1. Microsoft Office XML Formats

2. Agenda The role of XML in Microsoft Office
Transitioning to open file formats
Benefits of the Microsoft Office XML Formats
File format compatibility and deployment
Resources and additional information

3. The Role of XML in Office Built –by design– for Interoperability
Achieve industry alignment using standardized technologies
Enable data interoperability between documents, applications and systems
Capture and reuse information to and from many data sources
Build intelligent applications that improve data context and quality
Shared service oriented architecture
(fx http, XML, SOAP, WSDL, UDDI)
Documents

4. The Role of XML in Office Evolving Customer Scenarios
Example
Document Assembly Server-based or user-assisted construction of documents from archived content or database content
Create sales reports from financial and forecast data stored in a CRM system
Content Reuse Much easier to move content between documents, including different document types
Apply content stored in Word documents to Web pages quickly and efficiently
Document Interrogation Query document repositories based on custom data, content types or document metadata
Search for all documents containing a specific company name or sales contact
Document Sanitization Remove unwanted content like comments or embedded code from your document when appropriate
Remove all tracked changes and comments from a Word document before it is published
Document Archival Ensuring document formats can be consumed long into the future without vendor-specific clients or applications
XML-based document archives include the data and presentation information
Support for XML in Office System enables many of the important scenarios that are driving customer needs today. Office users place increasing demands on the software, which drives innovation from Microsoft. As we continue to innovate on our Office platform, we, in turn, enable the advancement of these scenarios for our customers.
This is an important and evolving relationship with our Office customers. We have a great partnership with the users of Office to enable new kinds of work with the Office System. This helps our customers – and Microsoft move forward.
Document Assembly is an important scenario for organizations that construct documents from content that already exists. Rather than forcing users to re-create content repeatedly, XML can be used to aid in the migration of content between documents. This enables a “building blocks” approach to document creation, and represents a huge time savings.
Content Reuse When content is published in multiple locations, the ability to reuse content is critically important. This enables businesses to work from a single source of business information, for example the financial data stored in a sales tracking system. In stead of having many users copy and paste the data, they can use the back-end system as a data source to populate a template area of a document. This goes a long way to ensure accuracy and data integrity throughout an enterprise.
Document Interrogation The ability to reuse content and to maximize the value of this portable data is predicated on the ability to FIND it. The support for custom schema in Office enables users to tag data in a way that is meaningful to them, so if they ever did need to reuse or republish that content, they can quickly search for these tags, like company name, for example, to get to the content they have stored on their system
Document Sanitization The increased awareness of compliance and information privacy is placing new demands on software to protect sensitive information. The ability to detect and remove comments, document versions, personally identifiable information ensures that sensitive data is not leaking outside the organization. This is important especially for client-facing communications.
Content Tagging By adding a tagging schema to content, organizations can dramatically improve their content searches, as well as improve the value of the information stored in documents. Even with all the emphasis on search technology, the lack of a tagging taxonomy that is relevant to your business can prevent you from having the most efficient search possible, which reduces employee productivity.

