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Sharing in a Mixed application Environment
Most migration difficulties occur because of incompatibility issues. No two document production applications will always have 100% fidelity, not even if those two applications are just different versions of the same programme. So one of the essential tasks in a successful migration is to identify infidelity risks and thus reduce user frustration. Often the problems that occur are not actually caused by the migration but are areas that have always been problematic but it was easier for users to work around than complain. Migration support desks will inevitably end up fielding calls that have nothing to do with the migration but has been a point of frustration for some time. Many of these can be minimised by the adoption of some simple policies:
File formatsThis section gives a simplified overview of Apache OpenOffice’s file format. By default Apache OpenOffice stores its files in Open Document Format (ODF), ISO/IEC 26300. For details about ODF, see here. Older versions of Microsoft Office files are stored in a proprietary format which is not human-readable and not publicly documented. Newer versions of MS Office can now edit and save in ODF.
Although Apache OpenOffice can open Microsoft Office files. The reverse is not always true. Microsoft Office has various degrees of support for ODF, starting in Office 2007, but earlier versions: MSO '97, Office XP etc, are not able to open, read or write ODF documents. For this reason, it is essential, during Migration setup, to identify your document users and their needs to ensure the minimization of compatibility issues. For example:
Identifying these User needs and getting staff to work within those parameters should be part of a pre Migration training programme. Apache OpenOffice can not open or convert Microsoft Access files (.mdb) files directly, however it can access the data in the tables using DAO and ODBC. See the Database Guide for more information. Bulk conversionTo use Apache OpenOffice to convert a lot of files, click File → Wizards → Document Converter. Before doing a bulk conversion of files, think about whether it is really necessary. Read this document right through to get an appreciation of the limitations of the conversion process. Opening filesOpening text documentsIn addition to the native OpenDocument formats (.odt and .ott), Apache OpenOffice Writer can import the following text document formats:
When opening .HTM or .HTML files, Apache OpenOffice customizes Writer for working with these files. Opening spreadsheetsIn addition to the native OpenDocument formats (.ods and .ots), OpenOffice Calc can open the following spreadsheet formats:
Opening presentationsIn addition to the native OpenDocument formats (.odp and .otp), OpenOffice Impress can open the following presentation formats:
Opening graphics filesIn addition to the native OpenDocument formats (.odg, and .otg), OpenOffice Draw can open the following graphic formats: BMP, JPEG/JPG, PCX, PSD, SGV, WMF, DXF, MET, PGM, RAS, SVM, XBM, EMF, PBM, PLT, SDA, TGA, XPM, EPS, PCD, PNG, SDD, TIF/TIFF, GIF, PCT, PPM, SGF, VOR Opening formula filesIn addition to OpenDocument Formula files, OpenOffice Math can open the StarMath (.smf) and MathML (.mml) files. When opening a Word document that contains an embedded equation editor object, select the [L] checkbox for MathType to OpenOffice Math/OpenOffice Math to MathType in Tools → Options → Load/Save → Microsoft Office and the object will be automatically converted to an OpenOffice Math object. Saving filesDefault file formatOpenOffice.org saves files in the OpenDocument format by default unless told otherwise. This default can be changed, for example if you always want to save as Microsoft Office files. To change the default file formats:
Export to PDF and XHTMLEach application has the ability to directly export to PDF (Portable Document Format). This industry-standard format for universal file compression and viewing is ideal for sending the file to anyone else to view using Acrobat Reader or any other PDF display program on any operating system. You can export directly to PDF using the button on the toolbar next to the Printer icon, or by choosing File → Export as PDF, which allows you to select some detailed options. To export as XHTML, use File → Export and for File format choose XHTML In the dropdown box. Saving files in other formatsTo save files in different formats, use File → Save As and select a format from the File Type dropdown box. Writer can save to these file formatsIn addition to its native formats, Writer can save in these formats: OpenOffice.org Writer 1.x (.sxw, .stw) Microsoft Word 97/2000/XP (.doc) Microsoft Word 95 (.doc) Microsoft Word 6.0 (.doc) Microsoft Word 2003 XML (.xml) Microsoft Pocket Word (.psw) DocBook (.xml) Aportis Doc (Palm) (.pdb) Rich Text Format (.rtf) StarWriter 5.0 (.sdw) StarWriter Template (.vor) StarWriter 4.0 (.sdw) StarWriter 4.0 Template (.vor) StarWriter 3.0 (.sdw) StarWriter Template 3.0 (.vor) Text (.txt) Text Encoded (.txt) HTML (.html; .htm)
