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Easing Compatibility Between OpenOffice, MS Office
Jane Walker writes "An office suite expert describes how to format documents in OpenOffice and Microsoft office using program features that will make ease compatibility headaches." From the article: "No two office suites are alike, and the more manual, highly controlled items you have in your document, the more likely the formatting will get messy when you go from one office suite to another. But if you use the formatting capabilities to indent and add spacing--well, that's more like just labeling a box Kitchen and putting the box somewhere that makes sense. The formatting tips in this article will also give you more professional-looking documents that are easier to update when the content or formatting rules change."
I wrote my doctorate thesis using MS Word 5.1 on an old 68k Macintosh. (OK, it was some years ago...) I learned a lot about Word, and was very careful to use styles for everything, exactly as this article recommends. There were a few limitations - character styles were not supported back then. But on the whole it worked very well and was easy to do.
When I started work a little later I had to prepare reports that then went to a secretary 'for final formatting' before publication. This was presumably to ensure that they followed the house style.
In fact, the first few came back completely garbled. (This was despite the fact that they were already - visually at least - in the house style when I submitted them.) Not long after, an edict came down that we were not to use 'automatic formatting'. When I queried this, it meant no styles, no automatic header numbering, no changing the paragraph spacing with the Format command, etc.
No one ever admitted it, but we all suspected the reason was that the secretaries did not understand enough about Word to realise why they couldn't manually change the heading numbers, why hitting return was inserting a double line space, or whatever.
Even now that we are all using Office 2003, all of our company templates are still set up using direct (manual) formatting.
It's even worse though, because Word 2003 is set up to automatically define a new style every time you manually apply direct formatting to a paragraph. If you look in the styles list for these templates, there are literally hundreds of styles defined there, all with meaningless names.
If only the templates were defined using proper styles and users were educated not to use the buttons on the toolbar but to select a style from the Styles and Formatting sidebar instead, all of this mess could be avoided, and all documents would 'automagically' come out with the house style with no effort at all.
(I'd even like to see Microsoft add some 'policies' to Word so that it can be set up on users' machines to enforce this way of working.)