5. The Role of XML Example Customer Solutions Using Office 2003 and XML
Scenario
Solution
Benefits
North Carolina State Highway Patrol
Troopers spent a great deal of time manually filling out forms; administrators then reentered data and physically managed the paper-flow process
Used InfoPath 2003 to capture a Weekly Report of Daily Activity to automate and integrate reporting processes with the legacy back-end reporting system
* Saved 7,176 person-hours per year * Eliminated double data entry * Reduced paper handling * Improved report accuracy * Standardized reporting processes
BMC Software
Provides enterprise solutions to manage IT infrastructure
Needed to increase the quality and efficiency of its contracting process and help employees comply with best practices for contract negotiation
Deployed a contract process automation and management solution based on Word 2003 and Windows SharePoint Services
* Contract approvals up 25 percent
* Lost profits recaptured by complying with best practices
* Fast adoption, minimal retraining
* Positive ROI in one year
Irish Continental Group
Principally engaged in the transport of passengers, cars, containers and freight
Their concessions approval process used an unreliable paper trail from slow manual systems that were inefficient, incapable of being properly tracked and depended on personnel not being sick or on vacation
Used Word and Excel with Windows SharePoint Services and other technologies to manage a single digital copy of a concession form moving through a series of workflow steps
* Higher levels of efficiency for information workers.
* Reduced costs with faster information flows, reduced stationery costs and quicker processing of data.
* Faster development time of systems that are easier for end users.
There are several examples of how XML is being utilized in Office today. The appendix of this presentation contains a longer list of case studies that demonstrate how customers are taking advantage of this capability now.
But I did want to highlight three interesting case studies that demonstrate the value of XML usage in Office today.
The North Carolina State highway patrol had a challenge in that the data collected by officers during traffic stops and arrests was being re-keyed into a system. This caused a large number of errors, as well as absorbing the time of a lot of people within their department. To address this problem, they introduced InfoPath 2003 for the collection and reporting of Information. They were able to integrate the data they collected directly into their systems, eliminating the need for data re-entry. Additionally, the validation of the data entered into the InfoPath forms substantially reduced the amount of errors in the data submitted. This effort resulted in substantial time and cost savings, which is very important for a government agency.
BMC Software had a slightly different challenge. They had a difficult contract approval process for interacting with their supporting vendors. A lack of a clear, documented contract process was holding up contract approvals for projects. To help address the problems in their contact processes, they began to use Word 2003 and Windows SharePoint Services to structure their document management processes. The resulting solution improved their contract approvals by 25%. This is because they were able to use Word to create pre-defined document templates to quickly construct contract documents.
The Irish Continental group had a similar problem with the data that was being exchanged in their concession approval process. The approval process was largely dependent on one person physically handing data to another person, creating a slow, inefficient approval process. To solve this problem, they implemented Word and Excel in conjunction with Windows SharePoint Services. This enabled them to have everyone in the process operate from a single source of business data, dramatically reducing the time it took to improve their approval processes. This improvement also removed the dependency on people to complete complicated tasks.

6. The Role of XML Example Customer Solutions – Office 2003
Product
Solution
Advisory Board Company, The
Excel custom schema
XML data-driven charting and presentation data for automated presentation development.
Northumberland College
Word custom schema
XML-based tool to automate the processing of self-assessment reports.
Siemens
Data collaboration system
CLE British Columbia
XML-based authoring and document-publishing system for book-publishing
Wortmann AG
Extract geographic data from Navision and import it into Excel 2003.
Moore Medical
InfoPath
Drug and product information entered via InfoPath 2003 updates to a legacy ERP system.
Cooper Tire
Track the movement of tire molds within and between facilities.
Open University, The
Content Authoring Tool—create XML structured documents that can be easily published via print and the Web.
Ohio State University Medical Center
InfoPath custom schema
Uses Web services to improve the flow of clinical and other data related to operating room activities.
McGraw-Hill Construction
An online service creates customized customer-defined views of construction information and integrated data housed in previously isolated databases.
Continental Airlines
Solution puts Advisories into the hands of maintenance personnel more quickly, improving the bottom line and favorable audit results
PGGM
Word, InfoPath custom schema
Document info system automates doc handling, updates data, and archives electronically. XML Web services provide integration between desktop and server
Austrian Broadcast Corporation
Journalists use InfoPath 2003 forms to write and save stories in an offline mode, then submit and route automatically.
Austrian Ministry of Interior (BMI)
InfoPath forms are used with SQL Server to collect info about a work item and upload the information to the database, drive workflow.
Danish InfoStructure Base
XML Reference Schemas
Open publishing format for documents endorsed by government

