What is OpenOffice and Why Should Your Business Use It?

OpenOffice, sometimes abbreviated as OO, is a free and open-source office productivity software suite offered by The Apache Software Foundation (ASF) for word processing, spreadsheets, presentations, databases, graphics, and more.

What is OpenOffice? A Free Productivity Suite

OpenOffice, often referred to as Apache OpenOffice, is a free and open-source office productivity software suite. It serves as a comprehensive alternative to many paid office suites available, particularly Microsoft Office. Below is a detailed breakdown of what OpenOffice is and its features:

• Platform Independence: OpenOffice is versatile in its compatibility. It can function seamlessly on:
  • Apple MacOS
  • Microsoft Windows
  • Linux
• Multilingual Support: One of the advantages of OpenOffice is its wide language support. It’s available in numerous languages, catering to a global audience.
• Core Applications: OpenOffice boasts of a robust set of applications that are on par with those found in Microsoft Office. These are:
  • Writer: Equivalent to Microsoft Word, it’s a word processing program.
  • Calc: Parallel to Microsoft Excel, Calc is a spreadsheet application.
  • Impress: This is OpenOffice’s answer to Microsoft PowerPoint. It’s a presentation software.
  • Base: Comparable to Microsoft Access, Base functions as a database management program.
• Cost-Effective: The most attractive feature of OpenOffice for many users is its price tag – or lack thereof. Being a free software suite, it can be:
  • A significant cost saver for businesses, especially startups or small businesses on a strict budget.
  • An ideal choice for students or individuals who require office software but wish to avoid the expense of commercial products.
• Open Source Nature: OpenOffice is not just free; it’s also open source. This means:
  • The software’s source code is available to the public.
  • Enthusiasts and developers can modify or enhance it, potentially leading to improvements and community-driven innovations.
• Extensions and Templates: OpenOffice has an active community that contributes to its library of extensions and templates, allowing for greater customization and functionality.
• Standard File Formats: The software suite saves documents in open standard formats, but it’s also capable of reading and writing files from other popular office software, making file sharing and collaboration more straightforward.

In conclusion, OpenOffice offers a comprehensive and cost-effective solution for both individuals and businesses. It provides essential office applications while eliminating the need to invest in pricey alternatives.

How Apache OpenOffice Works

According to ASF, Apache OpenOffice is the result of over twenty years’ software engineering. It is a mature and stable product that has been downloaded over 200 million times worldwide, as of 2016.

OO offers a high degree of compatibility with none of the costs or license worries. It has a friendly user interface and feature set similar to those of ‘commercial’ office suites. These premium features have in recent years encouraged many organizations across the board to try the program.

Among the organizations and industries that Apache lists as having adopted OO are:

• Governments
• Education
• Businesses
• Not for profits
• IT Businesses
• F/OSS advocates

Small businesses from corner-shops to grocery stores and restaurant chains love Apache OpenOffice because it is a free and secure product that guarantees trouble-free usage.

Behind the scenes, OO stores all your valuable data in a format approved by the International Organization for Standardization (ISO). It also allows you to exchange data between office software, accounting software, planning software — any software – as easily as opening and saving a file.

“No transcription errors, no typing the same information twice — no hassle computing,” writes ASF on the official Apache OpenOffice website.

One issue that open-source office productivity suites like OpenOffice and competitor LibreOffice have, though, is that they are not Cloud based at the moment. Microsoft Office and Google Docs Online have this advantage for collaboration.

Potential Uses of OpenOffice

OpenOffice, as a comprehensive office suite, caters to a vast range of tasks that individuals, students, businesses, and educators might need to accomplish. Its array of applications, combined with its open-source nature, allows it to flexibly adapt to various scenarios, making it not just a free alternative to other office suites but a potent standalone toolset.

From drafting essential documents, analyzing datasets, creating presentations, to managing databases, OpenOffice provides a seamless experience. Its adaptability is further enhanced by the active community support which continuously develops extensions and templates. This ensures that the software remains up-to-date with emerging demands and can be customized as per the unique needs of users.

Potential uses include:

• Documentation and Writing:
  • Drafting letters, reports, and memos using Writer.
  • Creating eBooks, manuals, or other lengthy publications.
• Data Management and Analysis:
  • Developing spreadsheets for budgeting, finance tracking, or inventory management with Calc.
  • Analyzing research data, surveys, or business metrics.
• Presentations:
  • Designing interactive presentations for business meetings, academic purposes, or workshops using Impress.
  • Creating digital portfolios or photo slideshows.
• Database Management:
  • Establishing and managing databases for customer information, product inventory, or research data using Base.
  • Designing front-end forms for easier data entry and retrieval.
• Design and Graphics:
  • Crafting diagrams, flowcharts, or organizational charts.
  • Designing brochures, newsletters, or posters.
• Educational Purposes:
  • Preparing lesson plans, teaching materials, or student assignments.
  • Collaborating on group projects or dissertations.
• Extensions and Customization:
  • Enhancing functionality through community-developed extensions.
  • Using templates for specialized tasks like invoice generation, ticketing, or event planning.

OpenOffice, with its plethora of features and community-driven improvements, caters to almost every professional demand that any premium office suite can offer. It stands as a testimony to the potential of open-source software in serving real-world needs.

Reasons to Use Apache OpenOffice

Apache OpenOffice offers a variety of compelling reasons for individuals and businesses to consider its use. Here’s a detailed breakdown of the benefits that OpenOffice brings to the table:

• Cost-Effective:
  • Free of Charge: One of the most significant advantages is the cost. Apache OpenOffice is entirely free, making it particularly appealing to small businesses in need of professional-grade office software without the hefty price tag.
• User-Friendly:
  • Intuitive Design: Apache suggests that if you’re familiar with any other office software package, transitioning to OpenOffice will be seamless.
  • Broad Compatibility: OpenOffice is adept at handling files from many popular office software packages, reducing concerns about file compatibility and easing collaboration.
• Licensing Benefits:
  • Versatile Use: OpenOffice is released under the Apache 2.0 License, providing users with the flexibility to use the software for virtually any purpose, ranging from commercial activities to educational projects.
  • No Limitations: Users are free to install OpenOffice on multiple machines without restrictions. They can also freely distribute copies to anyone, be it family, friends, or colleagues.
• Extensions & Templates:
  • Extensions: OpenOffice supports third-party extensions, which are tools that augment the software’s capabilities. These extensions are facilitated through UNO (Unlimited Networks of Opportunities) packages, according to ASF.
  • Templates: These are predefined document formats tailored for specific use cases, making it easier for businesses to maintain a consistent and professional appearance in their documentation.
• Customization & Open Source:
  • Tailored Solutions: OpenOffice’s open-source nature allows IT teams to modify the software to better align with specific business requirements.
  • Innovation and Contribution: Since it’s open source, businesses or individuals can enhance the software’s functionality and even share their improvements with the larger community. This collaborative approach can lead to rapid innovations and improvements.

In essence, OpenOffice provides a suite of robust office tools that are not only free but also customizable, ensuring that both individuals and businesses have a versatile solution tailored to their needs.

You can download Apache OpenOffice entirely free from www.openoffice.org.

Image: OpenOffice.org

This article, “What is OpenOffice and Why Should Your Business Use It?” was first published on Small Business Trends

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