Share files with Microsoft Office users (2023)

Sharing in a mixed application environment

Most migration difficulties arise due to incompatibility issues. No two document production applications are always 100% faithful, even if those two applications are just different versions of the same program. Therefore, one of the essential tasks in a successful migration is to identify the risks of infidelity and thus reduce user frustration. Often the problems that arise are not caused by the migration, but are areas that have always been problematic, but which users could more easily fix than complain about. Migration support services will inevitably answer calls that are unrelated to migration but have been a source of frustration for some time.

Many of these can be minimized by adopting a few simple guidelines:

1. Make sure all computers in the organization have the same fonts. This is especially important when there are differences in operating systems.
2. Implement guidelines for collaborating on documents, for example by setting default fonts for use in documents.
3. Make a set of templates available on the web, covering all instances of documents that require collaboration.
4. Make sure all machines use the same default template

file formats

This section provides a simplified overview of the Apache OpenOffice file format.

By default, Apache OpenOffice saves its files in Open Document Format (ODF), ISO/IEC 26300. For details on ODF, seeHere.

Older versions of Microsoft Office files are saved in a proprietary format that is not human readable and not publicly documented. Newer versions of MS Office can now edit and save to ODF.

Although Apache OpenOffice can open Microsoft Office files. the opposite is the casenot alwaysTRUE. Microsoft Office offers varying degrees of ODF compatibility, starting with Office 2007, but earlier versions - MSO '97, Office XP, etc. - cannot open, read, or write ODF documents. For this reason, it is important to identify the users of your document and their needs during migration setup to ensure compatibility issues are minimized. For example:

• Internal use: Use native file format (OD*)
• External User Non-AOO User - Editable - Save as *.doc (2000, XP)
• External User User AOO - Editable - Use Native File Format (OD*).
• External User - Editable, Not Required - Use PDF.
• Archiving - Always use ODF

Identifying these user needs and empowering staff to work within these parameters should be part of a pre-migration training program.

Apache OpenOffice cannot directly open or convert Microsoft Access (.mdb) files. However, you can access the data in the tables through DAO and ODBC. Watch themDatabase Manualfor more informations.

bulk conversion

To use Apache OpenOffice to convert many files, clickarchive→wizard→document converter.

Before performing a bulk file conversion, consider whether it is really necessary. Please read this document from beginning to end to get an idea of ​​the limitations of the conversion process.

open files

Open text documents

In addition to the native OpenDocument formats (.odt and .ott), Apache OpenOffice Writer can import the following text document formats:

When you open .HTM or .HTML files, Apache customizes OpenOffice Writer to work with those files.

Open spreadsheets

In addition to the native OpenDocument formats (.ods and .ots), OpenOffice Calc can open the following spreadsheet formats:

opening lectures

In addition to the native OpenDocument formats (.odp and .otp), OpenOffice Impress can open the following presentation formats:

Open graphic files

In 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

Open formula files

In addition to OpenDocument equation files, OpenOffice Math can open StarMath files (.smf) and MathML files (.mml).

When you open a Word document that contains an embedded Equation Editor object, select the [L] check box.MathType ein OpenOffice Math/OpenOffice Math ein MathTypeInTool→options→store store→Microsoft Officeand the object is automatically converted to an OpenOffice Math object.

save files

Default file format

OpenOffice.org saves files in OpenDocument format by default unless otherwise noted. This default can be changed, for example, if you always want to save as Microsoft Office files. To change the default file formats:

1. BecomesTool→options→store store→Generally.
   
2. In the Default File Format section of this page, select a document type (such as Text Document) and a file formatalways save asList.
3. Repeat as needed for each document type.
4. Click {{button}OK}} to save the changes.

Export to PDF and XHTML

Each app provides the ability to export directly to PDF (Portable Document Format). This industry standard format for universal file compression and viewing is ideal for sending the file to someone else for viewing with Acrobat Reader or any other PDF viewer on any operating system.

You can export directly to PDF using the toolbar button next to the printer icon or by selectingarchive→Export as PDF, which allows you to select some detailed options.

To export as XHTML usearchive→Exportand for File format selectXHTMLIn the drop down box.

Save files in other formats

To save files in different formats, usearchive→Save asand choose a formatfile typeDropdown-Feld.