7. Transitioning to Open file formats
Advocating customer choice for file format usage
Broad array of open file formats are required to address the total need
Broad array of open file formats expands integration opportunities
Utilize current broad-use file formats in addition to developing standards
Migrating existing documents to XML-based document formats
Potentially impacts billions of documents over the past years
Support across many applications and systems must be enabled
Layout, presentation and data integrity are mandatory during conversions
Maintaining the fundamentals
XML migration should not sacrifice performance, file size, or security
Conversion tools available for users and for converting legacy documents
To support many of the common scenarios for using XML in Office, the document formats used by Office applications such as Word, Excel and PowerPoint will be transitioned to XML-based file formats.
When undertaking an effort of this magnitude, it is important for Microsoft to consider several factors…

8. Microsoft Office XML Formats A new, XML-based file format for Word, Excel and PowerPoint
Open, transparent file formats improve interoperability
Ecma Open XML Formats on track for standardization
Office XML Formats provide XML-based formats for templates, add-ins, macro-enabled documents and more
Royalty-free format licenses enable integration by any technology provider
Compact, robust file format
ZIP compression of the format reduces file sizes
Segmented data storage improves data recovery and the ability for developers access to file contents programmatically
Full support for compatibility, migration and deployment
New file formats are now default file formats
Backward compatible to Office 2000 with addition of compatibility pack
Bulk conversion tools available
To achieve our vision around file formats, the next release of Office will introduce important changes:
We will introduce a new, XML-based file format for Word, Excel and PowerPoint. These new file formats will be the default file formats for these applications. This means that when I install Word, and I create a new document, that will be saved using the new format by default.
These new file formats will be backward compatible to Office 2000, to ensure that users of prior Office releases can open, edit and save these documents.
This new file format will be a compact, robust format that offers smaller file sizes, and improved data recovery. Because the contents of this new file format will be segmented and stored inside the file by data type, the ability for developers to access, query, modify or repair file contents will improve tremendously.
Microsoft will also continue to support open, transparent file formats. This new file format will have a fully documented, open, published file format specification. That specification will be available with a royalty-free license to ensure broad integration capability by any technology provider.
Let’s take a look at some of the details of this new file format for Office.

9. New Word, PowerPoint, Excel Formats
New Microsoft Office Word File Formats
.docx
Word Document (.docx)
.docm
Word Macro-enabled Document (.docm)
.dotx
Word Template (.dotx)
.dotm
Word Macro-enabled Document Template (.dotm)
New Microsoft Office Excel File Formats
.xlsx
Excel Workbook (.xlsx)
.xlsm
Excel Macro-enabled Workbook (.xlsm)
.xltx
Excel Template (.xltx)
.xltm
Excel Macro-enabled Workbook Template (.xltm)
.xlsb
Excel Binary Workbook (.xlsb)
.xlam
Excel Add-in (.xlam)
New Microsoft Office PowerPoint File Formats
.pptx
PowerPoint Presentation (.pptx)
.pptm
PowerPoint Macro-enabled Presentation (.pptm)
.ppsx
PowerPoint Slide Show (.ppsx)
.ppsm
PowerPoint Macro-enabled Slide Show (.ppsx)
.potx
PowerPoint Template (.potx)
.potm
PowerPoint Macro-enabled Presentation Template (.potm)
.ppam
PowerPoint Add-in (.ppam)
Open XML Formats
File formats submitted to Ecma International for documentation and standardization
Macro-enabled Formats
Separates documents that are allowed to execute embedded macros / VBA projects
Excel Binary Workbook
New, Excel binary file format optimized for large workbooks
ALL file formats available via royalty-free license program

