An introduction to the Ecma Office Open XML FormatsNow ISO 29500

Document Freedom Day -- Hanoi, March 25, 2009

Importance of Interoperability 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 architecture(fx http, XML, SOAP, WSDL, UDDI)

Documents

Interoperability for DocumentsThe role of XML-based document formats in the Microsoft® Office system

XML structureData and presentation

Document ArchivalArchived & consumed long into the future without vendor-specific clients or applications

Improved Data Access

Web serviceformattingintelligent receipt

Customer details, CostsBusiness requirementsCompany standards

Business Process Efficiency

Efficient captureValidated information

Searching &RepurposingContent

Query & extractTextDocumentFragmentImage

FindingPreviousRFP Content

Auto-creating a polished document

datadata

Document Assembly

formatting

XML documents are the future

Sustainability Context

Efficiency Independence

XML-based formats enable you to do things you couldn’t before

Better value from existing infrastructureInformation securityRegulatory and process complianceInformation integrationRetention, discovery and content managementDocuments as digital assets – what are you worth?Legacy documents & archivesLifecycle cost vs. Implementation cost

Documents that manage themselves

Managing documents with systems

Company Product Solution

Advisory 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.

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.

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.

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

Example Solutions

Enabling the future without sacrificing the past

Understanding IT impact of XML-based formats

Application compatibilityLayout and rendering fidelityDeployment & migrationExisting solutions / integrationsStorage & bandwidth

Enabling the future

Preserving Legacy

Developing meaningful, useful XML-based formats

Some standards committees attempt to define the future of interoperability, but ignore the importance of preserving existing documents

XML based formats must solve for the future, but work to preserve the integrity of existing documents

Introducing the Ecma Office Open XML Formats(ISO 29500)

Office Open XML Formats

Open File Formats

• Intl standard for document formats (December 2006) ISO 29500 (April 2008)• Designed to enable interoperability• Open Specifications enable broad access to technology

The future of file format technology

• ZIP compression of the format reduces file sizes• Segmented data storage improves data recovery and programmatic access• Full accessibility support

Compatible file formats

• Standardized file formats supporting 100% of Microsoft Office functionality• Supported in Microsoft Office 2000, XP, 2003 and 2007, as well as OpenOffice.org and Corel WordPerfect Suite*• Document conversion, deployment and migration tools available

Ecma Office Open XML FormatsSpecifications published by ECMA international TC-45, freely available for download and implementation

TC-45 is comprised of many companies – Apple, Novell, Toshiba, Microsoft, Statoil and others

Microsoft offers the Open Specification Promise to alleviate all IP-related concerns for the Open XML formats

New improved version ratified by ISO as ISO/IEC 29500 on April 1st, 2008

Open XML Formats Architecture Modular 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.

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

Deployment ConsiderationsOffice Migration Planning ManagerProactively Identify File Format Issues

In "Deep Scan" identifies and prioritizes issues found

Severity levels customizable

Examples of conversion or compatibility challenges:

Loss of version history

Change in rendering or layout

Calculation change due to formulae changes

Office File Conversion ToolUnleash data through XML

Uses output from the Microsoft Office Migration Planning Manager

Not a requirement for Office 2007 deployment

Converts old documents to the new Open XML Formats

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

Application Customization Options

Controllable file format defaults (Open XML Formats or 97-2003 Binaries or others)Automatic enforcement of Compatibility Mode

File Format CompatibilityEnsuring Free Document Exchange With Prior Office Releases

Office XP, 2003 will open, edit and save new Office formatsWill recognize new Word, Excel and PowerPoint file format extensions

Enables users to Open XML Formats across multiple versions

Windows 2000 SP4 and later can convert between binary and Open XML Formats

Office 2007 users can change the default file format if desiredCurrent .doc, .xls, .ppt file formats will be supported in 2007 Office system

Default file format can be set by users during deployment or after

Advanced policy controls for enabling and disabling the use of specific formats

Office release User Experience with new file formats

2007 Office system Default save as Open XML FormatsOffice 97-2003 formats fully supportedCompatibility Mode ensures features are also compatible

Office 2003Office XP

Native support for Open XML Formats (Compatibility Pack installed)Open, Edit and Save Open XML Formats

Office 2000, Windows 2000 SP4 and later (non-Office)

Support for Open XML formats via standalone compatibility packFormat conversion within Windows Explorer

www.OpenXMLDeveloper.org

Open Development Communities

Open XML Formats and ODF

Microsoft believes in customer choice in file formatsPDF, XPS, ODF, Open XML Formats, HTML, TXT are well-established formats used for various purposes

One format cannot address the breadth of industry needs

Open XML Formats offer better compatibility with your existing documents

Open XML Formats offer better interoperability with line-of-business applications and systems

Open XML Format compatibility, conversion, deployment and migration tools are available to help with document format implementation

For more information

www.microsoft.com/office/previewwww.OpenXMLDeveloper.orgwww.ecma-international.orgmsdn.microsoft.com/office/xmlwww.microsoft.com/technet/prodtechnol/officeyes2ooxml.blogspot.com

Copyright ©2006 Microsoft Corporation. All rights reserved.This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.

