| Donnerstag, den 19. Januar 2006 um 00:00 Uhr |
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Change to Open Office by Aleksandar Čupić
1 Introduction
In this article we would like to introduce Open Office. This cannot happen in the whole depth and width, because an office suite has to offer more than it is coverable in a small article. Nevertheless, we are certain to give a sufficient insight to simplify the decision-making to possible decision maker and subjects who are willing to change.
During the last ten years the PC market was dominated in many relevant areas by the company Microsoft. Excluded in some special fields, private individuals as well as small and medium-sized companies, deal there daily work with help of Microsoft products. Through this quasi monopoly it comes to an approved standard, but at the same time also to dependences.
Locking on the momentary status quo, the validly question could be ask why one should change. Other software produces only similar or equally good results, and at the same time there is various disadvantages - examples would be a lacking knowledge of the operation, absent professional help, unknown commands, other GUI (graphic user interface) etc., therefore, why?
2 Alternatives, why?
Just for the big market of the private users and many smallest, small and medium-sized companies the quick product life cycles and with every update the additional functionalities slowly becomes a problem. Actually, all important function attributes are reached, the current improvement and changes is predominantly for big, networked units of benefit only.
At the same time there are more and more complex technical possibilities for the protection of the license allocation which leads to considerable service and installation expenditure and limits the liberties of the user perceptibly. Thus either an Internet access becomes compelling for the current compulsive registration of Microsoft products, or, however, a telephone. In small companies’ complete system crashes happen often by operating error or through ignorance and that’s why a complete new construction is necessary. The same could be said for the private area, where on the working computer often also games are tested, music are played and videos are cut. This development runs towards the interests of those mentioned target groups and promotes the development of specialists. If one looks at the market and takes into consideration the future development, possible alternatives become interesting.
An alternative must fulfill at least the following requirements: The up to now learned may not get lost, therefore the service and the functionality must be similar. New programs may not be complicated as current ones. A compatibility with the standard must be given, for the document exchange. Programs must be to be installed reliably and simply. They must also run on the available platforms and - they may not be too expensive!
Here the OpenOffice.org project comes into play. The project fulfils the expected product benefit, the functionalities and the compatibility. The ability to run on various platforms gives additional security and minimizes the learning curves. Another advantage is that the program is sold under the General Public License (GPL) and may be copied therefore without license fees and used on as many computers as wanted. In practice some obstacles show up. For users who have already acquired Word knowledge it is mostly hard to learn a new program. Known functions are not at the familiar place and somebody’s help is also seldom. A change costs first of all a little bit more than to remain with the known line. However, in the long term it will pay off. For OpenOffice.org training seminars barely exist at the moment as there is only a little literature available. However, these measures are likewise necessary to contribute to a wide understanding and a satisfactory penetration. Therefore, why?
3 Introductions of OpenOffice.org
Open Source project means that the source code of the program is freely available and can be adapted and be changed almost by everybody. With thus developers in the whole world can contribute program code and optimize and speed up the project. Also the program is freely accessible to every enthusiast and to his benefit usable, by generating, exchanging and consuming information.
3.1 The project OpenOffice.org
The OpenOffice.org project stands only at the beginning. OpenOffice.org is an Open Source project which runs on all platforms and granted access to functions and dates by transparent interfaces and a XML-based file system. Traditionally text processing and the spreadsheet play an important role by the application of personal computers. After the single solutions, one already tried very soon to combine this and to develop an office suite which should solve all tasks.
As a basis served the sources of star office 5.2, as well as the technologies that Sun had developed for future versions of star office. The source code is written in C ++ and provide functionalities who are language-neutral, capable of script among the rest, Java APIs, which allow to use the suite in the form of separate programs or also embedded in other applications. OpenOffice.org is available already today into 25 languages and runs solidly on Solaris, Linux and Windows systems. Other languages and systems are in the phase of the realization.
3.2 To whom OpenOffice.org is useful?
The benefit of a product or a project consists in the individual benefit, thus what one himself feels as useful. To the other hand in the social benefit, this possibly does not attract attention to the individual immediately, maybe not even perceived by him.
To deal with the motivation, to purchase books and to read about OpenOffice.org, to familiarize oneself, depends on the feeling of personal benefit. Although this is individually different and is influenced by own previous training, by the experiences with computers and their applications and also by own environment. Following some general advantages are listed.
