Category: Computer Tips

In addition to the free software that lets you surf the Web and manage your email, we recommend the free OpenOffice software suite, based on StarOffice by Sun Microsystems, which you can use instead of the Microsoft Office word processor, spreadsheet, and presentation software. OpenOffice even includes a drawing program similar to Visio – all for free.

Who Should Use OpenOffice?

Not everyone can select their word processor or spreadsheet. If you work for a company where you can choose the software that runs on your computer, OpenOffice might be a good option. OpenOffice is also a great choice for your home computer. OpenOffice opens and creates Microsoft-compatible files (.doc, .xls, .ppt) so you can exchange files with people who use Word, Excel, and PowerPoint.

One of the best times to switch your office software is when you buy a new computer. Whether you are upgrading your existing computer, or buying a new computer for a new employee, most new computers don’t come equipped with Microsoft Office – unless you pay extra. Instead of paying hundreds of dollars for another copy of Microsoft’s product, you can install OpenOffice for free.

If you use both Macs and Windows computers, OpenOffice is a great choice because you can run exactly the same software on both platforms – as well as Unix and Linux computers.

Why Should I Stick With Microsoft?

OpenOffice is not a good choice if you use Microsoft Access, the database program in the Professional version of their software suite, or make extensive use of any of the other data access features that Microsoft’s products support. For example, some companies open database queries in Excel. OpenOffice does support similar data access features, but they are not as easy to use or as well integrated as the corresponding Microsoft data access tools.

If you use lots of macros in your Office documents, OpenOffice may have difficulty converting your macros correctly. OpenOffice includes its own macro language, which is similar to Microsoft’s, so if you want to create new macros you can use OpenOffice, and your existing macros (if any) may work just fine.

Also, some programs, such as Intuit’s QuickBooks, require you to have Microsoft Office installed to export data to Office-compatible file formats. QuickBooks’ “Export to Excel” feature, for example, only works if QuickBooks can launch Excel, which means Excel needs to be installed correctly on the same computer as QuickBooks.

Perhaps the most common issue is document conversion. OpenOffice will read the Microsoft file formats, but you might see some slight differences in the document formatting. This is most common if you use advanced formatting features; for example, embedded graphics or complex table formats in Word, or internal hyperlinks in Excel. For most types of documents, however, the translation capabilities are quite good.

OpenOffice Features

The main compatibility differences between OpenOffice and the Microsoft suite are between each suite’s more esoteric and technical features. In most cases, except for the newest features in Microsoft Office 2003, OpenOffice can do exactly what Microsoft’s packages can do. If you are familiar with the older Microsoft Office 2000, you will find the current version of OpenOffice quite familiar as well.

OpenOffice includes one feature of note that Microsoft does not include with any of its software: OpenOffice lets you create a PDF (Adobe Acrobat) document by simply selecting File > Export as PDF… There’s no need to buy any additional software, or install anything else.

OpenOffice’s native (built-in) file formats are also about half the size of the same document in Microsoft’s file format.

Try, But No Need To Buy

One of the best features of any open source software package is that it is free, which means that you are free to download it, install it, and try it out to see if you like it. Since your office productivity software (word processor, spreadsheet, and presentation software) are probably the most frequently used programs on your computer, besides your email and Web browser, testing the software before you commit to a big switch is a great way to see if it works for you.

Links

• OpenOffice.org: home for the OpenOffice project.
• NeoOffice: OpenOffice for
  the Macintosh.
• Here at Cadent, we recommend all kinds of open source software to build and maintain web sites.
• Using free web browsers and email programs can help protect your computer.

As Internet technologies like email and web browsing transform from
amusing distractions to essential business tools, the dangers of using
the Internet continue to grow at an alarming rate (“Soaring malware levels hint at criminal activity,” CNET.com 7.5.05). Spam email, once a minor irritant, now poses a serious threat to businesses, as unwanted emails have become the most common transmission vector for malware and viruses. (See sidebar below, Computer Biology 101, for definition of terms.) Many of these viruses are designed to steal valuable information, such as passwords and credit card information.

Windows computers are especially vulnerable to these types of attacks. Some people whose Windows computers have been attacked have decided it’s easier to buy a new computer instead of trying to fix the one they own. If you can’t afford to buy a new computer every time your check your email, I suggest you switch to the Free, Open Source Software from Mozilla — Firefox web browser and the Thunderbird email client.

These programs are free, as in “no cost” and “no obligation.” Plus, you can use them without removing your Microsoft Internet programs — just remember to reset the default choices for your Windows web browser and email programs. Go to Start > Control Panels > Internet Options to set the default email program. In Firefox, select Tools > Options; then check the box under General, to set Firefox as the default browser.

Mac, Linux, and Unix computers are not vulnerable to the Windows security exploits, yet the versions of the Mozilla programs for these operating systems are excellent, as well. In addition to these programs from Mozilla, there are many other free or inexpensive programs that are not vulnerable to the IE and Outlook exploits, such as the Opera web browser.

If you can’t install these programs on your computer at work, you should, at the very least, update your home computer, if you are using Windows. Although switching your web browser and email program to a less vulnerable software package will not protect you from all the possible attacks that now threaten your computer, this simple step will protect you from the host of spyware and malware programs that target Microsoft’s myriad security weaknesses.

Also, remember to run Windows Update at least once a month to ensure your Windows computer has the latest fixes from Microsoft.

Resource Links

• Microsoft’s Security page includes links to their software updates and security tools.
• For more information about computer vulnerabilities, and ways you can protect yourself, start at CERT.
• For detailed technical information about current computer security issues, go to SecurityFocus.
• Cadent uses all kinds of open source software to build web sites and run our business, including the free OpenOffice office suite, a replacement for Microsoft Office.

Computer Biology 101

Terms and definitions – things that make your computer sick.

Malware

Malicious Software; a blanket term for viruses, spyware, Trojan horses, and other computing nightmares.

Spyware

A type of malware that secretly gathers information about you while you use your computer.

Vector

An agent of disease transmission. Originally used by biologists to describe organisms that transmitted diseases; now applies to your email and computer.

If you’re interested in keeping your computer safe, check out our wireless
security site and blog.