Office

Companies with Volume License Keys (VLKs) should watch out, according to recent statements from Microsoft’s license police monitors. Spokespeople for Microsoft say they’re on the lookout for situations which don’t add up, such as companies with several server licenses and a few hundred employees but with only a small number of client access licenses.

According to PC Advisor magazine, a popular outlet in the UK, “Most companies comply, but up to 3 percent don’t. Under the new programme, if Microsoft doesn’t receive a response after 14 days, the company will send a succession of three “escalation” letters over three weeks. The last two letters warn the case could be turned over the BSA, which could pursue legal action.”

The BSA claims as much as 27 percent of software used by businesses is unlicensed and, when it finds violations, issues fines that are many times the cost of valid licenses. Audits are no fun, and given the complexities of software licensing for large numbers of employees, it’s not unusual to find small discrepancies in any large audit.

In one of those baffling decisions that Microsoft sometimes makes, the company decided that Windows Mobile 5.0 Smartphone users didn’t need those advanced features that Pocket PC users have, like say… mobile versions of Word, Excel, and PowerPoint. Sure, there’s no touch-screen interface on Smartphones for using those programs that way you would on a Pocket PC, but there’s no touch-screen interface on most PCs running Microsoft Office either.

Well, DataViz, makers of Documents To Go for PalmOS devices have decided that those programs run just fine on Smartphones. So they’re porting their software to run on Windows Mobile 5.0 Smartphones including the Motorola Q, Samsung BlackJack, and T-Mobile Dash.

The suite, which is available as a public beta right now lets you view, edit, and create Word, Excel, and PowerPoint files. You can also view PDF files, and extra ZIP files, two functions that Microsoft has never included.

No word on pricing yet, but the Palm version of Documents To Go sells for $30 to $90 depending on which functions you need, so I’m going to go out on a limb and say that the Windows Mobile version will be comparably priced.

Do we still care about Corel’s WordPerfect? Is there anyone out there that actually still uses it? Maybe I’m wrong but even people that have no idea about software still tend to use MS Word. Dell did at one time did bundle the app with some of their systems, but not any more. Anyway, Corel might trying to generate some buzz as they will be adding support for Open Document Format as well as Microsoft’s Open XML to WordPerfect, starting sometime in mid-2007. Corel is not disclosing any other developments that might be built into the next version of the software, but says it will keep the public up-to-date on their plans. Is WordPerfect on a move to become a player again in the Office arena? They did announce that Firefox bundling will be coming down the pipes. Hmmm..

I am not a user of Microsoft Outlook, but I know my share of people who are attached to it like they are to their own head. If you’re such a person, you will perhaps be interested in a Windows Live Local add-on for Microsoft Outlook. The free add-on from Microsoft (Windows Genuine Advantage check required) integrates the Windows Live Local mapping service with the email/calendar/PIM client. It “enables you to add maps and directions to your Outlook meeting requests, calculate the travel distance between your start location and your appointment location, adjust your meeting departure time based on the estimated travel time, store custom locations, as well as print the map and step-by-step driving directions to take with you on the road.” Sounds pretty sweet to me.

[Via Lifehacker]

This morning, SoftMaker announced the final beta of TextMaker 2006 for Pcket PC. The beta is open until September 30th, and beta testers will have the opportunity to purchase a reduced-price version when the product is released. I’ve never used TextMaker on the PocketPC/Windows Mobile–I’m a Palm guy through and through–but TextMaker has been one of my favorite word processors since I got a free trial of it on SuSE supplemental apps CD a while back. It’s fast, lean, and comes in production releases for the widest variety of OSes of any word processor on the market–at least any commercial word processor. At the moment, the beta is the only option I know of for viewing OpenOffice.org and OpenDoc format documents on a handheld.

