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Sharing Files with Microsoft

Office Users

Title:

Sharing Files with Microsoft Office Users:

Version:

1.0

First edition: November 2004

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Contents

Overview

.........................................................................................................................................iv

........................................................................................iv

Feedback

....................................................................................................................................iv

Acknowledgments

......................................................................................................................iv

Modifications and updates

.........................................................................................................iv

File formats

......................................................................................................................................1

Bulk conversion

...............................................................................................................................1

Opening files

....................................................................................................................................2

Opening text format files

.............................................................................................................2

Opening spreadsheets

..................................................................................................................2

Opening presentations

.................................................................................................................2

Opening graphics files

.................................................................................................................2

Opening formula files

..................................................................................................................3

Saving files

.......................................................................................................................................3

Default file format

.......................................................................................................................3

Export to PDF

.............................................................................................................................3

Saving files in other formats

.......................................................................................................3

Writer can save to these file formats

...........................................................................................4

Calc can save to these file formats

..............................................................................................4

Impress can save to these file formats

.........................................................................................4

Draw can save to these file formats

.............................................................................................4

The HTML writer can save in these formats

...............................................................................5

AportisDoc and PocketWord files for transport to your PDA

....................................................5

Object Linking and Embedding (OLE)

............................................................................................5

Linked files

......................................................................................................................................5

WordArt / FontWork

........................................................................................................................6

Vector graphics

................................................................................................................................6

Frames / text boxes

..........................................................................................................................6

Active content controls

....................................................................................................................6

Sharing Files with Microsoft Office Users

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Macros

..............................................................................................................................................6

Import / export / sharing issues in text documents

..........................................................................7

Good practice in text documents

.................................................................................................7

Compatibility settings in OpenOffice.org for the current document

...........................................7

Tops of pages

..........................................................................................................................7

Aligning tabs

..........................................................................................................................7

Spacing between paragraphs

..................................................................................................7

Font and font spacing

..................................................................................................................8

Tables

..........................................................................................................................................8

Mail merge documents

................................................................................................................8

Forms

...........................................................................................................................................9

Footnotes, end notes, tables of contents and indexes

..................................................................9

Numbered paragraphs, outline numbering, cross-references

....................................................10

Page numbering

.........................................................................................................................10

Date and time fields

...................................................................................................................10

Importing Word fields

...............................................................................................................11

Import / export / sharing issues in Spreadsheets

............................................................................12

Password protected workbooks

.................................................................................................12

Number of rows

.........................................................................................................................12

Number of sheets

.......................................................................................................................12

Form fields

................................................................................................................................13

Array formulas

..........................................................................................................................13

Optional parameters in formulas

...............................................................................................13

Functions

...................................................................................................................................13

DataPilot / Pivot Table

.........................................................................................................14

AutoFilter

..................................................................................................................................14

Charts

........................................................................................................................................15

Right aligned text

......................................................................................................................15

Number formats

.........................................................................................................................15

Grid lines

...................................................................................................................................15

Import / export / sharing issues in presentations

............................................................................16

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Color gradients and borders

......................................................................................................16

Multimedia

................................................................................................................................16

Chart animations

.......................................................................................................................16

Pack and Go

..............................................................................................................................16

Fields

.........................................................................................................................................16

Action Settings / Interaction

......................................................................................................16

PowerPoint custom animations – Impress object effects

..........................................................17

PowerPoint – Impress slide transitions

....................................................................................17

Sharing Files with Microsoft Office Users

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Overview

This document describes some of the issues when importing and exporting Microsoft Office

(MSO) to and from OpenOffice.org (OOo).

The contents of this Documentation are subject to the Public Documentation License,

Version 1.0 (the "License"); you may only use this Documentation if you comply with the

terms of this License. A copy of the License is available at:

http://www.openoffice.org/licenses/PDL.rtf

The Original Documentation is Sharing Files with Microsoft Office Users. The Initial Writer

(s) of the Original Documentation is/are Ian Laurenson

Writer contact(s): hillview@paradise.net.nz

. The Initial Writer contact(s) is to report errors

in the documentation. For questions regarding how to use the software, subscribe to the Users

Mail List and post your question there: http://support.openoffice.org/index.html

)

All trademarks within this guide belong to legitimate owners.

Feedback

Please direct any comments or suggestions about this document to:

authors@user-faq.openoffice.org.

Acknowledgments

Thanks to the OOoAuthors team for proofreading this work, particularly Paul Miller and Jean

Hollis Weber.

Modifications and updates

Version

Date

Description of Change

1.0

7 November 2004

First published edition

Sharing Files with Microsoft Office Users

File formats

This section gives an overview of file format from an end-user’s perspective. For details

about XML formats, see http://books.evc-cit.info/book.php.

OpenOffice.org “natively” stores its files in a compressed (zipped) human readable (when

unzipped) XML format. This format is openly documented and is available under the GNU

General Public Library License (http://www.gnu.org

Note: Some compression utilities only check the file extension and so may not recognize the file

as being compressed in the zip format. To open an OpenOffice.org file with such a compression

utility, rename the file to have the extension .zip.

By contrast, Microsoft Office files are stored in a proprietary format which is not human

readable. Microsoft have not publicly documented their file formats, which causes a lot of

problems for software developers to write filters for importing and exporting in Microsoft

Office formats.