10. Office XML Formats Architecture Modular format improves developer capabilities with minimal user impact
Office “file”
Operates identically to any other Windows desktop file. User sees and interacts with the desktop file exactly as they do with today.
Internal operation
Different types of data within each file stored as discreet, ZIP-compressed XML components
Users would not see these components unless they un-ZIP the file to view the document parts
Applications and systems could modify and extract individual parts without using Office applications
The corruption or absence of any part would not prohibit the file from being opened
One of the important things to remember in this description is that for the end user – the person creating documents, presentations and spreadsheets – the file format change will have minimal impact. Users will still create, edit, open, save and print documents in the same way they do today. For end users, their use of desktop files will not change.
(click once to forward the animation)
Where the biggest change is evident is what is happening “under the hood” of this new file format. Internally, the different types of data within the file are segmented and stored separately. The “file container” or the Word document, for example, is still just a file. The difference is how the data is structured internally within the file.
As you can see from the example, items like comments, charts, embedded code and custom XML are all stored within separate components within the document. Each component (and the entire file itself) is compressed, and fully described in XML syntax. Because of this efficient file structure, developers have much improved access to the specific types of content within a file. As a result of the compression, the file sizes are much smaller.
Applications and systems could use this modular format architecture to access and modify specific file contents. For example, a developer could write a tool to search a document repository and ensure the correct logo is used on all corporate letterhead; or, search a document repository and remove tracked changes from documents that are meant to be published.
Another interesting feature is the isolation of macros and embedded code. If desired, a file can be prohibited from executing this code. In fact, a separate file format enabling the use of embedded code will be created to cleanly separate files that are and are not allowed to execute macros.
Another key benefit of the file format architecture is data recovery. Because of the segmented data storage, the corruption or damaging of a single part of the document will not prevent the other parts (or the remainder of the document) from being opened. This is important for helping to ensure the integrity of the documents that are created.

11. Improved Integration Enabling access to document contents through XML architecture
ZIP Container compresses document contents
Easier programmatic interrogation and removal of unwanted content.
Custom XML data store hosts content stored in custom-defined schemas; separates content from presentation.
Separate content storage enables simplified access and programmatic manipulation of document contents.

12. Compact File Format File size reduction due to ZIP compression
Dramatic file size improvements
File Size compared to Office 2003
(average using multiple test documents)
Word
Excel
PowerPoint
24%
22%
74%*
* Additional PowerPoint file size improvements planned for Office 12
The ZIP compression used in the new file format has benefits for the sizes of documents created by Word, Excel and PowerPoint as well. Mileage will vary for different documents, but in early testing we are seeing some trends in file size reduction. In some cases with PowerPoint files, the new file format, combined with some other investments we’re making, will result in substantial file size reduction for some documents.
This will certainly represent a step forward for customers who are seeking to reduce storage and bandwidth requirements due to smaller file sizes.

13. Robust File Format Enabling safer documents and improved corruption recovery
Modular architecture improves recovery of corrupt files
A damaged object no longer destroys the entire file
Making documents safer
Easily scanned for specific content
Format architecture enables programmatic detection and removal of any personally identifiable information, comments, tracked changes
No VBA code in documents by default; Optional solution format supports VBA
Migration to new format without Object model changes
The architecture of the Microsoft Office Open XML Formats will improve capabilities in the area of Trustworthy Computing as well.
Ensuring private data remains private will be easier with the new format, due to the modular architecture. Because certain data types are segmented and stored separately, documents can be scanned for the presence of personally identifiable information, and that type of data can be removed without impacting the remainder of the document. For example, a developer could create a solution that examined all word documents for the presence of comments before that document is published to the web.
Microsoft Office Open XML Formats makes documents safer because of the separation of embedded code within the files. To cleanly separate the files which are and are not allowed to execute embedded code, a new solution format will be introduced to enable the execution of embedded code. This will be a file format that is identical to the Microsoft Office Open XML Formats, but will have a separate extension indicating that the file contains embedded code. This will be a tremendous help in notifying enterprises which documents are allowed to contain embedded code, and which files are not.
To ease the transition to this new format for developers, no changes are planned for the VBA object model, enabling the macros that are currently in use to be carried forward to the new file format.