I don’t know if you remember reading a while back about Adobe suing Microsoft over including “save to PDF” functionality, but Microsoft has now released the “save to PDF/XPS” plug-in for the 2007 Office system as promised. XPS is a proprietary Microsoft spec (like PDF), in case you hadn’t heard. Save to PDF functionality is huge for me. I save so many things to PDF, usually with PDF creator (which works great), but it would be cool to have the ability right in Office. I am just glad that ole photoshop-feathers (Adobe) and money-monger (Microsoft) worked something out. To get the plug-in for Office (2007), you need to choose between the PDF only, XPS only, or PDF and XPS (both) version. Genuine validation is optional.

[Via InformationWeek]

How many clicks does it take to make a Word document? Maybe we should ask Mr. Owl. You know, from the Tootsie-Pop commercial. Let’s see one, two, three, four… Well, since Mr. Owl isn’t around, and Chitty Chitty Bang Bang (our fine four fendered friend) isn’t so talkative and good with the math, I figured I would take a stab at it. If you have seen even screenshots of the Microsoft 2007 Office system will tell you that it is a bit different. Newbies, you may want to cover your ears at this point, but it’s true. Office 2007 is totally rearranged, but this isn’t a bad thing. It is weird that the toolbar (now called the ribbon) is fixed in place and much larger now, but the extra screen real-estate it gobbles up is well worth it. The strange new interface does save a lot of time. I actually hated the new layout right at first, mostly because it is so radically different than anything I had seen before. I don’t usually resist change so hard like that, but suffice it to say that Office 2007 won me over and turned me into a hardcore fan of it’s slick and time-saving features.

Microsoft actually went to lengths with this thing and just about eliminated the need for menus, while speeding up the document editing process. Today I will focus on Word, since most people use it more than the other applications. Most of the Office 2007 applications use nearly the same structure as Word for what Microsoft has dubbed the “Ribbon” interface, which has all but replaced dialog boxes. Once you get the idea in Word, you’ll pretty much have it down for most of Office 2007. This brings up another good point, in that Microsoft was trying to eliminate the learning curve for new office users. Contrary to Microsoft’s track record of bad releases, I think they really hit the nail on the head at least in the “no learning curve” department. In fact, I think it will take power users and IT pros longer to learn it than it will for newbies. Oh newbies, you can uncover your ears. Enough with the blah blah blah commentary, here is why you will love Word 2007:

TASK ONE: Changing document options

(can’t view the video, click here)
As you can see, it takes only two clicks to change any of these options, where it used to take many more in Word 2000-2003. You can change margins, orientation, paper size, and add columns in a second or two. this used to take a lot longer, especially if you had to wait for the menu to load. how many clicks? Two per option, not to mention no waiting for any dialogs to load. The other advantage of 2007’s ribbon is that it segregates all your editing functions into modes, so you can work more the way a human does, instead of the way the computer allows you to work. All editing is on the same tab (or panel) and all insertion is done on the same panel, as well as all reference, viewing, reviewing, and on it goes. Microsoft broke the mold here and dispensed with the “way it has been done” for ages to bring you something new, fresh and actually useful. yup, this means there are no more File, Edit, View, and Help menus. Everything is just there, right in front of you, no waiting. It plays a little more like a web app, using tabs and logically grouped icon sets, instead of hidden menus and archaic dialogs.

Tasks 2 and 3 after the jump….

TASK TWO: Text formatting

(can’t view the video, click here)
As you can see from this clip, there are two ways to format text, but both are well thought out and very quick to use. The first is the ribbon menu at the top of the screen which offers all the formatting options on the same panel. The second is the right-click context menu that pops-up over text when you highlight it. This contains the spelling and other proofing options like older versions of Word, but the difference is the floating formatting panel that allows easier formatting, even cutting down on mouse travel time across the screen. The context menu is nice to have when you are using a different tab (other than formatting, like view or reference. This allows you to still format text without losing your train of thought or place in the editing process. I can’t tell you the time this will save me, since I end up reviewing or tracking changes, and find a spelling error that I need to write down (big no-no in my world) and remember to go back and fix, to not interrupt the accept/reject changes routine. It is the simple little time-savers built into Word 2007 (and the other Office apps) that make it worth the $1.50 you may have spend, at least for the beta. Yes, kiddies, Microsoft will be making the world pay through the nose for this release, just like always. I dare say that you may just be getting your money’s worth this time. It seems that document editing is becoming quite advanced, and do far I don’t see OpenOffice, StarOffice, or any other viable alternative with anything close to the killer features Microsoft is proudly showcasing with this Beta. As far as I am concerned, the Beta is nearly complete in features and stability. I have only had Word crash once, but it automatically recovers all the documents that were open, as if it never had an error.