3.3 License
As the most important benefit often the license politics is mentioned. OpenOffice.org is available for everybody free of charge. Everybody can install the program on as many computers of his choice he likes and work with it and everybody can copy it freely and distribute it. The advantages of such a license politics are obvious. The program can be acquired for a very good price and the use is boundless.
3.4 Open Source
Open Source signifies that every enthusiast can have a look at the code of the OOo program and download it. With suitable registration and membership with OOo, it is possible to change this code after own wish. But who is not an ingrained programmer, brings along a lot of experience and invest a lot of time, for them the plain code lines remain Bohemian villages. The advantage nevertheless lies in the possibility. There are enough users all around the world who can read the code and interpret it. Bugs or negative code would become so quickly public and could barely exist permanently in the program.
Another and the probably biggest advantage of Open Source is the further development and program maintenance. The code is freely put on the Internet. Worldwide many programmers can hold this always actual, develop and carry out the country-specific settings and changes. The product thereby remains time-actual, cross-platform, multilingual and everybody profits from the work of the other.
Disadvantage: With this project structure where no person is responsible, the dynamics can die, and nobody can be really to call to responsibility.
3.5 Private user
For the private customer OOo offers all desired applications with the absolutely sufficient equipment and functionality for him. The program is slightly usable in spite of the plenty functions. The program can be installed on every available computer to have therefore everywhere the identical standard. Incompatibilities between program versions, files not to be opened and program crashes belong to the past. A trouble-free file transfer is allowed by the compatibility with nearly all current office programs between the involved parties. Thus a file can be edited at home, taken with and exchanged, and more.
3.6 Companies
Small and medium-sized companies, self-employed, freelancer and service provider often do not have disposal of a professional IT structure with servers, clients, experts and big budgets. They solve their tasks rather function-oriented. Mostly different programs and program versions are on the computers. An adaptation of all programs on the same version and the regular updates would require a suitable license management and generate additional expenses. By the free copy possibility with OOo this is not necessary. In addition, at many workstations not all of the office programs are needed. Certain modules are used only seldom. On the other hand, in case they should become necessary, the suitable software on all places is available. This support the flexibility of the internal communication and, besides, allows the use of single workstations with several users.
The system maintenance is simplified. Inside created and distributed documents are usable everywhere, independent of the operating system, the electronic data processing becomes a little easier. Now even the work at home can be supported actively. The version can be officially taken with and be installed on the computers of third parties.
Disadvantage: With a change to OOo it can get to increased adaptation expenses. In particular applications including macro programming need a reworking and conversion. The need of training of the employees also rises first of all.
3.7 How to receive OpenOffice.org
The best way in each case to receive the current released program version is the download from the Internet. The leading page and the best entrance is the homepage of OOo: www.openoffice.org the Internet presence is detailed and English. There are in OOo quite various underprojects in diver’s national languages.
Most Linux distributions (like Suse, Red Hat, Mandrake, Knoppix or Debian) have OOo already included and become most immediately installed. Computer magazines can be another good source.
3.8 Extensions
3.8.1 Spell checking
Originally OOo is equipped only with an English spell checking, as well as a thesaurus for English words. To spell checking’s typical for land and thesauri one can download on the country-specific pages.
3.8.2 Other useful Utilities
In the basic version there is no German-speaking templates provided. One finds a compilation of different typical files under vorlagen.zip. One finds this on the German web page of OOo under the menu item Software downloads and there under the keyword Templates.
The Internet page www.ooodocs.org care, primarily, after documentations, however, offers also a help forum and a download range with templates and small programs. The web site itself is held predominantly into English, nevertheless, there are found in between some German articles, advice tips and texts.
On all pages one find other links to pages which deal with OOo and offer further information. It is once again mentioned that for the user no claim to help or technical support exists. If help is required the integrated help function assists first of all. You reach this in every program module over the menu command Help and then content.
4 The OpenOffice.org modules
As a complete office suite OOo brings along all important functionalities and program modules which are generally expected and are needed: There is only one variation of OOo available and with thus it differs from MS office where one must choose from different versions. At the moment OpenOffice.org is missing one more module with calendar and e-mail functionality. Such a module is in development and will be probably integrated into one of the next versions.
OpenOffice.org includes the following programs or program modules:
OpenOffice.org Writer (Comparably with MS Word) The text processing module in OOo. With miscellaneous layout functions and the possibility to program macros.
OpenOffice.org Calc (Comparably with MS Excel) The spreadsheet module in OOo, with simple database functionalities. Automation and individualization is possible with macroprogramming (StarBASIC).
