by Elizabeth Ann West
Office productivity suites are a universal requirement for businesses around the world. Traditionally, these four software types are responsible for creating word processing documents, spreadsheets, slide presentations, and databases. Microsoft has changed the vernacular to Word, Excel, PowerPoint, and Access. But organizations can use free and open source software on any operating system, Microsoft, Linux, or Mac, and save bundles on license costs.
A recent check on the bulk pricing for Microsoft Office with a certified Microsoft reseller offered each license at $259 as a special offer, when 15 or more licenses are purchased (Data Resolution, dataresolution.net). For an organization of 15 people, that’s a cost of almost $4,000. Not only that, but then there is also the license cost for the Windows operating system. OpenOffice.org’s office suite is free, and a complete solution to Microsoft’s proprietary office software.
There is one downside, and that’s with open source you won’t be forced to learn the newest inane software Microsoft is pushing to create even greater dependency on their product lines. Open source streamlines and keeps resource use efficient. Instead of three products to make various types of documents, Word, Publisher, and InfoPath, the main functions of these software titles are housed in one– OpenOffice.org’s Writer.
OpenOffice.org offers five main categories of office file creators: Writer, Calc, Impress, Draw, and Base.
Writer is the nicer looking cousin to Microsoft’s Word. Users can make simple documents, save them in a variety of file formats including .doc, .xml, or even export as a PDF. In addition, users can create complex forms, just like Microsoft’s InfoPath and newsletters or posters like Publisher. There is even a one-stop click to export a document straight into HTML.
Calc is the spreadsheet software title for OpenOffice.org. It also supports Excel formats and even Microsoft Access data exports. It also integrates well with Writer and OpenOffice.org’s database title, Base.
Impress creates slide show presentations, and will save or open PowerPoint files. Users can add animation, music and movies, and even download user submitted slide backgrounds.
Draw is image creating software, with added functionality to make even novices look like experienced graphic artists. There is free draw, and a number of pre-set shapes users can use to create logos or other graphics for presentations and documents.
Base creates and edits databases. It also allows users to create relational databases, forms, and create macros. Advanced users can download a driver from MySQL for integration between the two software titles and using the database in web applications.
OpenOffice.org is completely free to use, distribute, and work on. In fact, users contribute extensions for specific functionality on a regular basis. An SEO writer can download and install an add-on that counts the top 10% frequently used words in a selection– a perfect solution for keyword density checks. OpenOffice.org’s office suite also works on Windows, Mac, and Linux distributions.
All of OpenOffice.org’s office software is integrated into one workspace. Meaning, a user opens OpenOffice.org and from there can create anything available from the five main office document categories. Tutorials and help are also available for free from the online community.
One of the best things about OpenOffice.org is the community development. Users can ask for specific features and there is a two-way dialogue with developers. Try asking Microsoft for a new feature not included in the original software. Also, the software is modeled on Microsoft’s titles for easy transitioning from proprietary office software to open source office software. There are a few differences, but most of them make logical sense. Who on earth though formatting a page should be under the File menu instead of Format? In Writer, everything that can be formatted is under the Format menu, including page margins.
Organizations large and small can benefit from switching to open source office software. There isn’t even a need to abandon Microsoft products already purchased. Just add OpenOffice.org to workstations and give it a test drive. Then, when a new version of Microsoft’s Office comes out, complete with a licensing price tag, your organization can decide if it’s worth it to stay with proprietary office software. Finally, since OpenOffice.org is open source, many other open source programs can work with it, like open source email clients.
