Microsoft Office XML FormatsMicrosoft Office XML Formats

AgendaAgenda

The role of XML in Microsoft OfficeTransitioning to open file formatsBenefits of the Microsoft Office XML FormatsFile format compatibility and deploymentResources and additional information

Achieve industry alignment using standardized technologies

Enable data interoperability between documents, applications and systems

Capture and reuse information to and from many data sources

Build intelligent applications that improve data context and quality

Shared service oriented architectureShared service oriented architecture(fx http, XML, SOAP, WSDL, UDDI)(fx http, XML, SOAP, WSDL, UDDI)

The Role of XML in OfficeThe Role of XML in OfficeBuilt –by design– for InteroperabilityBuilt –by design– for Interoperability

Documents

The Role of XML in OfficeEvolving Customer Scenarios

Create sales reports from financial and forecast data stored in a CRM system

Document AssemblyServer-based or user-assisted construction of documents from archived content or database content

Document ArchivalEnsuring document formats can be consumed long into the future without vendor-specific clients or applications

Document SanitizationRemove unwanted content like comments or embedded code from your document when appropriate

Document InterrogationQuery document repositories based on custom data, content types or document metadata

Content ReuseMuch easier to move content between documents, including different document types

Scenario

XML-based document archives include the data and presentation information

Remove all tracked changes and comments from a Word document before it is published

Search for all documents containing a specific company name or sales contact

Apply content stored in Word documents to Web pages quickly and efficiently

Example

BenefitsSolutionScenarioCustomer

* Higher levels of efficiency for information workers.

* Reduced costs with faster information flows, reduced stationery costs and quicker processing of data.

* Faster development time of systems that are easier for end users.

Used Word and Excel with Windows SharePoint Services and other technologies to manage a single digital copy of a concession form moving through a series of workflow steps

Their concessions approval process used an unreliable paper trail from slow manual systems that were inefficient, incapable of being properly tracked and depended on personnel not being sick or on vacation

Irish Continental Group Principally engaged in the transport of passengers, cars, containers and freight

* Contract approvals up 25 percent* Lost profits recaptured by complying

with best practices* Fast adoption, minimal retraining* Positive ROI in one year

Deployed a contract process automation and management solution based on Word 2003 and Windows SharePoint Services

Needed to increase the quality and efficiency of its contracting process and help employees comply with best practices for contract negotiation

BMC SoftwareProvides enterprise solutions to manage IT infrastructure

* Saved 7,176 person-hours per year * Eliminated double data entry * Reduced paper handling * Improved report accuracy * Standardized reporting processes

Used InfoPath 2003 to capture a Weekly Report of Daily Activity to automate and integrate reporting processes with the legacy back-end reporting system

Troopers spent a great deal of time manually filling out forms; administrators then reentered data and physically managed the paper-flow process

North Carolina State Highway Patrol

The Role of XMLExample Customer Solutions Using Office 2003 and XML

Open publishing format for documents endorsed by governmentXML Reference SchemasDanish InfoStructure Base

InfoPath forms are used with SQL Server to collect info about a work item and upload the information to the database, drive workflow.InfoPath custom schemaAustrian Ministry of Interior (BMI)

Journalists use InfoPath 2003 forms to write and save stories in an offline mode, then submit and route automatically. InfoPath custom schemaAustrian Broadcast Corporation

Document info system automates doc handling, updates data, and archives electronically. XML Web services provide integration between desktop and server

Word, InfoPath custom schemaPGGM

Solution puts Advisories into the hands of maintenance personnel more quickly, improving the bottom line and favorable audit resultsWord custom schemaContinental Airlines

An online service creates customized customer-defined views of construction information and integrated data housed in previously isolated databases.

Word custom schemaMcGraw-Hill Construction

Uses Web services to improve the flow of clinical and other data related to operating room activities.InfoPath custom schemaOhio State University Medical Center

Content Authoring Tool—create XML structured documents that can be easily published via print and the Web. Word custom schemaOpen University, The

Track the movement of tire molds within and between facilities.InfoPathCooper Tire

Drug and product information entered via InfoPath 2003 updates to a legacy ERP system.InfoPathMoore Medical

Extract geographic data from Navision and import it into Excel 2003.Excel custom schemaWortmann AG

XML-based authoring and document-publishing system for book-publishing Word custom schemaCLE British Columbia

Data collaboration systemWord custom schemaSiemens

XML-based tool to automate the processing of self-assessment reports.Word custom schemaNorthumberland College

XML data-driven charting and presentation data for automated presentation development.Excel custom schemaAdvisory Board Company, The

SolutionProductCustomer

The Role of XMLExample Customer Solutions – Office 2003

Transitioning to Open file formatsTransitioning to Open file formats

Advocating customer choice for file format usageBroad array of open file formats are required to address the total need

