A2K Goes ODF

Access to Knowledge is an important movement designed to make knowledge, well, more accessible. Its conferences a serious knees-up where the great and good in this field congregate. This year, they've done something sensible:

Open Document Formats have finally become the default document format for presentations. Having been at all three editions, I am personally impressed that the ISP has come this far. In the first edition, we had proprietary document formats; during the second edition, there was a 50-50 thing going on but the default still remained proprietary. The third edition has proved to be 100% ODF.

This needs to become the default at all open conferences: it will help peopl kick the Word/Powerpoint habit.

Remembrance of Things Past

One of the key issues in the battle between ODF and OOXML is access to documents over long timeframes. It's not just a matter of which format is better now, but which will be better in a hundred years time (assuming all the computers haven't melted by then).

Against that background, the following is interesting:

After you install Office 2003 SP3, some Microsoft Office Excel 2003, Microsoft Office PowerPoint 2003, Microsoft Office Word 2003, and Corel Draw (.cdr) file formats are blocked. By default, these file formats are blocked because they are less secure. They may pose a risk to you.

Leaving aside the fact that Microsoft is trying to protect you from its own earlier formats, there's an important issue here. Most people will blithely apply this and other Service Packs, trusting in the great god Bill to do the right thing. And then one day, they will need to access some old - but crucially important - file saved in the earlier format. All the previous versions of Microsoft Office may well have been discarded: then what?

Well, you could always edit the registry, bearing in mind:

Warning Serious problems might occur if you modify the registry incorrectly by using Registry Editor or by using another method. These problems might require that you reinstall the operating system. Microsoft cannot guarantee that these problems can be solved. Modify the registry at your own risk.

Important These steps may increase your security risk. These steps may also make the computer or the network more vulnerable to attack by malicious users or by malicious software such as viruses. We recommend the process that this article describes to enable programs to operate as they are designed to or to implement specific program capabilities. Before you make these changes, we recommend that you evaluate the risks that are associated with implementing this process in your particular environment. If you decide to implement this process, take any appropriate additional steps to help protect the system. We recommend that you use this process only if you really require this process.

Er, maybe not.

There's no reason to suppose that things will be any different for OOXML, which may - who knows? - turn out to be just as dangerous as those risky old Office formats. And so there you will be, with an XML file legible only in part, with an admixture of effectively random 1s and 0s, a vague memory of its original form and contents, and a deep sadness in your heart.

Live Documents and Let Live Documents

It's not really clear whether we need yet another online office suite, but at least Live Documents seems to have understood the importance of freeing users from dependence on a certain offline one:

"From a technology and utility perspective, Live Documents offers two valuable improvements - firstly, it break's Microsoft's proprietary format lock-in and builds a bridge with other document standards such as Open Office and secondly, our solution matches features found only in the latest version of Office (Office 2007) such as macros, table styles and databar conditional formatting in Excel 2007 and live preview of changes in PowerPoint 2007. Thus, Live Documents lets consumers and businesses to derive the benefits of Office 2007 without having to upgrade," said Adarsh Kini, Chief Technology Officer, InstaColl.

OOo - Not Presently Supported

As expected, Google has added a presentation capability to its online apps:

Starting today, users can:

* Create and keep presentations in one place on the web that's accessible anytime, from any Internet connected computer.
* Manage, update and share presentations with colleagues by sending them a simple email invitation.
* Edit together online and in real-time, or contribute at different times to the same presentation on the web.
* Present and control slide shows for all viewers over the web, with no special setup required. Chat with viewers in real-time via integrated chat.
* Import existing presentations to get started quickly.
* Quickly publish presentations to the general public or individuals of their choice.

The bad - terrible - news is that Google's Presently (as I shall insist on calling it alongside Writely and Spreadly) does *not* support OpenOffice.org's Impress format. This is incredibly stupid, since it perpetuates the idea that Powerpoint is synonymous with presentations, and that there is no other option. Come on, Google, pull that corporate finger out, puh-lease.

Decoupling Software and Standards

As you may have noticed, there is a big bust-up over office file formats going on at the moment. On the one hand, we have ODF, which is a completely open, vendor-independent standard that is supported by multiple programs, and on the other, we have Microsoft's OOXML, which is a vendor-dependent standard of sorts, unlikely to be fully implemented by anyone other than Microsoft.

The only reason this debate is taking place is because of the huge installed base of Microsoft Office, which is naturally biased towards OOXML. But with the release of Sun's ODF Plug in 1.0 for Microsoft Office, things have changed:

The Sun ODF Plug in for Microsoft Office gives users of Microsoft Word, Excel and Powerpoint the ability to read, edit and save to the ISO-standard Open Document Format. The ODF Plug in is available as a free download from the Sun Download Center (SDLC). Download the ODF Plug in.

The Plug in is easy to setup and use, the conversion happens transparently and the additional memory footprint is minimal. Microsoft Office users now can have seamless two-way conversion of Microsoft Office documents to and from Open Document. The ODF Plug in runs on Microsoft Windows and is available in English. More language support will be available in later releases.

This is important, because it decouples the file format from the program. Now anyone - including Microsoft Office users - can opt for a truly open format, not one that aspires to this condition.

We can only hope that the UK's National Archives, making an extraordinary amount of noise about solving a problem largely of Microsoft's making, will use the new plug-in to convert files stored in proprietary formats into the safest long-term solution - ODF.

Why Collaboration, Why Now?

A good point:

Word, Excel, Powerpoint were all about making me, as a worker at my desk, able to create more work per unit of time. But, I think we've eeked out the last bit of individual productivity gain at this stage. I mean, does the new ribbon on MS Word make me more productive as an individual? Probably not. It's a great interface, but it's unlikely that there is a massive gain in personal productivity.

This next wave that we're in is about productivity gains achieved NOT by making the individual more productive, but by making groups more productive. The massive penetration of email means that we're in touch with one another like never before and dependent on teams like never before. That means that there is a huge opportunity for productivity gains through more effective collaboration.

- Joe Kraus, co-founder of Excite and JotSpot, now at Google.