Writer can save in these file formats

In addition to its native formats, Writer can save in these formats:

OpenOffice.org 1.x Writer (.sxw, .stw)

Microsoft Word 97/2000/XP (.doc)

Microsoft Word 95 (.doc)

Microsoft Word 6.0 (.doc)

XML von Microsoft Word 2003 (.xml)

Microsoft Pocket Word (.psw)

Document book (.xml)

Aportis Doc (Palm) (.pdb)

Enriched text format (.rtf)

StarWriter 5.0 (.sdw)

StarWriter template (.before)

StarWriter 4.0 (.sdw)

StarWriter 4.0 Template (.before)

StarWriter 3.0 (.sdw)

StarWriter 3.0 Template (.before)

Text (.txt)

Encoded Text (.txt)

HTML (.html; .htm)

Calc can save in these file formats

In 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 in these file formats

In addition to its native formats, Impress can save in these formats:

Microsoft PowerPoint 97/2000/XP (.ppt; .pps)

Installation von Microsoft PowerPoint 97/2000/XP (.pot)

StarDraw, StarImpress (.sda, .sdd, .vor)

Impress can also export to MacroMedia Flash (.swf) and any of the graphic formats listed below for Draw.

Draw can save in these file formats

Draw can only save in its native and StarDraw formats, but 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 formats

HTML-Dokument (.html; .htm)

OpenOffice.org 1.0 HTML Template (.stw)

HTML Template from OpenOffice.org 2.0 (.oth)

StarWriter/Web 5.0 and 4.0 (.before)

Texto (OpenOffice.org Writer/Web) (.txt)

Encrypted Text (OpenOffice.org Writer/Web) (.txt)

Object Linking and Embedding (OLE)

To change Microsoft Office OLE object settings, use "Tool→options→store store→Microsoft Office.

With all of these options enabled, embedded objects can be converted and thus edited in both office suites.

For other OLE objects, it depends on the computer on which the file is being edited, just like Microsoft Office alone. Therefore, OLE objects based on Windows applications cannot be edited in Apache OpenOffice on a Linux computer, although the object is still displayed correctly and can be resized.

linked files

Cells copied from Excel and specially pasted in Word, linked and RTF formatted are imported into Writer as a regular table. This means that when the document is imported, the link to the Excel file is lost.

If a chart is copied from Excel and pasted in a special way, linked to Word, and then imported into Writer, the chart will also be imported as an embedded OLE object, but will not be converted to a Calc chart. When you save the If you open a file in Word format and then open the file in Word and try to edit the chart by double-clicking, an error message appears.

WordArt and Fontwork

The equivalent of Microsoft Office WordArt in Apache OpenOffice is Fontwork. WordArt objects are imported as Fontwork objects; They may look slightly different when imported. Fontwork objects are automatically exported to WordArt objects when the document is saved in a Microsoft Office format.

Vector graphics

Basic shapes (lines, arrows, rectangles, ovals) are easily imported and exported. Apache OpenOffice offers a higher level of control over some properties than Microsoft Office, so there are sometimes changes when switching from Apache OpenOffice to Microsoft Office. Examples of this are arrowhead sizes and line styles.

Microsoft Office AutoShapes like the smiley face retain their unique features, such as the ability to adjust the degree of smile or frown on the smiley face.

Microsoft Office offers more shadow options than Apache OpenOffice, so sometimes the appearance of the shadows changes. Microsoft Office shadow styles 1, 2, 4, 6, 14, 17, and 18 are compatible with Apache OpenOffice. Horizontal and conical shadows are not imported and any 3D effects on the bottom left are ignored.

frames and text boxes

When Microsoft Office frames or text boxes with linked text are imported into Apache OpenOffice, the links are lost.

Active Content Controls

These are the Microsoft Office controls available on the Controls toolbar. They are all important, no problem. However, since these controls generally require macros to be useful, they are functionally useless for use in OpenOffice.org without custom macros.

macros

Apache OpenOffice cannot run Microsoft Office macros. Although the macro language is very similar, the underlying objects are very different. To configure whether Apache OpenOffice preserves macros for Word, Excel, and PowerPoint files (so they're still available for use in Microsoft Office), useTool→options→store store→VBA properties.

Apache OpenOffice has the ability to record macros. It is recommended to use the application programming interface (API).

