The launch of the Office 2003 desktop productivity suite
marks Microsoft's latest attempt to get companies to embrace its
XML-based vision of web services supported by its .net
infrastructure. But whether businesses buy into Microsoft's vision
will depend on them overcoming some hurdles, writes Karl
Cushing.
Microsoft makes use of internet data language XML in Office 2003,
formerly Office 11, to help companies integrate applications from a
variety of suppliers. Microsoft also aims to boost collaboration
and support future forays into web services.
A key problem for many organisations is that they must be running
Windows Server 2003 before they can roll out Office 2003, while
other features of the productivity suite will require Active
Directory, Exchange and Sharepoint Services. However, Microsoft
said Windows 2000 users who want to adopt Office 2003 can avoid
upgrading to Windows XP by implementing service pack three -
available on the Microsoft website - with no loss of
functionality.
In addition to these infrastructure requirements, experts doubt the
value of the new features Microsoft is touting. Tony Lock, chief
analyst at Bloor Research, said that for most UK organisations XML
is not a priority and they do not yet need the level of
functionality found in Office 2003. A beta 2 version of Office 2003
will be released later this month, with the main release planned
for the summer.
Mike Thompson, principal research analyst at Butler Group, said
that although the latest Office release marks "a huge advance" on
previous releases, the added functionality and XML will not be
enough to persuade large numbers of users to upgrade to Office
2003.
However, IT managers should be looking closely at XML as it can
help address some key pain points such as interoperability, said
Thompson. "They might not know they need it but they do," he
said.
Interoperability is key to Microsoft's vision of Office 2003 as a
central hub for front-end applications that link into back-end
systems using XML. While Microsoft hopes companies will use its own
applications, its lack of large enterprise software means Office
needs to tie in and share data with multi-supplier systems and
functions such as enterprise resource planning, payroll and human
resources.
"XML is not a no-pain solution but it is a reduced-pain solution.
While it won't solve your integration problems, it will solve your
interoperability problems," said Thompson.
For many companies a move to Office 2003 would require a major
overhaul of their IT infrastructure. Implementing Active Directory
- which is needed to underpin some elements of Office 2003, such as
information rights management - is complex, said Lock.
Companies also need to implement Exchange Server to wring the
maximum benefit out of Outlook; and Windows Sharepoint Services to
support the collaborative functionality. They may even have to
update their database to one that supports XML, such as Oracle
9i.
A migration to Office 2003 would require a great deal of staff
training. End-user training would be critical to avoid placing
strain on the IT helpdesk and avoid the problem of unproductive
staff, said Lock.
On top of the additional functionality come two new applications,
an information gathering tool, Infopath, that allows users and
applications to exchange XML-based files and a note taking tool,
Onenote. The widespread use of instant messaging in Office 2003, in
line with Microsoft's drive to support collaboration, also brings
with it its own raft of security implications.
What's new in Office 2003?
Onenote - Enables Tablet PC users to type,
write text and doodle on the screen and run searches on handwritten
text.
InfoPath - An information-gathering tool
designed to enable users to create and exchange documents and
forms.
Business contact manager - An Outlook add-on
that enables small firms to communicate with and keep track of
customers.
Collaboration - Collaboration is key to
Office 2003, with suite-wide instant messaging and shared
workspaces.