Table 1. File extensions

Document

type

Application

Document

Extension

Template

Extension

Microsoft

Office eqv

Text

Writer

.sxw

.stw

.doc .dot

Spreadsheet

Calc

.sxc

.stc

.xls .xlt

Drawing

Draw

.sxd

.std

Presentation

Impress

.sxi

.sti

.ppt .pot .pps

Formula

Math

.sxm

Master document

Writer

.sxg

HTML document

Writer

.html

Note: OpenOffice.org can open Microsoft Office files. The reverse is NOT true: Microsoft Office

can not open OpenOffice.org formats. So if you need to deal with someone using Microsoft

Office, save your file first in the native OpenOffice.org format; then you can save it to one of the

many supported Microsoft Office formats. This way you ensure that even if the filter can’t

translate perfectly, you have your original in its native format.

Bulk conversion

To convert a lot of files:

File > AutoPilot > Document Converter...

Note: Converting a lot of files can take a long time. Recommend to set it going when the

computer is not going to be used for a while, but check for sufficient disk space.

Before doing a bulk conversion of files, think about whether it is really necessary. Read this

document right through to get an appreciation of the limitations of the conversion process.

Sharing Files with Microsoft Office Users

Opening files

Opening text format files

OpenOffice.org Writer can import the standard Microsoft Office formats (as shown in the

right column of Table 1) as well as the .rtf, .txt, .csv and StarWriter formats.

When opening .HTM or .HTML files, OpenOffice.org customizes Writer for working with

these files.

Opening spreadsheets

In addition to the native formats, OpenOffice.org can open the following spreadsheet

formats:

Microsoft Excel 97/2000/XP (*.xls; *.xlw)

Microsoft Excel 97/2000/XP Template (*.xlt)

Microsoft Excel 95 (*.xls; *.xlw)

Data Interchange Format (*.def)

dBase (*.dbf)

Sylk

Rich Text Format

Text CSV (*.csv; *.txt)

Lotus 123 (*.wk1; *.wk1)

StarCalc formats

HTM and HTML files including Web page

queries

Opening presentations

In addition to the native formats, OpenOffice.org can open the following presentation

formats:

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

Microsoft PowerPoint 97/2000/XP Template (.pot)

StarDraw, StarImpress

CGM - Computer Graphics Metafile (*.cgm)

Opening graphics files

In addition to the native formats, OpenOffice.org can open the following graphic formats:

BMP

DXF

EMF

EPS

GIF

JPEG

MET

PBM

PCD

PCX

PGM

PLT

PNG

PPM

PSD

RAS

SGF

SGV

Star Draw

SVM

TGA

TIFF

WMF

XBM

XPM

Sharing Files with Microsoft Office Users

Opening files

Opening formula files

In addition to its native format, OpenOffice.org can open the following formula files:

StarMath and MathML (*.mml).

When opening a Word document that contains an embedded equation editor object, if the

option for it is checked in Tools > Options > Load/Save > Microsoft Office then the object

will be automatically converted to an OpenOffice.org Math object.

Saving files

Default file format

To set the default file format when

saving new files:

Tools > Options... > Load/Save >

General

Note: If the default is set to an

OpenOffice.org format and a Microsoft

Office file is being saved, then a warning

dialog will be displayed about potential

loss of formatting.

Export to PDF

In each application there is the ability to directly export to PDF. This industry-standard file

format for file viewing is ideal for sending the file to someone else to view using Acrobat

Reader or any other PDF display program like ggv or Xpdf.

You can export directly to PDF using a button on the toolbar (next to the Printer icon) for

export directly to PDF, or by choosing File > Export, which allows you to select some more

detailed options.

Saving files in other formats

To save files in different formats:

File > Save As > File Type:

Sharing Files with Microsoft Office Users

Figure 1. The first half of the writer Save As

pulldown menu

Saving files

Writer can save to these file formats

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

OpenOffice.org Writer template (.stw)

Microsoft Word 97/2000/XP (.doc)

Microsoft Word 95 (.doc)

Microsoft Word 6.0 (.doc)

Rich Text Format (.rtf)

StarWriter 5.0 (.sdw)

StarWriter Template (.vor)

StarWriter 4.0 (.sdw)

StarWriter 4.0 Template (.vor)

StarWriter 3.0 (.sdw)

StarWriter Template 3.0 (.vor)

Text (.txt)

Text Encoded (.txt)

HTML (.html; .htm)

Note: The .rtf format is a common format for transferring text files between applications but be

aware of the lack of formating available in that format. It also seems that there is a bug

concerning files saved in the .rtf format that contain images when opened by Microsoft Office.

So the best way to pass a file in writer to a Microsoft Word user is to save it as Microsoft Word

97/2000/XP (.doc).

Calc can save to these file formats

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

Microsoft Excel 97/2000/XP (*.xls; *.xlw)

Microsoft Excel 97/2000/XP Template (*.xlt)

Microsoft Excel 95 (*.xls; *.xlw)

Data Interchange Format (*.dif)

dBase (*.dbf)

SYLK (*.slk)

Text CSV (*.csv; *.txt)

StarCalc formats (*.sdc, *.vor)

HTM and HTML files

Impress can save to these file formats

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

Microsoft PowerPoint 97/2000/XP Template (*.pot)

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

Impress can also export to MacroMedia Flash (*.swf) and any of the graphics formats as

listed below for Draw.

Draw can save to these file formats

Draw can only save in its native format and StarDraw format, but can export to:

BMP

EMF

EPS

GIF

JPEG

MET

PBM

PCT

PGM

PNG

PPM

RAS

SVG

SVM

TIFF

WMF

XPM

Sharing Files with Microsoft Office Users

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abcpdf example c# : Change pdf metadata software SDK cloud windows .net html class SharingFiles0-part5