Calc can save to these file formatsIn addition to its native formats, Calc can save in these formats: OpenOffice.org Calc 1.x (.sxc, .stc) Microsoft Excel 97/2000/XP (.xls; .xlw) Microsoft Excel 97/2000/XP Template (.xlt) Microsoft Excel 95 (.xls; .xlw) Microsoft Pocket Excel (.pxl) Microsoft Excel 2003 XML (.xml) Data Interchange Format (.dif) dBase (.dbf) SYLK (.slk) Text CSV (.csv; .txt) StarCalc formats (.sdc, .vor) HTM and HTML files Impress can save to these file formatsIn addition to its native formats, Impress can save in these formats: Microsoft PowerPoint 97/2000/XP (.ppt; .pps) Microsoft PowerPoint 97/2000/XP Template (.pot) StarDraw, StarImpress (.sda, .sdd, .vor) Impress can also export to MacroMedia Flash (.swf) and any of the graphics formats as listed below for Draw. Draw can save to these file formatsDraw can only save in its native and StarDraw formats, but it can export to: BMP, EMF, EPS, GIF, JPEG, MET, PBM, PCT, PGM, PNG, PPM, RAS, SVG, SVM, TIFF, WMF, XPM The HTML writer can save in these formatsHTML Document (.html; .htm) OpenOffice.org 1.0 HTML Template (.stw) OpenOffice.org 2.0 HTML Template (.oth) StarWriter/Web 5.0 and 4.0 (.vor) Text (OpenOffice.org Writer/Web) (.txt) Text Encoded (OpenOffice.org Writer/Web) (.txt) Object Linking and Embedding (OLE)To change the settings for Microsoft Office OLE objects, use 'Tools → Options → Load/Save → Microsoft Office. Having all of these options checked allows embedded objects to be converted and thus be editable in both office suites. For other OLE objects, it will depend on the machine where the file is being edited just as it does with Microsoft Office alone. Thus, Windows application based OLE objects will not be editable in Apache OpenOffice on a Linux machine, although the object will still be displayed correctly and can be resized. Linked filesCells copied from Excel and pasted special, linked and with RTF format, into Word are imported into Writer as a normal table. This means that when the document is imported, the link to the Excel file is lost. Similarly when a chart is copied from Excel and pasted special, linked into Word, and then the file imported into Writer, the chart is imported as an embedded OLE object but is not converted into a Calc chart. On saving the file in Word format and then opening the file in Word and trying to edit the chart by double-clicking, it displays an error message.
WordArt and FontworkThe equivalent to Microsoft Office’s WordArt in Apache OpenOffice is Fontwork. WordArt objects are imported as Fontwork objects; they may look slightly different on import. Fontwork objects are automatically exported to WordArt objects when the document is saved in a Microsoft Office format. Vector graphicsThe basic shapes (lines, arrows, rectangles, ovals) all import and export without any problem. Apache OpenOffice provides a greater degree of control over some properties than Microsoft Office does, so sometimes there will be changes when going from Apache OpenOffice to Microsoft Office. Examples include the size of arrow heads, and line styles. The Microsoft Office autoshapes, such as the smiley face, keep their special characteristics, for instance the ability to adjust the degree of the smile or frown on the smiley face. Microsoft Office provides more shadow options than Apache OpenOffice, so sometimes there will be a change in shadow appearance. Microsoft Office shadow styles 1, 2, 4, 6, 14, 17 and 18 are supported in Apache OpenOffice. Horizontal and tapered shadows do not get imported and any 3D effect on the bottom left is ignored. Frames and text boxesWhen frames or text boxes from Microsoft Office are imported into Apache OpenOffice with linked text, the links are lost. Active content controlsThese are the controls in Microsoft Office available on the Controls toolbar; they all import without a problem. However, as these controls typically require macros to be of use, they will be functionally useless in the absence of macros custom built for use in OpenOffice.org. MacrosApache OpenOffice cannot run Microsoft Office macros. Although the macro language is very similar, the underlying objects are quite different. To set whether Apache OpenOffice keeps attached macros (so that they are still available for use in Microsoft Office) for Word, Excel and PowerPoint files, use Tools → Options → Load/Save → VBA Properties.