OpenOffice.org Draw A drawing module in OOo. Herewith simple and a little more complicated drawings can be constructed (vector-based). Almost comparably with programs like CorelDraw, Illustrator or Freehand.
OpenOffice.org Impress (Comparably with MS Powerpoint) The presentation module in OOo. Equipped with complex functionalities and of course individually adjusting with macros.
OpenOffice.org Math (Comparably with the formula editor in MS Office) An additional module to the representation of complicated mathematical formulas allows to integrate itself into other modules.
OpenOffice.org HTML Editor Allow simple webpage designs and changes as an additional module for OOo Writer. Does not replace professional layout programs.
OpenOffice.org Global Document The module allows under OOo a very easy shortcut and connection of different OOo documents (for example, text, calculation, draw) to a global document and the management of the respective sections.
OpenOffice.org Star BASIC OOo offers a new Application Programming Interface (API) which enables to select different programming languages for OpenOffice.org components. A development environment (IDE) for Star BASIC is added and allowed a comprehensive adaptation and programming.
5 Interaction of the modules
All OpenOffice.org modules are based on the identical basic structure and the identical program code. The modules are narrowly linked together. It is not possible to extract single modules and to install them separately. Data (documents) of a module can simply be pasted and also easy edited in documents of another module.
5.1 Data exchange
Several possibilities of the data exchange are available:
5.1.1 Data exchanges over the clipboard
With direct data exchange over the clipboard, there are different possibilities. The basic schema is always identical: With the help of the command copy or cut one stores the data in the clipboard. From there over the command paste one insert them again in the target destination. Besides, all attributes (like font size and font, color etc.) are taken over.
The second possibility is, after the copying, to select the menu command Edit – Paste Special. Here can be chosen from the following actions.
5.1.2 Data exchange by OLE
With the data exchange by OLE an object is inserted in a current document which contains own attributes and editing possibilities. Properties can be created new or be extracted from available documents. This is reached over the command menu Insert. Property. Property OLE. The direct selection offers objects of all OOo modules. An inserted OOo property is virtually an application in the application.
5.1.3 Data exchange by import / export of files
Another possibility consists in exchanging data by the import or export of files. OpenOffice.org knows a huge number of formats, not only the Microsoft office formats. They receive the import dialog which offers the possibility to structure the founded data and to improve the automatic detection. With the type Standard OOo tries to detect automatically the suitable type. Of course you can also store every table document as a .cvs file. Many other programs understand this format.
5.2 Data sources
Beside the direct exchange of complete data content the selective choice of single information from a database plays a big role. For this purpose OpenOffice.org offers a simple interface to many databases. The data source view opens over the command menu View - data sources. Single data or data records can be inserted by drag-and-drop from the data source in your current document.
Under Tools - literature database opens itself a window for the administration and new input of data sets. Also own data sources can be added, this is possible with the dialog data sources administer.
6 Comparisons
To compare single software programs, often fails because the basic functions are assumed as natural. Operator convenience and easiness of use are very subjective criteria, the own attitude to brand or trade mark are also one. Experiences and own knowledge as well bias very strongly the perception for product advantages or disadvantages. Therefore this comparison can only show up with tips and, perhaps, it can offer some help for a decision and to support the considerations to deal with, the product and the project OpenOffice.org and then to make the best decision for oneself.
6.1 General statements
For the normal routine works of a private household or a small company all office suites fulfill their purpose equally well. To what extent one requires additional functions or generally seldom used features, everybody should decide for itself. With the almost superior market share of MS Office we will compare only these both.
6.2 OpenOffice.org versus Microsoft Office
Because MS Office is installed predominantly on MS operating systems (with a small group of Mac users except), the comparison is delimited to the Windows platform. Every new package must fulfill the functionality of the basis package of MS Office and should be compatibly with it. That’s generally the only chance.
Today MS Office is delivered predominantly as OEM or Systembuilder version. The classical box versions with a reference manual are hardly to be found and also accordingly more expensive. The installation support and product support are available but no more free of charge.
All required basic functions are integrated into both packages, for almost all users both suites offer so many possibilities that hardly somebody really push the limits.
The absent mail program hurts a little with OOo, however, where are enough alternatives and under Windows, Outlook Express is anyway included in the operating system. In this respect actually it is really not absent. Where do the advantages remain?
Without question the Microsoft office suite is probably the best package at the moment. Help is to be received on every corner, everybody knows MS Office products, and files are virtually a standard. Besides there is a nearly vast amount of literature and the IT-journals are full of tips.