Broad array of open file formats expands integration opportunities

Utilize current broad-use file formats in addition to developing standards

Migrating existing documents to XML-based document formatsPotentially impacts billions of documents over the past 10 - 20 years

Support across many applications and systems must be enabled

Layout, presentation and data integrity are mandatory during conversions

Maintaining the fundamentalsXML migration should not sacrifice performance, file size, or security

Conversion tools available for users and for converting legacy documents

Microsoft Office XML Formats Microsoft Office XML Formats A new, XML-based file format for Word, Excel and PowerPointA new, XML-based file format for Word, Excel and PowerPoint

Open, transparent file formats improve interoperability

Ecma Open XML Formats on track for standardization

Office XML Formats provide XML-based formats for templates, add-ins, macro-enabled documents and more

Royalty-free format licenses enable integration by any technology provider

Compact, robust file format

ZIP compression of the format reduces file sizes

Segmented data storage improves data recovery and the ability for developers access to file contents programmatically

Full support for compatibility, migration and deployment

New file formats are now default file formats

Backward compatible to Office 2000 with addition of compatibility pack

Bulk conversion tools available

New Word, PowerPoint, Excel FormatsNew Word, PowerPoint, Excel Formats

PowerPoint Add-in (.ppam).ppam

PowerPoint Macro-enabled Presentation Template (.potm).potm

PowerPoint Template (.potx).potx

PowerPoint Macro-enabled Slide Show (.ppsx).ppsm

PowerPoint Slide Show (.ppsx).ppsx

PowerPoint Macro-enabled Presentation (.pptm).pptm

PowerPoint Presentation (.pptx).pptx

New Microsoft Office PowerPoint File Formats

Excel Add-in (.xlam).xlam

Excel Binary Workbook (.xlsb).xlsb

Excel Macro-enabled Workbook Template (.xltm).xltm

Excel Template (.xltx).xltx

Excel Macro-enabled Workbook (.xlsm).xlsm

Excel Workbook (.xlsx).xlsx

New Microsoft Office Excel File Formats

Word Macro-enabled Document Template (.dotm).dotm

Word Template (.dotx).dotx

Word Macro-enabled Document (.docm).docm

Word Document (.docx).docx

New Microsoft Office Word File Formats

Open XML FormatsOpen XML FormatsFile formats submitted to File formats submitted to Ecma International for Ecma International for documentation and documentation and standardizationstandardization

Macro-enabled FormatsMacro-enabled FormatsSeparates documents that are Separates documents that are allowed to execute embedded allowed to execute embedded macros / VBA projectsmacros / VBA projects

Excel Binary WorkbookExcel Binary WorkbookNew, Excel binary file format New, Excel binary file format optimized for large workbooksoptimized for large workbooks

ALL file formats available via ALL file formats available via royalty-free license programroyalty-free license program

Office XML Formats Architecture Office XML Formats Architecture Modular format improves developer capabilities with minimal user impactModular format improves developer capabilities with minimal user impact

Office “file”Operates identically to any other Windows desktop file. User sees and interacts with the desktop file exactly as they do with today.

File Container

Document Properties

Comments

Charts

Embedded code / macros*

Images, video, sound

custom XML

WordML / SpreadsheetML, etc.Internal operationDifferent types of data within each file stored as discreet, ZIP-compressed XML components

Users would not see these components unless they un-ZIP the file to view the document parts

Applications and systems could modify and extract individual parts without using Office applications

The corruption or absence of any part would not prohibit the file from being opened

Improved IntegrationImproved IntegrationEnabling access to document contents through XML architectureEnabling access to document contents through XML architecture

File Container

Document Properties

Comments

Charts

Embedded code / macros*

Images, video, sound

custom XML

WordML / SpreadsheetML, etc.

Custom XML data store hosts content stored in custom-defined schemas; separates content from presentation.

ZIP Container compresses document contents

Easier programmatic interrogation and removal of unwanted content.

Separate content storage enables simplified access and programmatic manipulation of document contents.