TASK THREE: Inserting and whiz-bang effects

(can’t view the video, click here)
Inserting images or auto-shapes isn’t really that hard in Word 2000-2003 either, but be honest now, how many times have you wished you didn’t have to go find the option to “Insert, Picture, From File?” Now, if you click “Insert” then Picture, you are there. If you are already on the insert menu, it takes one click. That’s it. After your picture gets inserted, the picture context menu automatically displays to allow any type of picture finishing option you could want. There are so many stylin’ options, it would make a Mac user jealous. Again, no other Office suite I have used has powerful quick-and-dirty options like these.

The rest of Office 2007, including Excel, PowerPoint, and others is well laid-out and makes editing easier just like Word. One thing that I found incredible is that when I went to use PowerPoint and Excel after using Word for a while, I instinctively knew where everything was. No more switching gears to figure out each different application’s options. Sure they each have vastly different icon sets, but nothing is hard to find, or hard to learn anymore. Microsoft may have hit a home run here, and could put the Office training CD-ROM people out of business.

I am really quite impressed by many of the thoughts and functions that went into this version of Office. The finishing options, and the way that everything is grouped into logical categories especially makes for less thinking about how to do things, and more about what you want. Microsoft 2007 Office system has made me a better, faster writer, and in my business, that is priceless.

For once, and unlike Internet Explorer 7, Microsoft is really putting the pressure on the little guys to beat them at their own game. I don’t see it happening any time soon. Office 2007 puts Microsoft far ahead of the pack.

Microsoft has updated its Office Accounting software, and just like last year, the company is offering free and paid versions. Office Accounting 2008 will set you back $199, while the slimmed down Office Accounting Express 2008 is available for free.

If you run a small business with international clients, you might want to shell out a few bucks for the professional accounting package with support for things like multiple currencies and multiuser access. But if you’re self employed and are just looking for a way to manage accounts, track invoices and bill payment, and a few other basic business features, the free version looks pretty nice.

The 2008 edition also includes Spanish language support and integration with new online banking services.

[Thanks Gregger!]

You know that free, advertising-supported version of Microsoft Works 9 we told you about the other day? Yeah, it turns out it’s not for everyone. Any by not for everyone, we mean both that you can’t just download a free copy for yourself, and that you’ll probably find more of the features you’re looking for in OpenOffice.org.

Microsoft has released its latest version of the Works suite, which is available for $40, or $10 less than Microsoft Works 8 had retailed for.

Microsoft plans to launch a free version of the program soon, but only as part of a small pilot program. Several computer manufacturers will preinstall the software, called Microsoft Works 9 SE on their computers. Of course, some computer makers have been selling PCs with Works preinstalled for years, but they’re usually passing the cost of the software on to customers.

The ads will be viewable whether you’re online or off and will vary in size depending on what Works application you’re using. There’s no word yet on what companies will be selling PCs with the software.

Tired of waiting until you get to your office or home to check appointments in Google Calendar? Wait no more, Google has just added the ability to make Calendar items available on mobile devices.

Google’s Calendar for mobile devices can be activated by visiting “calendar.google.com” from your phone. When logged in, you can see upcoming events with dates, times, locations, descriptions and even guest lists. Will we soon see a mobile application for this? Maybe, given Gmail’s track record.

Needless to say, you might not have to fiddle around with plugins and extensions to sync Google Calendar with Outlook from now on. Just remember to watch your data rates if you don’t have unlimited service on your mobile.