Import, export and share problems in text documents

Good practices in text documents

Some problems can be avoided simply by adopting good word processing practices:

• Use character and paragraph styles instead of direct formatting.
• Use paragraph formatting for before and after spaces instead of automatic line breaks, especially in bulleted or numbered lists.
• Use text flow properties for paragraphs (for example, consider the following) instead of using manual page breaks.
• Do not use multiple tabs or spaces to align text. Set specific tabs, or better yet, use a spreadsheet.
• Use only commonly available fonts.

Compatibility settings in Apache OpenOffice for the current document

The following settings change the way Apache OpenOffice works with the current document, making it work more like Microsoft Office.

UseTool→options→OpenOffice Writer→compatibility.

Add paragraph and table spacing at top of pages (in current document)

In Writer, if this setting is off and there is a space above a paragraph at the top of the page (or column), that space is ignored. while in Word the space is included at the top. If you enable this option, Writer behaves the same as Word.

Use the OpenOffice.org 1.1 tabstop format

This setting determines whether right-aligned, centered paragraphs that contain tabs are centered as a whole or formatted right-aligned. If this box is checked, only the text to the right of the last tab will be right-aligned, while the text to the left will remain unchanged.

Use the OpenOffice.org 1.1 spacing

Writer uses the larger of the two spaces for preceding and following paragraphs; Word puts both together. Clear this check box to make Writer behave the same as Word.

Font and font spacing

Text effect animations are imported from Word files by Writer using the blink attribute. For example, "marching red ants" becomes simply "blink".

Word's character spacing is generally smaller than Writer's, so Word often fits more characters on a line. It is also possible that the spacing between the lines is slightly different. The end result is that the page breaks can happen in different places.

Mesas

The author could not find any problems with the tables.

mail merge documents

Like Apache, OpenOffice takes a different approach to data sources. When you import a Word document that is the main document for a mail merge, there is no connection to the data source. It's not just about making that connection; Each field must be newly inserted. For more information, see the "Mail Merge" section in the "Usage differences between Writer and Word" chapter.

You can also use another Word document as a data source for a mail merge in Word. There is no way to specify a Word document (or a Writer document) as a data source in Apache OpenOffice.

Writer does not have the option to suppress blank lines when data fields are empty. Therefore, you must use conditional fields.

Writer merge fields are exported as text with the field name enclosed in angle brackets, e.g. B..

Summary: To work in a common environment, you need a separate file for each "main" document: one in Word format, the other in Apache OpenOffice format. If you have a mail merge master document in Word format, it's probably easiest to paste the text into Writer and use Writer's Mail Merge Wizard to create the mail merge from scratch.

to form

Problems with forms created in Microsoft Office

A file locked in Microsoft Office is imported into Apache OpenOffice unlocked; that is, in design mode.

Text form fields are imported into Apache OpenOffice as input fields and therefore lose their type. For example, a text form field of type number or date accepts any input text. When using a text form field in Apache OpenOffice, a dialog for entering the text is displayed. When exporting back to Microsoft Office, the text form fields are changed to fill-in fields. The Current and Calculation Date and Time fields are imported as plain text.

Check boxes are imported and exported correctly.

Drop-down form fields are imported as input list fields. Like working text form fields, these present a dialog box from which the user can select an option. Exporting back to Microsoft Office returns you to the drop-down form fields.

Problems with forms created in Apache OpenOffice

Controls are exported as active controls if a Microsoft Office equivalent exists. Since Word does not have the same database functionality as Apache OpenOffice and macros are not supported, it would be very difficult to have a form that works in both environments with standard form controls.

Summary: Working in a common environment with forms is not easy, but a solution would be to use other fields like input field and input list. To insert these fields, useinsertion→Campos→Others→functions.

Footnotes, endnotes, tables of contents and indexes

Footnotes, endnotes and indexes are imported/exported correctly. Some issues were found:

• The placement of endnotes can change (in Word, endnotes are placed before the table of contents. In Writer, they are always at the end of the document).
• The author's bibliographic entries are converted to text in Word.
• A three-column index that was exported from Writer to Word as three columns, but was only one column when re-imported.
• If you import a Word file that contains index entry fields, the index entry fields will be imported, but as fields to the left of the text, not as the field containing the text.

Summary: It is possible to work in a common environment with some minor problems.

