Special Edition Using Star Office 6.0

rjnagle writes "I got my cubicle colleague interested in OpenOffice.org when I said, "Here's something that can convert your Word files to PDF ... for free!" By now people hip to the open source concept use OpenOffice.org for everyday applications, yet MS Office is still the predominant application in the home and workplace. Many educated people have still not heard of it. Why?" Read on for Nagle's four-part answer to that question, and his (lengthy) review of Michael Koch's Special Edition Using Star Office 6.0 -- the content applies to StarOffice's free cousin OpenOffice.org as well. Special Edition Using Star Office 6.0 author Michael Koch pages 1078 + index publisher Que rating quality: 5 stars; usability: 4 stars; weight: 1 star reviewer Robert Nagle ISBN 0789728338 summary Great for easing the transition to Openoffice/Staroffice.

First, PC makers rarely have financial inducements to preinstall open source applications, especially when it eats into their upsell margins. Second, people have a misconception that documents produced in MS Office can only be read by MS Office (a fact which leads Richard Stallman to call for an end to all Microsoft Word attachments ). Third, subsidized prices and the wide availability of instructional material ensure that teachers use these commercial products for class and give assignments requiring them. Finally, consumers switching to an open source product need confidence that the open source application has equivalent functionality and adequate documentation to reduce the learning curve.

Fortunately, a first-class user guide on OpenOffice.org/StarOffice has been written, and that book is Michael Koch's Special Edition Using StarOffice 6.0. This book, actually a second edition, covers the new version and gives fuller treatment to StarOffice writer and the HTML editor. Despite the use of "StarOffice" in the title, this book actually covers both StarOffice and OpenOffice.org in depth.

An an aside, let me compliment Que editions for the legibility and usability of layout. (Que also produced the excellent Ed Bott's Special Edition Using Microsoft Office XP). Nice readable texts, lots of boxes, tips and cautions. Every chapter finishes with a helpful troubleshooting section.

Two immediate reactions: 1) Gosh, I didn't know OpenOffice/StarOffice could do all that! I was pleasantly surprised, for example, to learn the number of graphic capabilities the program has. 2) This book covers functionality in considerable depth, with enough content to satisfy the newbie as well as the advanced user. In addition to documenting the office software, the book also includes reference sections on StarOffice Basic, using data sources, building forms and macros. It also includes a chapter on Adabas, the database that comes as part of the StarOffice package (but not with OpenOffice.org).

Koch benefits from the fact that users already start with a good conceptual framework of what MS Office products are supposed to do. The biggest conceptual challenge in moving from MS Office to Star/OpenOffice is getting used to the idea of applying styles to text instead of just clicking on an icon for formatting. MS Office actually has terrific styling capabilities (and a usable interface for managing styles),but Microsoft's friendly GUI discourages users from thinking about document structure. Contrast that to OpenOffice.org, which nudges the user more firmly towards styles. Managing the different layers of styles in OpenOffice.org can be tricky and confusing, so Koch spends a considerable amount of time and space on that. Another chapter on sharing and exchanging information with MS Office users goes into exquisite detail about compatibility and formatting losses when converting documents, as well as the StarOffice XML file format.

Cordelia of Buffy the Vampire Slayer once said, "There are books about computers? Isn't that the point of computers, to replace books?" Perhaps I am just cheap, but when evaluating a user guide, I often ask whether the online help isn't good enough. Or whether newgroups/websites/forums are adequate. Or whether the user interface is intuitive or allows you to discover a solution by just playing around. Dozens of heavy thousand-page books clutter my apartment, leading me to wonder whether the convenience of a gigantic dead-tree reference guide outweighs the increase in clutter. Every time I move to another apartment, I keep lugging those gigantic SQL and C++ books I haven't consulted for years, but feel compelled to keep around. (Contrast that with the very portable and handy Oreilly's Linux Server Hacks: 100 Industrial-Strength Tips and Tools, (reviewed on Slashdot), which covers most sysadmin tasks AND can be stashed in a backpack without causing whiplash).

For the last two months (in which I used OpenOffice.org thoroughly), I performed a little experiment. Where was the best place to find answers to my OpenOffice.org questions? I tried consulting the online help, then the book, then the newsgroups and openoffice websites. Here are the results:

1. Adding page numbers. The book had the best information, though what do you look under in the index? I eventually found it under "Numbers, Writer" (?!). Online help was useless. (The answer is to insert a footer and then insert a page number field in the footer).
2. I just created a hyperlink in the HTML editor. But the underlined style is bleeding to the text after the link. How do I stop that? Neither the book nor online help provided the answer, although the newsgroup did after 24 hours. (The answer is to press the End key or to select Format >> Default)
3. How do I create an HTML style with the stylist which specifies the background color of a table cell? (No answer from anywhere, although Koch admits that that the StarOffice HTML editor is "temperamental").
4. While drawing a flowchart on the Draw program, how do I save the entire image as a jpeg and not just the highlighted part? (By grouping the components together, the book helpfully advises. The online help offers nothing).
5. On a spreadsheet, what is the keyboard shortcut for bringing the cursor back to the left column? (Keyboard shortcuts are easy to find in the book. Couldn't find it in the online help).

Generally, the book had the most reliable and in-depth information. That was especially helpful when trying to perform a complex action (like creating a table of contents). But the majority of my inquiries had to do with using the interface, not functionality. Often the sheer size of the book made daunting the simple task of finding a function on a dialog or a keyboard shortcut.

That is the paradox of super-sized application manuals. Surely one doesn't read them from cover to cover. But after an application reaches a certain level of complexity, the software interface is no longer intuitive, and you pretty much need a book just to find things in the interface. As one who does technical writing, it may sound funny to say, but often my favorite thing about these super-size manuals are the screenshots. I can't tell you how many times I've browsed through a book and come across a dialog box I never knew existed. On the other hand, when application manuals reach a certain size, navigating through "book interfaces" becomes almost as difficult as navigating through the software interface or help system.

Online help is good when you know what you're looking for (i.e., when you have a specific search term to look for). Books are good when you don't know what you're looking for. With books, the reader can flip through pages in the general vicinity of a topic and randomly stumble upon the right information. Books allow the user to bypass the outlined hierarchy of online help and learn the appropriate terminology for describing the task (which then makes it easier to find things in the online help).

A recent visit to a technical bookstore and a large chain bookstores showed no books on the shelf for StarOffice, but dozens of books on Microsoft Office, That is too bad, because Using StarOffice 6.0 provides much-needed in-depth coverage on an application whose user base will grow as tight budgets cause companies and public sector agencies to examine open source alternatives.

* PDF conversion (as well as docbook and Flash) export are available on the OpenOffice.org 1.1 Beta 2 build.

Other OpenOffice.org Resources:

Kaaredyret has the best English language OpenOffice links page . ooodocs.org has a lively Forum for OO users. Or if you want, you can look at a PDF of the official Staroffice Documentation (400 pages)

ROBERT NAGLE (aka idiotprogrammer )is a technical writer, trainer who doesn't think that open source documentation sucks . He works for Texas Instruments in Houston, Texas. You can purchase the Special Edition Using StarOffice 6.0 from bn.com. Slashdot welcomes readers' book reviews -- to see your own review here, read the book review guidelines, then visit the submission page.