14. Royalty-free File Format Licensing
Office File Format Licensing
Royalty-free license for XML file formats
Royalty-free license for Binary file formats
Fundamentals of Office file format licensing
The technical documentation is available for anyone
The schemas are based on the W3C XML standard
The license is royalty-free
The license is perpetual
The license is very brief and available to everyone

15. Standardizing Office XML Formats
Ecma Open XML Formats
The goal of the Ecma Committee is to produce a formal standard for office productivity applications which is fully compatible with the Office Open XML Formats.
The aim is to enable the implementation of the Office Open XML Formats by a wide set of tools and platforms in order to foster interoperability across office productivity applications and with line-of-business systems.
Ecma will also be responsible for the ongoing maintenance and evolution of the standard.

16. Ecma Open XML Formats Co-Sponsors
Apple
Barclays Capital BP
British Library
Essilor
Intel Corporation
Microsoft Corporation
NextPage Inc.
Statoil ASA
Toshiba

17. Building Open Communities
Formed to provide Open XML Formats developers with a forum for the free exchange of ideas, tips and tools related to Open XML Formats development
Open to anyone free of charge to enable broad participation and development of solutions using the Open XML Formats on any platform

18. File Format Compatibility Ensuring Free Document Exchange With Prior Office Releases
Office 2000, XP, 2003 will open, edit and save new Office formats
Will recognize new Word, Excel and PowerPoint file format extensions
Will save back to the new format when a file is edited
Office 2007 users can change the default file format if desired
Current .doc, .xls, .ppt file formats will be supported in Office 12
Default file format can be set by users during deployment or after
Office release
User Experience with new file formats
Office 2007
Default save as Open XML Formats
Office formats fully supported
Compatibility Mode ensures features are also compatible
Office 2003
Office XP
Office 2000
Native support for Office XML Formats (Compatibility Pack installed)
No “Save As” required when saving Office XML Formats
Any file format change comes with careful consideration to our current customers. The exchange of documents and content with users of prior Office releases is obviously a key success factor in the deployment of new Office tools, and Microsoft has paid close attention to this need when implementing the new file formats.
A patch will be made available for Office 2000, XP and 2003 to enable those versions of Office to open, edit and save the new file formats. When a user of Office 12 sends a document in the new format to a user of a prior Office release, those users will be able to operate with the file normally. This will prevent communication loops from being disrupted, and enable Office 12 users to continue working in their new documents without worry of compatibility challenges.
For those users who will need to delay the transition to the new format, Microsoft will provide extensive deployment controls for the new file formats. Users can select which file format will be their default at the time of installation. This will ensure maximum compatibility when dealing with other Office users, as well as ensure customers can migrate to the new format only when they are ready to begin receiving its benefits.

19. File Format Compatibility
Enforcing “Compatibility Mode”
Artwork, Charts, Diagrams use Office format
Office 2007 features disallowed by Office 2007 interface
Compatibility Checker identifies incompatible features
Enabled for Office 2003 AND Office 2007 formats
Office 2003, XP, 2000
Office 2007
Enabling “Full Functionality Mode”
Enables full Office 2007 functionality
Rehydrates disabled Office 2007-specifc content (for supported features only)
Office 2007
Downgrade to Compatibility Mode
Office 2007 features downgrade to Office 2003 features
Compatibility Checker assists in downgrade process
Some artwork is rasterized (can be ‘rehydrated’)
Some structural information lost (XML Bindings, Building block information)
Office 2003, XP, 2000
Office 2007

20. File Format Deployment
Office Migration Planning Manager Proactively Identify File Format Issues
Office File Conversion Tool Unleash data through XML
“Light Scan” identifies document age to help prioritize conversions
"Deep Scan" identifies and prioritizes issues found with each document
Customizable severity levels
Examples of compatibility challenges:
Loss of version history
Change in rendering or layout
Calculation change due to formulae changes
Uses output from the Microsoft Office Migration Planning Manager
Not a requirement for Office 2007 deployment
Converts old documents to the new Office XML formats
Runs documents through an open-and-save-as process.
Application Customization Options
Controllable file format defaults (Office XML Formats or Binaries or others)
Automatic enforcement of Compatibility Mode

21. For more information Microsoft Office 2007 system preview