Numbered paragraphs, outline numbering, cross references

Import/Export of numbered paragraphs, outline numbering and cross references without problems, except for references to numbered paragraphs:

• Cross-referencing numbered paragraph numbers that are not numbered using outline numbering will not work because Writer does not have this feature.
• Writer is also unable to use relative numbering when cross-referencing numbers.
• Cross references to chapter numbers are not in the same format as shown.

pagination

A quick and dirty approach in Word to having a different first page (e.g. a cover page) and then having the numbering start on the second page but numbering page 1 is to use a different layout for the first page and sadly setting the start page to zero, when importing such a file into Apache OpenOffice, the page number on the second page is 2 instead of 1. To fix this in Writer:

1. Create a page style to specify how pages should look after the first one. Name it (for example) Convert1.
2. Place your cursor in the first paragraph of the second page.
3. Format→Unit volume→Textfluss.
4. In the Breaks section of the dialog box, select the Paste check box.
5. Check overwith side style.
6. Choose the page style created in step 1.
7. Leave position asBeforeand set the page number to 1.

Re-exporting this document to Word works. The only difference is that the document has a section break at the end of the first page. Documents created with such section breaks in Word work fine when imported and exported with Writer. There is a difference with Word: when printing (or printing a preview) there is now a blank page between the cover page and the next page.

When the author tested 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 and not as a field.

Summary: Some documents may require some work to correct page numbering when importing into Writer. Once the pagination of the documents is "fixed", it will be imported/exported without any problems.

Date and time fields

Word CreateDate and SaveDate fields are not imported in the same formats. For example, if the fields in your Word document are formatted to include the time, this information is not displayed by default. To include the time in the format:

The right mouse buttonin the field >Campos> Scroll to the bottom of the Formats list box >Additional Formats >Add HH:MM:SS in the format code

When exporting, SaveDate / DocInformation:Modified is exported as text.

The Author's Fixed Time and Fixed Date fields are exported as text.

Import Word fields

The following fields are not imported into OpenOffice.org (just the text that was displayed when you last saved): =, IF, DOCPROPERTY, FILESIZE, LINK, LISTNUM, QUOTE, SECTION, SECTIONPAGES, STYLEREF, TOA, USERADDRESS, USERINITIALS , USERNAME .

The following fields are ignored during import: AUTOTEXT, AUTOTEXTLIST, BARCODE, BIDIOUTLINE, DOCVARIABLE, EQ, GOTOBUTTON, INCLUDETEXT, LISTNUM, MERGESEQ, PRINT, RD, SKIPIF, SYMBOL, TA, TC.

Word's EDITTIME field maps to the Writer field DocInformation:Modified on import, but the meaning has changed to the date and time it was last saved, rather than how long the file was open for editing.

Import, export and share problems in spreadsheets

form fields

Combo boxes, list boxes, and check boxes with links to table cells import and export correctly, but the number of rows displayed in list boxes may vary slightly due to font handling. List boxes in Calc may or may not have multiple selection, while Excel has two modes of multiple selection: multiple selection and advanced selection. In Excel, a link from a multi-select list box to a cell is ignored (at least in Excel 2000; the author has not checked Excel XP). In Calc the link works, but when more than one item is selected the cell value is set to #N/A.

Radio buttons are imported into Calc, but linking to cells works differently. In Calc, each radio button has its own link to a cell and sets its value to true or false depending on whether the option is selected. In Excel, the cell link returns the number of the selected radio button. When exporting radio buttons to Excel, the radio buttons lose their radio function; That is, they are not grouped in such a way that when you select one of them, the others are "unselected".

Scrollbars and spinners are now implemented in Calc but have not yet been imported.

array constants

Array constants are not available in Apache OpenOffice. The solution is to have the constant values ​​in the cells of a sheet and query them. Array constants used as parameters to a function in Excel are ignored when imported into Calc.

Optional parameters in formulas

Some 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 trailing parameter, but this is not possible in Calc. Formulas with optional parameters are not imported correctly into Calc.

functions

Statistical, technical and financial functions

In Excel, some financial functions accept string parameters for dates. In Apache OpenOffice they require a serial number and are therefore not imported correctly into Calc.

Analysis Tool Features

The EFFECT function provided by Analysis ToolPak for Excel is converted to EFFECT_ADD in Calc and returns the same results.

