Microsoft Office XML Microsoft Office XML FormatsFormats

AgendaAgenda

The role of XML in Microsoft Office

Transitioning to open file formats

Benefits of the Microsoft Office XML Formats

File format compatibility and deployment

Resources 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 OfficeThe Role of XML in OfficeEvolving Customer ScenariosEvolving Customer Scenarios

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

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

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

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

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

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

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

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

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

XML-based document archives include the data and presentation information

Customer Scenario Solution Benefits

North Carolina State Highway Patrol

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

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

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

BMC SoftwareProvides enterprise solutions to manage IT infrastructure

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

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

* Contract approvals up 25 percent* Lost profits recaptured by

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

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

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

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

* 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.

The Role of XMLThe Role of XMLExample Customer Solutions Using Office 2003 and XMLExample Customer Solutions Using Office 2003 and XML

Customer Product SolutionAdvisory Board Company, The Excel custom schema XML data-driven charting and presentation data for automated

presentation development.

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

Siemens Word custom schema Data collaboration system

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

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

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

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

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

Ohio State University Medical Center

InfoPath custom schema Uses Web services to improve the flow of clinical and other data related to operating room activities.

McGraw-Hill Construction Word custom schemaAn online service creates customized customer-defined views of construction information and integrated data housed in previously isolated databases.

Continental Airlines Word custom schemaSolution puts Advisories into the hands of maintenance personnel more quickly, improving the bottom line and favorable audit results

PGGM Word, InfoPath custom schema

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

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

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

Danish InfoStructure Base XML Reference Schemas Open publishing format for documents endorsed by government

The Role of XMLThe Role of XMLExample Customer Solutions – Office 2003

Transitioning to Open file Transitioning to Open file formatsformats

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 New Word, PowerPoint, Excel FormatsFormats

New Microsoft Office Word File Formats

.docx Word Document (.docx)

.docm Word Macro-enabled Document (.docm)

.dotx Word Template (.dotx)

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

New Microsoft Office Excel File Formats

.xlsx Excel Workbook (.xlsx)

.xlsm Excel Macro-enabled Workbook (.xlsm)

.xltx Excel Template (.xltx)

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

.xlsb Excel Binary Workbook (.xlsb)

.xlam Excel Add-in (.xlam)

New Microsoft Office PowerPoint File Formats

.pptx PowerPoint Presentation (.pptx)

.pptm PowerPoint Macro-enabled Presentation (.pptm)

.ppsx PowerPoint Slide Show (.ppsx)

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

.potx PowerPoint Template (.potx)

.potmPowerPoint Macro-enabled Presentation Template

(.potm)

.ppam PowerPoint Add-in (.ppam)

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 Separates documents that are allowed to execute are allowed to execute embedded macros / VBA embedded macros / VBA projectsprojects

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

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

Office XML Formats Office XML Formats Architecture 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 Enabling access to document contents through XML architecturearchitecture

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)

Word Excel PowerPoint

24% 22% 74%** 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 Royalty-free File Format LicensingLicensing

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 Standardizing Office XML FormatsFormats

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

Apple

Barclays Capital

BP

British Library

Essilor

Intel Corporation

Microsoft Corporation

NextPage Inc.

Statoil ASA

Toshiba

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 formats

Will 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 desired

Current .doc, .xls, .ppt file formats will be supported in Office 12Default file format can be set by users during deployment or after

Office release User Experience with new file formatsOffice 2007 Default save as Open XML Formats

Office 97-2003 formats fully supportedCompatibility Mode ensures features are also compatible

Office 2003Office XPOffice 2000

Native support for Office XML Formats (Compatibility Pack installed)No “Save As” required when saving Office XML Formats

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 formats

Office 2003, XP, 2000Office 2003, XP, 2000 Office Office 20072007

Enabling “Full Functionality Mode”

Enables full Office 2007 functionality

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

20072007

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, Office 2003, XP, 20002000

Office 2007Office 2007

File Format DeploymentFile Format DeploymentOffice Migration Office Migration PlanningPlanning ManagerManagerProactively Identify File Format IssuesProactively Identify File Format Issues

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

"Deep Scan" identifies and "Deep Scan" identifies and prioritizes issues found with each prioritizes issues found with each documentdocument

Customizable severity levels Customizable severity levels

Examples of compatibility Examples of compatibility challenges: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 Uses output from the Microsoft Office Migration Planning Office Migration Planning ManagerManager

Not a requirementNot a requirement for Office for Office 2007 deployment2007 deployment

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

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

Application Customization Application Customization OptionsOptions

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

Automatic enforcement of Compatibility ModeAutomatic enforcement of Compatibility Mode

For more informationFor more information

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