Apache OpenOffice has the ability to record macros. It is better practice to use the application program interface (API). Import, export and sharing issues in text documentsGood practice in text documentsSome issues can be avoided simply by using good word-processing practice:
Compatibility settings in Apache OpenOffice for the current documentThe following settings change the way Apache OpenOffice works with the current document so that it works more like Microsoft Office. Use Tools → Options → OpenOffice Writer → Compatibility. Add paragraph and table spacing at tops of pages (in current document)In Writer, with this setting unchecked, if a paragraph at the top of the page (or column) is formatted with space above then that space is ignored; whereas in Word the space above is included. Checking this option causes Writer to behave in the same way as Word. Use OpenOffice.org 1.1 tabstop formattingThis setting specifies whether centered and right-aligned paragraphs containing tabs are formatted as a whole in the center or aligned to the right. If this checkbox is checked, only the text to the right of the last tab is aligned to the right, while the text to the left remains as is. Use OpenOffice.org 1.1 line spacingWriter uses the greater of the two spacings for above and below paragraphs; Word sums the two together. Uncheck this box to have Writer behave in the same way as Word. Font and font spacingText effect animations are imported by Writer with the character attribute of blinking from Word files. For example “Marching red ants” simply becomes “blinking”. Typically Word’s character spacing is tighter than Writer’s, so often Word will fit more characters to a line. It is also possible that the spacing between lines could be slightly different. The end result is that the page breaks may be in different places. TablesThe author could find no issues with tables. Mail merge documentsAs Apache OpenOffice has a different approach to data sources. On importing a Word document that is the main document for a mail merge, there is no connection with the data source. It is not just a matter of making that connection; each field needs to be reinserted. See the Mail Merge section in the chapter titled “Differences in use between Writer and Word”. Also in Word you can have another Word document as a data source for a mail merge. There is no way of specifying a Word (or Writer) document as a data source in Apache OpenOffice. Writer does not have the option of suppressing blank lines when data fields are empty, so you need to use conditional fields. Writer merge fields export as text with the name of the field between angle brackets, for example Summary: To work in a shared environment would require a separate file for each “main document”: one in Word format, the other in Apache OpenOffice format. If you have a master mail merge document in Word format, it is probably easiest to paste the text into Writer and use the Writer mail merge wizard to recreate the mail merge from scratch. FormsIssues with forms created in Microsoft OfficeA locked file in Microsoft Office imports unlocked into Apache OpenOffice; that is, in design mode. Text form fields import into Apache OpenOffice as Input fields and so lose their type. For example, a text form field of type “number” or “date” will accept any text for input. In use a text form field in Apache OpenOffice displays a dialog for entering the text. Exporting back to Microsoft Office, text form fields are changed into “Fillin” fields. The current date and time and calculation fields import as simple text. Checkboxes import and export correctly. Drop-down form fields import as Input List fields. Like text form fields in operation these display a dialog from which the user can select an option. On export back to Microsoft Office they return to drop-down form fields again. Issues with forms created in Apache OpenOfficeThe controls are exported as active controls when there is a Microsoft Office equivalent. As Word does not have the same database functionality of Apache OpenOffice and as the macros are not compatible, it would be very difficult to have one form that works in both environments using standard form controls. Summary: To work in a shared environment with forms is not easy, but one workaround would be to use other fields like Input field and Input List. To insert these fields, use Insert → Fields → Other → Functions. Footnotes, endnotes, tables of contents and indexesFootnotes, endnotes and indexes all import / export correctly. Some issues have been found:
Summary: Working in a shared environment is possible with some minor issues. Numbered paragraphs, outline numbering, cross-referencesNumbered paragraphs, outline numbering, and cross-references import / export without a problem, except for references to numbered paragraphs:
Page numberingA quick and dirty approach in Word for having a different first page (like a cover page) and then to have the numbering start on the second page but numbered as page 1 is to have a layout of different first page and setting the starting page to be zero. Unfortunately, on importing such a file into Apache OpenOffice the page number on the second page is 2 instead of 1. To fix this problem in Writer:
On exporting this document back to Word it will work, the only difference being that the document will have a section break at the end of the first page. Documents created with section breaks like this in Word will work fine importing and exporting with Writer. There is one difference with Word: now there will be a blank page between the cover page and the next page when printed (or print previewed). In the author’s testing a document with different formats for odd and even page numbering, the odd page numbers were imported as the text of the first odd page rather than as a field. Summary: For some documents a little work maybe required to fix up the page numbering on importing to Writer. Once “fixed” the page numbering of the documents will import / export without a problem. Date and time fieldsWord’s CreateDate and SaveDate fields do not get imported with the same formats. For example, if the fields in the Word document have a format that includes time, then this information is not displayed by default. To include time in the format: Right-click on the field > Fields > scroll to the bottom of the Formats listbox > Additional formats > in format code add HH:MM:SS On export the SaveDate / DocInformation:Modified is exported as text. Writer’s Time Fixed and Date Fixed fields get exported as text. Importing Word fields
