadsheets as well as documents. Since the format developed by the OASIS industry consortium is open, rather than proprietary, it is being adopted by an increasing number of other programs too, like Koffice. ODF goes smaller too, compacting the size for efficient transmission by email. Microsoft is funding an Open XML Translator plug-in for Microsoft Office that will be freely available under an open-source licence and that will allow open formats to be brought into Office. The first complete version for Word is due end of 2006.
OpenOffice.org
Originally famed for its implementation as a MS Office rival-for-free on the Linux platform, OOo (its geeky alias) has been available as a Windows version too for quite some time. Includes Write (word processor), Calc (spreadsheet), Impress (presentation), Base(database), Draw(graphics) and Math, an algebra and equations tool! (Now that'll come in handy).
Pros
As good an Office mimic as you'll find anywhere. The menus, icons and toolbars are as similar to Microsoft's as one could imagine. Phrases like "I can't believe it's not MS" and "How did they get away with it?" spring to mind. Built-in export to Adobe's widely-used PDF format is a doddle to use. Uses and actively promotes Open Document Format (ODF - see panel) - the XML file format used in StarOffice, OpenOffice, IBM's Workplace and the Novell desktop.
Cons
No Personal Information Manager (PIM) or email, though plenty of open source alternatives are on offer (Thunderbird). Spellchecker doesn't find repeated words, no grammar checker, though a few projects are underway. Falls down when compared with more sophisticated aspects of Office, like scripts, charts and using spreadsheet as a database. Slow first time start up.
Price
Free, plus the time it takes to download from openoffice.org
Google
Not the first attempt at an online office suite by any means (examples like InterOffice go back 10 years), but certainly one of the most intuitive and accomplished. Google bundles together its proliferating set of web tools/services which includes Gmail, calendar, photos, Page Creator (web design), Talk (Instant Messaging and VoIP telephony à la Skype), blog and, latterly but crucially, Docs & Spreadsheets (does what it says), a recent acquisition of a product called Writely. Files are uploaded to Google's servers and all accessed via any browser.
Essential to the Google approach is a simplified rights-admin system which allows the owner to share their data (or not) with other Google Gmail users, be that calendar appointments, documents, or email boxes.
Google has brought some of these tools together in its Google Apps for Your Domain package
Pros
No installation required - it's all done online! Wide variety of popular file formats accepted by Docs & Spreadsheets, namely DOC and XLS (Microsoft), ODF and ODS (see panel), RTF (MS Rich Text), CSV (universal comma separated variable).
Familiar desktop feel with all the usual toolbar buttons for bold, font, background colour, etc. Real-time document editing with multiple people means online collaboration with tracking of revisions/dates/owners and without the hassle of downloading, configuring and updating software. Work can be published as a web page without web experience and withdrawn again just as easily. Documents contains good intuitive spellchecker with pop-up prompter for suggested words.
Cons
Relies totally on active Internet connection. Needs a Gmail account, which itself requires you to had received an invitation from another Gmail user. Spellchecker doesn't find repeated words, no grammar checker. No PDF integration.
As always, how far are you going to trust a remote company with all your data, and how much mobility value do put in placing all that online? Consider while a computer failure may put you temporarily out of action, adding into this mix ISPs, routers and remote server storage makes for a more volatile scenario.
Price
Free, plus the time it takes to sign up to gmail.com
Tesco
Amid jibes of "Pile 'em high, sell 'em cheap", supermarket giant Tesco announced it will offer 6 software titles including office software (Complete Office), security systems (Antivirus & Antispyware, Internet Security), photo editing (PhotoRestyle), Personal Finance and CD/DVD burning (Easy Record), each one coming in under £20.
Pros
It's a high street purchase, to be available in 100 stores by the end of October and across the UK over the next year, so you can take it back if you don't like it. Office suite comprises Tesco-branded Ability Office (described above). Security package add-ons will help to make more home PCs secure.
Cons
Computer support only available via FAQs or a web form at www.tescosoftware.com
Price
Complete Office suite is £19.97.
What about email? And the calendar?
With all the alternative office suites on offer, one module stands out (or rather doesn't) as the missing one, and that's Outlook, the all-singing, email-calendar-task list application with which Microsoft has made its distinctive and user-friendly mark.
For email, Thunderbird now has a popular following, supporting all the popular email protocols like IMAP and POP that you could need, and even outstripping current Outlook with self-learning junk mail filtering and full built-in RSS reading capabilities.
Two alternative PIMs that warrant attention are SunBird, a stand-alone calendar application, and like Firefox, from the Mozilla stables. From the same supplier there is Lightning, a plug-in that integrates tightly with Mozilla's Thunderbird email application, and from the Open Source Applications Foundation (OSAF) Chandler. All of these beta products are not nearly as fully-fledged as Outlook, but are making rapid progress towards competency, while already offering features such as multiple and shared calendars, iCal imports, synchronising, on- and off-line use. Being open source you can simply download and try them out now.
Office on Linux?
A story of much talk, no progress, but the possibility of Microsoft releasing a version of Office that will run on Linux is being hailed as "inevitable by some industry specialists.
Meanwhile, a Linux-running substitute for the Outlook portion of Office has been satisfied for some years by the versatile email/calendar/PIM Evolution, though the installation is a convoluted process compared to most Windows wizards. Now though, Linux users can share the same application across operating systems by installing Evolution on Windows, a combined effort by Tor Lillqvist and Mark Pinto.
When the going gets tough ...
... the tough go shopping, and suppliers start slashing prices. Expect to see discounts appearing to head off the competition. When you are as big as Microsoft, it is possible to commandeer a certain degree of muscle-flexing advantage in the market to lure customers back; indeed MS have made offers of free software to UK charities under their grant scheme. The bottom line comes when a large company has to consider losing its margins, perhaps for only a short time, to undercut competitors, though to risk incurring the losses paid for through development can be a game of brinkmanship. In the meantime, the flourishing of alternative products has resulted in a heyday for fresh developers and exciting new features for users.
Contacts
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