Compact File FormatCompact File FormatFile size reduction due to ZIP compressionFile size reduction due to ZIP compression

Dramatic file size improvements

File Size compared to Office 2003 (average using multiple test documents)

74%*22% 24%

PowerPointExcel Word

* Additional PowerPoint file size improvements planned for Office 12

Robust File FormatRobust File FormatEnabling safer documents and improved corruption recoveryEnabling safer documents and improved corruption recovery

Modular architecture improves recovery of corrupt filesA damaged object no longer destroys the entire file

Making documents saferEasily scanned for specific content Format architecture enables programmatic detection and removal of any personally identifiable information, comments, tracked changesNo VBA code in documents by default; Optional solution format supports VBAMigration to new format without Object model changes

Royalty-free File Format LicensingRoyalty-free File Format Licensing

Office File Format LicensingRoyalty-free license for XML file formats

Royalty-free license for Binary file formats

Fundamentals of Office file format licensingThe technical documentation is available for anyone

The schemas are based on the W3C XML standard

The license is royalty-free

The license is perpetual

The license is very brief and available to everyone

Ecma Open XML FormatsEcma Open XML FormatsThe goal of the Ecma Committee is to produce a formal standard for office productivity applications which is fully compatible with the Office Open XML Formats.

The aim is to enable the implementation of the Office Open XML Formats by a wide set of tools and platforms in order to foster interoperability across office productivity applications and with line-of-business systems.

Ecma will also be responsible for the ongoing maintenance and evolution of the standard.

Standardizing Office XML Formats

Ecma Open XML Formats Co-Sponsors Ecma Open XML Formats Co-Sponsors

AppleBarclays CapitalBPBritish LibraryEssilorIntel CorporationMicrosoft CorporationNextPage Inc.Statoil ASAToshiba

www.OpenXMLDeveloper.org

Formed to provide Open XML Formats developers with a forum for the free exchange of ideas, tips and tools related to Open XML Formats development

Open to anyone free of charge to enable broad participation and development of solutions using the Open XML Formats on any platform

Building Open CommunitiesBuilding Open Communities

File Format CompatibilityFile Format CompatibilityEnsuring Free Document Exchange With Prior Office ReleasesEnsuring Free Document Exchange With Prior Office Releases

Office 2000, XP, 2003 will open, edit and save new Office formatsWill recognize new Word, Excel and PowerPoint file format extensionsWill save back to the new format when a file is edited

Office 2007 users can change the default file format if desiredCurrent .doc, .xls, .ppt file formats will be supported in Office 12Default file format can be set by users during deployment or after

Native support for Office XML Formats (Compatibility Pack installed)

No “Save As” required when saving Office XML Formats

Office 2003

Office XP

Office 2000

Default save as Open XML Formats

Office 97-2003 formats fully supported

Compatibility Mode ensures features are also compatible

Office 2007

User Experience with new file formatsOffice release

File Format CompatibilityFile Format Compatibility

Enforcing “Compatibility Mode”Artwork, Charts, Diagrams use Office 2000-2003 format

Office 2007 features disallowed by Office 2007 interface

Compatibility Checker identifies incompatible features

Enabled for Office 2003 AND Office 2007 formatsOffice 2003, XP, 2000Office 2003, XP, 2000 Office 2007Office 2007

Enabling “Full Functionality Mode”

Enables full Office 2007 functionality

Rehydrates disabled Office 2007-specifc content (for supported features only) Office 2007Office 2007

Downgrade to Compatibility Mode

Office 2007 features downgrade to Office 2003 features

Compatibility Checker assists in downgrade process

Some artwork is rasterized (can be ‘rehydrated’)

Some structural information lost (XML Bindings, Building block information)

Office 2003, XP, 2000Office 2003, XP, 2000 Office 2007Office 2007

File Format DeploymentFile Format DeploymentOffice Migration Office Migration PlanningPlanning Manager ManagerProactively Identify File Format IssuesProactively Identify File Format Issues

““Light Scan” identifies document age Light Scan” identifies document age to help prioritize conversionsto help prioritize conversions

"Deep Scan" identifies and prioritizes "Deep Scan" identifies and prioritizes issues found with each documentissues found with each document

Customizable severity levels Customizable severity levels

Examples of compatibility challenges:Examples of compatibility challenges:

Loss of version history Loss of version history

Change in rendering or layoutChange in rendering or layout

Calculation change due to formulae Calculation change due to formulae changeschanges

Office File Conversion ToolOffice File Conversion ToolUnleash data through XMLUnleash data through XML

Uses output from the Microsoft Office Uses output from the Microsoft Office Migration Planning ManagerMigration Planning Manager

Not a requirementNot a requirement for Office 2007 for Office 2007 deploymentdeployment

Converts old documents to the new Converts old documents to the new Office XML formatsOffice XML formats

Runs documents through an open-Runs documents through an open-and-save-as process.and-save-as process.

Application Customization OptionsApplication Customization Options

Controllable file format defaults (Office XML Formats or 97-2003 Binaries or others)Controllable file format defaults (Office XML Formats or 97-2003 Binaries or others)

Automatic enforcement of Compatibility ModeAutomatic enforcement of Compatibility Mode

For more informationFor more information

Microsoft Office 2007 system previewwww.OpenXMLDeveloper.orgwww.Ecma.org