This security and the plenty information OOo does not (yet) offer. Experts are rare, support and trainings are delimited to few addresses. In the direct comparison the price (per license) is a size not to be underestimated.
MS Office scores clearly in the details, for instance of the rather well documented and simply to be understood macro programming (VBA programming), however, also in more user-friendly special functions. Besides, one should take into consideration with these functions only the experts handle, and they also find soon the way in OOo.
Groupware functionalities, the catchword of the last MS releases, are surely better and offer more possibilities in the Microsoft office package. If you need such functions (mostly: in bigger companies), so these are to be realized in OOo only with high effort. In the normal everyday life, on the single workstation, at home privately or also in small companies, none or only slight differences become noticed.
6.3 OpenOffice.org versus special programs
Of course there are single programs for almost all modules and then it is also likely that these can better solve the special tasks. They unfold their possibilities only to one who really knows how to use it and who operates with it every single day. This requires special knowledge and suitable possible applications. For all these persons can and shouldn’t OOo offer to be an alternative, here the special programs are called for. For all the others, however, for the normal everyday office life and for private purposes, the functions of OOo are completely sufficient.
A comparison is neither appropriate, nor would it lead to usable results. Tip: Use an office suite in parallel with the special programs and delimit the tasks of these programs to the important ones.
6.4 Compatibility
The last subject is the compatibility. A program like OOo, must be compatibly to the up to now used programs and therefore the documents and templates, which were already constructed and which he would also like to use in future, can be open. OpenOffice.org has attached value to ensure compatibility with Microsoft office documents and you will find many tips to do so in the help function.
A hundred percent compatibility is not given and probably also not possible. If you make use of the 80:20 rule (Pareto principle), you can assume that 80 percent of all office documents can be easily opened, edited and also be stored again in the Office format. OOo offers even an automated conversion especially for Microsoft Office documents, so that you need only double-click on a document with an office ending (.doc, .xls, .ppt) to open it in OOo. Besides, the document is converted and if the suitable option was chosen, it could also be stored again in an Office version. The question remain, how good is the compatibility?
The first answer: for all normal files very well.
More sophisticated is the response, when the file include special formatting, field commands, enumerations, tables (in text files), animation effects as well as macros (VBA codes). Here often helps only to try it out, for safety's sake best of all a copy of the original file should be used. VBA code is normally not taken over at all. It helps if you choose the option in Tools. Options Shop / saving. \ VBA properties and activate everything, in the BASIC code module of the file it shows up as a commented text. There you must adapt the code then in OOo but the differences are quite serious. (Often it is easier to write the functions totally new).
Same applies, by the way, with the storage of OpenOffice.org documents in other formats, especially in MS Office formats. OOo offers partly further functions as the Office-Suite of Microsoft, an export cannot realize this. The document will be stored incompletely or at least changed.
7 Conclusion:
Compatibility - in principle, yes, but ... for all your normal files.
Presentations should better be constructed new, and have you extended many of your documents with BASIC code (VBA-) functionalities, then you should be aware of that that much programming work comes up to you, before your files function as well as before.
The program is comprehensive, stable, safe and perfectly been suited for many application cases.
The sum of all factors like cost, learning expenses, training, usability, complexity and propagation should be taken into consideration.
The advantagesof Open Source can be summarized as follows: By the exposure of the code each can convince itself that the programs contain no injurious code.
Other one is: None or low acquisition costs, no license fees, no copy protection mechanisms, no compulsive activation.
8 Source
http://www.openoffice.org http://www.ooodocs.org http://www.sun.com http://openoffice.org/documentation.html http://whiteboard.openoffice.org/doc/ http://www.linux.de http://www.knoppix.de http://www.suse.de http://www.mandrake.com http://www.debian.org http://www.mysql.com OpenOffice.org: Einstieg und Umstieg; Thomas Krumbein, Galileo Press GmbH, Bonn 2004 OpenOffice.org Writer for Microsoft Word users; OOo; 2004 Tutorials for OpenOffice; OOo; 2004 OpenOffice.org Workshop; Basic Programming; OOo; 2004 Ximian OpenOffice.org; Word Processor; BrainStorm, Inc.(Novell); 2004 Ximian OpenOffice.org; Presentation; BrainStorm, Inc.(Novell); 2004 Ximian OpenOffice.org; Spreadsheet; BrainStorm, Inc.(Novell); 2004
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Artikel - Articles Change to Open Office
