Why should I discourage Word files?
I manage a website but contract out the actual developing (php) to someone else. I need him to develop an upload tool for Word documents, but he is VERY reluctant and argues against it. On the other hand, my users (colleagues) just need to be able to upload documents, as easily as possible. They use Word exclusively, and many have very limited understanding even of that. Although rich text files would arguably be preferable (though often too limited in functionality), expecting them to change their habits, or create two versions of each document, seems to defy reason. They can upload PDFs, but increasingly they need to disseminate documents for other people to use - generally UK school teachers.
The arguments against Word files include:
- the amount of information about the author and their systems embedded in the average Word document
- how to ensure they don't upload documentss with an embedded history which they might not want others to see
- viruses and bugs
How much of a problem are these? Have other people had experiences which justify these anxieties?
Many thanks,
Michael
Greg K posted this at 21:02 — 12th September 2006.
He has: 2,145 posts
Joined: Nov 2003
One big problem can be filesize. A lot of people have no idea how to properly resize images for proper use, and will insert a large full size picture into a word document just to "resize" it down to say 1" wide. Now I have a 4megapixel camera that I don't even use on highest quality, and those pictures are 900k each.
A few "full size" photos inserted in a document can really add to the final word file.
-Greg
mrgrimes posted this at 21:38 — 12th September 2006.
He has: 9 posts
Joined: Jun 2006
Thanks Greg, it's a good point (we would impose a file size limit anyway though, as a standard procedure). Is it a good reason to avoid them though? Either I have to educate about optimising images or about using rtf files. The former needs to be done anyway - as colleagues are increasingly responsible for creating pdfs and maintaining web pages - whereas there seems little obvious reason (in their eyes) for duplicating every document as a rich text file.
Have you had any problems with embedded information or viruses?
Michael
JeevesBond posted this at 21:48 — 12th September 2006.
He has: 3,956 posts
Joined: Jun 2002
Word files are also bad for sharing as they are a proprietary format. Meaning only people with a copy of Microsoft Word can open those files.
PDF is a relatively open format (compared to Word), most people should be able to open those files. Sharing using MS Word is a bad idea.
You might want to consider ODF (Open Document Format). There will be an add-on for Microsoft Office to save documents in this format, or you could try out OpenOffice.org. It's Open Source so anyone can use it.
The great thing about ODF is that the format is totally open, anyone can write software using the ODF standard. It recently became an ISO standard. ODF has/will be adopted in some important places: City of Birmingham UK, City of Bristol UK, Commonwealth of Massachusetts' more examples at: http://wiki.services.openoffice.org/wiki/Major_OpenOffice.org_Deployments
As for his other concerns, I have never really known them to be a problem (I'd be more concerned about vendor lock-in). Although he does have some valid points, as does Greg above: You don't want to let people try to upload huge files to limited web space!
Try mentioning that format and see if it passifies him at all.
His real concern might be that using a proprietary format is going to lock you into that format.
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Greg K posted this at 22:56 — 12th September 2006.
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And how long before they start sticking their own crap into the files anyhow? Word can save as a web page too, ever look at the source code? :blech:
While I can see the point of ot limiting people to just Word, it was pointed out that they do only use Word.
Gotta give credit to Microsoft, let colleges have it cheap, let students get it for like $10, and then by the time they have their degree, "familiarity" is already set in. I may not always agree with Billy boy, but he does know how to do what he does.
Myself, I prefer Word Perfect. I have been installing Open Office for freinds lately though, and from what I have seen, unless you are really using something WAY advanced and specific to Word/Excel etc, Open office will do just fine, just has the familiartiy hurdle.
What is your PHP developer offering as an alternative to word format? Just RTF? I wouldjust allow them to use word if they want, but be sure to have disclaimers on the site and advise college to make sure they have current virus protection.
-Greg
JeevesBond posted this at 21:57 — 12th September 2006.
He has: 3,956 posts
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Sorry, didn't see your second post Michael, you posted as I was still writing!
Viruses are a valid concern. Luckily MS have included a prompt which allows the user to select whether they wish to run macros in the document or not. This does not protect against every issue though, and more flaws are always being found: http://blogs.securiteam.com/?p=586 .
For sharing (if not everything), keep away from MS Word (in fact avoid MS when doing anything involving the Internet!).
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JeevesBond posted this at 23:56 — 12th September 2006.
He has: 3,956 posts
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lol, that's a good point. Although this is Open Source (yes, Microsoft actually went to Source Forge and opened a project!), and MS are sponsoring it. They had to be bullied into it by all the organisations that were switching to ODF though.
Agreed on the OpenOffice points Greg, although there isn't much of a familiarity hurdle as Word and OpenOffice Word Processor are pretty similar.
I would opt for pdf if you have to choose a format. There's a free converter available: http://www.cutepdf.com/Products/CutePDF/writer.asp that works in Windows just like a printer. This will be fine unless the documents need to be editable. In which case you could use OpenOffice - or Word until that converter is more widely available.
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mrgrimes posted this at 07:35 — 13th September 2006.
He has: 9 posts
Joined: Jun 2006
Thanks guys. However I have to use something other than pdf or ODF as UK schoolteachers need to be able to edit them and use them. Therefore it has to be in a format that opens in Word (being the most widely used word processor), and often in very old versions of it. And unfortunately there's no way I could persuade my organisation (a charity) to move from MS to open source (I've already tried!). I'll keep my eye on that MS converter, but in the meantime it seems I have to use either .doc or .rtf - or both.
Incidentally, does an rtf file saved from Word still contain embedded user information?
JeevesBond posted this at 13:28 — 13th September 2006.
He has: 3,956 posts
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Am not sure about Word, but I just tested with OpenOffice Writer and that does store the author and a comment (in this case: "StarWriter" another name for the software). You'd better get your php geek to test himself (am afraid I don't have MS Office anymore).
A shame they wont move to ODF, it's scary that neither a charity or organisation using tax payers money will even consider Free/Open Source Software! Mention it to them again when they need to upgrade their MS Office.
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autoecart posted this at 19:29 — 13th September 2006.
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Word files contain tons of extra code and can hurt your sites ranking if published as a web page. If you plan of placing these online you should have them converted to a non word html file
I need link exchangesA Myspace Layout
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