Other functions not implemented/imported

Only three other functions are not imported: INFO, GETPIVOTDATA and HYPERLINK. Hyperlinks are supported, but not as a feature; Use theHyperlinkbutton in the toolbar.

Data Pilot: PivotTable

Data Pilots are Calc's equivalent to Excel's PivotTables. However, there are a number of limitations. PivotTables are imported into Calc from Excel (although the cells don't have PivotTable shading), but once you start working with them, these limitations become apparent. The limitations are:

• There is no pivot chart feature, but a data pilot can be used as a data source for a chart.
• The user interface allows a maximum of 8 fields in the data areas, rows or columns. (An alternative interface that allows more is available at:the old http://homepages.paradise.net.nz/hillview/OOo/in a document called MyDataPilot.sxc.
• There is an option to group dates (e.g. a date field that groups by week or quarter but not by month). The solution is to create a new column with a formula to calculate the grouping, e.g. E.g. =month().
• You cannot define different formats for different fields.
• Calc can have formulas based on things like "difference of" or "% of", but it can't have its own custom fields (skip the creation of new columns to calculate the values ​​you want).
• The application program interface specification is incomplete for writing macros that work with data pilots. For example, the ability to use another program, such as OpenOffice.org's own macro language, BASIC, to control whether tables have grand totals, or to have access to data pilots that have been created. external data.

Autofilter

AutoFilter imports and exports correctly with required rows hidden. However, there are a number of differences between Excel and Calc:

• Only one AutoFilter is active for a spreadsheet at a time. The rows remain hidden, but the first row drop-down lists disappear when you apply the AutoFilter elsewhere.
• The remaining visible line numbers do not change color to indicate that a filter is in place.
• Error values ​​are not displayed as an option in drop-down lists when cells in the column have errors.
• For drop-down lists, the Excel equivalent of Custom is Default.

Chart

Chart types that Excel provides but Calc does not:

• The pie bar becomes 2D - columns - normal.
• Cake from cake becomes 2D - splitting - normal.
• Full radar is converted to 3D - depth columns.
• Radar with marks: Converted to 2D, Mesh, Normal, but counterclockwise instead of clockwise in Excel.

Other graphics problems are:

• There are fewer axis options, e.g. E.g. no option to have a Y-axis inverted (top negative, bottom positive).
• The data must be contiguous and the labels must be in the first row or column.

number formats

There is no "Ledger" format (with the currency symbol on the left side of the cell). One solution would be to have another column on the left containing the currency symbol.

There is no predefined option to enclose negative numbers in parentheses. Use a custom format like "$#,##0.00_);[RED]($#,##0.00)".

grid lines

In Excel, gridlines are a property of a worksheet; in Calc is an application-wide option:

Tool→options→OpenOffice-Rechner→Vista

Import, export and share issues in presentations

gradients and borders

The author had not noticed the following changes, so this is a direct quote fromStarOffice 7-Migrationshandbuchby sun

Unlike Microsoft PowerPoint, StarOffice Impress does not support three-color gradients, double and triple borders, and rounded dot borders. To improve the results of the import, you should make the necessary adjustments before importing. Change the tricolor presets to gradient fills with two similar colors, and change the double and triple borders to a single border of the appropriate width. Rounded, dotted border lines mapped to a rectangular border closely resemble the original line style in PowerPoint, so manual editing should not be necessary.

Multimedia

Impress does not support voice-over narration.

There don't seem to be any settings for custom media animations, such as the ability to play a sound for subsequent slides.

The chart animation

Impress does not provide functionality for "chart effects" like in PowerPoint, such as presenting one series or category at a time. When importing, the charts are simply displayed. One solution is to have multiple copies of the chart, each set being viewable as desired.

pack and go

With PowerPoint's Pack and Go feature, you could split a PowerPoint file across multiple disks and ensure all associated files were included. This feature is not included in Impress, and Impress cannot open such files.

Campos

Date fields are exported as text and therefore not updated automatically.

Action and interaction configurations

PowerPoint provides action settings for mouseovers, but Impress doesn't have this option, only for mouse clicks, so mouseovers are attributed to mouse clicks. PowerPoint offers the option of highlighting the object with a mouse click or mouseover. Impress does not have this feature and is therefore ignored during import.

Custom PowerPoint animations and Impress object effects

Table 3 shows how custom animations and object effects are imported into Impress and exported to PowerPoint.

PowerPoint: Impressive slide transitions