The following fields are not imported into OpenOffice.org (only the text that they displayed when last saved): =, IF, DOCPROPERTY, FILESIZE, LINK, LISTNUM, QUOTE, SECTION, SECTIONPAGES, STYLEREF, TOA, USERADDRESS, USERINITIALS, USERNAME. The following fields are ignored on import: AUTOTEXT, AUTOTEXTLIST, BARCODE, BIDIOUTLINE, DOCVARIABLE, EQ, GOTOBUTTON, INCLUDETEXT, LISTNUM, MERGESEQ, PRINT, RD, SKIPIF, SYMBOL, TA, TC. The Word field EDITTIME is mapped to Writer field DocInformation:Modified on import but the meaning has changed to the date and time last saved rather than how long the file has been open for editing. Import, export and sharing issues in spreadsheetsForm fieldsCombo boxes, list boxes and checkboxes with links to spreadsheet cells all import and export properly, although due to font handling the number of rows displayed in list boxes may be slightly different. List boxes in Calc can either have multi-selection or not, whereas Excel has two multi-selection modes: multi and extend. In Excel a link from a multi-selection listbox to a cell is ignored (at least in Excel 2000; the author has not checked Excel XP). In Calc the link works, but if more than one item is selected, the cell’s value is set to #N/A. Option buttons import into Calc, but the link with cells works differently. In Calc each option button has its own link to a cell, setting its value to true or false depending on whether the option is selected. In Excel the cell link returns the number of the selected option button. On exporting option buttons to Excel, the option buttons lose their radio operation; in other words, they are not grouped so that selecting one “unselects” the others. Scroll bars and spinners are now implemented in Calc, but are not imported yet. Array constantsArray constants are not available in Apache OpenOffice. The workaround is to have the constant values in cells on a sheet and refer to them. Array constants used as parameters to a function in Excel are omitted when imported into Calc. Optional parameters in formulasSome formulas have more than one optional parameter at the end of the parameter list. In Excel it is possible to leave an optional parameter blank and specify a later parameter, but this is not possible in Calc. Formulas with optional parameters are not correctly imported into Calc. FunctionsStatistical, engineering and financial functionsIn Excel some of the financial functions accept string parameters for dates; in Apache OpenOffice they require a serial number, and thus they are not correctly imported into Calc. Analysis ToolPak FunctionsThe function EFFECT provided by the Analysis ToolPak for Excel is converted to EFFECT_ADD in Calc and returns the same results. Other functions not implemented / importedOnly three other functions are not imported: INFO, GETPIVOTDATA, and HYPERLINK. Hyperlinks are supported but not as a function; use the Hyperlink button on the Function bar. DataPilot—Pivot TableDataPilots are Calc’s equivalent to Excel’s Pivot Tables. However there are a number of limitations. Pivot tables import from Excel into Calc (although the cells do not have the PivotTable shading) but as soon as they are worked on these limitations become apparent. The limitations are:
AutoFilterAutoFilter imports and exports correctly with the required rows being hidden. However, there are a number of differences between Excel and Calc:
ChartsChart types that Excel provides but Calc does not:
Other charting issues include:
Number formatsThere is no “accounting” format (with the currency symbol at the left edge of the cell). A workaround would be to have another column to the left that contains the currency symbol. There is no predefined option for bracketing negative numbers. Use a custom format such as “$#,##0.00_);[RED]($#,##0.00)”. Grid linesIn Excel grid lines are a property of a worksheet; in Calc it is an application-wide option: Tools → Options → OpenOffice Calc → View Import, export and sharing issues in presentationsColor gradients and bordersThe author had not noticed the following changes, so this is a direct quote from StarOffice 7 Migration Guide by Sun. Unlike Microsoft PowerPoint, StarOffice Impress does not support three-color gradients, double and triple borders, or round-dotted borders. To improve the results of the import, you have to make the necessary adjusts before import. Change three-color presets to similar two-color gradient fills and change double and triple border lines to a single border line with appropriate width. Round-dotted border lines that are mapped to rectangle-border closely resemble the original line style in PowerPoint, so manual editing should not be necessary. MultimediaVoice-over narration is not supported by Impress. There appear to be no settings for multimedia custom animations, such as the ability to play a sound for the next slides. Chart animationsThere is no facility in Impress for “chart effects” as there is in PowerPoint, such as presenting a series or category at a time. On import the charts simply appear. A workaround is to have multiple copies of the chart with each one set up to display as desired. Pack and GoThe Pack and Go feature in PowerPoint allowed a PowerPoint file to be split over several floppy disks and assured that all related files were included. This facility is not included in Impress, nor can Impress open such files. FieldsDate fields are exported as text, so they do not automatically update. Action settings and interactionPowerPoint provides action settings for mouseover, but Impress does not have this option, only on mouse click, so mouseovers get mapped to mouse clicks. PowerPoint has an option for highlighting the object on mouse click or mouse over; Impress does not have this, so it gets ignored on import. PowerPoint custom animations and Impress object effectsTable 3 shows how the custom animations and object effects are imported into Impress and exported to PowerPoint.
PowerPoint—Impress slide transitions
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