Appendix

The Advisory Board CompanyExcel Custom Schema

Customer ProfileProvides best-practice research and analysis to some of the largest and most progressive health systems and medical centers in the United States

Business Situationfound it difficult and expensive to provide clients with customized reports using standard desktop productivity software

SolutionXML data-driven charting and presentation data for automated presentation development.

BenefitsReduces the time required to create presentation templates by 33 percent through automation of much of the presentation generation and update process

Helps ensure that deadlines are met through solid reliability

Creates opportunities by extending the company’s ability to produce customized reports and presentations

Wortmann AGExcel Custom Schema

Customer Profileone of Germany’s foremost IT companies, manufacturing and distributing computers and monitors through more than 5,500 retailers

Business Situationneeded a tool that would work with it to provide a visual representation of the data, improving managers’ understanding of regional sales and

SolutionExtract geographic data from Navision and import it into Excel 2003..

BenefitsReduced data extraction time

100% increase in top customer contacts

50% reduction in sales visit costs

Saved inventory costs

Improved sales network management

Northumberland CollegeWord Custom Schema

Customer ProfileThe college serves 14,000 students throughout northeastern England and delivers community-oriented instruction ranging from automotive engineering and computer programming to healthcare, social work, and graphic design.

Business Situationneeded to address administrative inefficiencies in the processing of information gathering required for faculty self-assessment reports.

SolutionXML-based tool to automate the processing of self-assessment reports.

BenefitsReduce time gathering data for sell-assessment reports from 2.5 days to 1 day increasing productivity for task by 250%.

Improve data analysts in self-assessment reports.

Increase ability to attract new students.

CLE British ColumbiaWord Custom Schema

Customer ProfileHeadquartered in Vancouver, the Continuing Legal Education Society of British Columbia (CLE) provides reference materials and courses for 10,357 British Columbia lawyers.

Business Situationneeded a cost-effective way to distribute its legal reference materials online and provide rich, contextual navigation as a value-added service to end users.

SolutionXML-based authoring and document-publishing system for book-publishing.

BenefitsIncrease CLE’s revenue an estimated 43 percent

Improve editor and production staff productivity by 7 percent

Provide online access to CLE content to broaden readership

Hyperlinks cross-reference case law and statutes

Keyword searches improving legal research from the desktop

Net Present Value per user of U.S. $30,238 and payback in 19 months

The Open UniversityWord Custom Schema

Customer ProfileLocated in the United Kingdom it is one of the largest distance education providers in the world.

Business Situationneeded to produce course content structured in a format that is suitable for the Web, as well as print form and other media.

SolutionContent Authoring Tool—create XML structured documents that can be easily published via print and the Web.

BenefitsEase of use with standardized output.

Authors can work with XML in a familiar environment.

Fewer iterations mean faster, more efficient document production.

Time saved for designers as XML documents can be applied to the web quickly.

McGraw-Hill ConstructionWord Custom Schema

Customer ProfileProvides best-practice research and analysis to some of the largest and most progressive health systems and medical centers in the United States.

Business SituationNeeded better, less expensive technology to deliver project information to subscribers in a faster, more efficient manner.

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

BenefitsReduced operating costs

Increased competitive advantage by increasing customer retention and new subscriber opportunities

Increased subscriber competitive advantage: reduces by up to 35 percent the time subscribers spend accessing information

Use of the .NET Framework resulted in fast time to benefit; solution was developed in only 6 weeks

Adoption in major Office suites

2007 Microsoft Office system - Default Save Format is Open XML (+ free updates for Office 2000, XP, 2003) – Dec 2006/Jan 2007

Open Office – Novell announcement of support of Open XML in Open Office – Novell edition

Corel announcement of support of Open XML - Availability mid 2007

Open XML Format Compatibility

Full support for existing & new file formats across versions

Current binary formats fully supported in 2007

Current XML formats fully supported in 2007, 2003, XP and 2000

Administrative control of Open XML Formats Bulk file analysis and conversion tools available

Specify available file formats during deployment process

User-defined defaults and run-time selection of file formats

Current Office 97-2003 binary file formats supported