Case 2-2: Comparing Word-Processing Applications
You see an opportunity to possibly save your company money by adopting the OpenOffice suite for the new PCs in the Engineering Department. Your boss is interested in your suggestion, but wants to see a list of pros and cons for using the Microsoft Office system versus using the OpenOffice suite. Prepare the list.
To compare the Microsoft Office system with the OpenOffice suite, you can create a list of pros and cons for each. Here's how you can approach this task:
1. Research the Microsoft Office system: Start by understanding the features and benefits of the Microsoft Office suite. Microsoft Office includes applications like Word, Excel, PowerPoint, and Outlook. Research the latest version of Microsoft Office and its capabilities, focusing on features that would be relevant and beneficial to the Engineering Department.
2. Research the OpenOffice suite: Explore the OpenOffice suite, which is a free and open-source alternative to Microsoft Office. Identify its comparable applications such as Writer (word processor), Calc (spreadsheet), Impress (presentation software), and Draw (graphics editor). Look for features and functionalities that would be valuable to the Engineering Department.
3. Gather pros for Microsoft Office: Based on your research, start compiling a list of pros for using the Microsoft Office system. For example:
- Industry standard: Microsoft Office is widely used and has become an industry standard, potentially ensuring compatibility with other organizations.
- Advanced features: Microsoft Office often offers advanced features, especially in applications like Excel, which may be beneficial for complex calculations and data analysis.
- Ecosystem and integration: Microsoft Office seamlessly integrates with other Microsoft solutions (e.g., SharePoint, OneDrive), providing a comprehensive ecosystem for collaboration and file management.
- User familiarity: Many employees are already familiar with Microsoft Office, reducing the learning curve for the Engineering Department.
4. Gather pros for OpenOffice: Similarly, list the pros for using the OpenOffice suite:
- Cost savings: OpenOffice is free to use, which can significantly reduce software licensing costs.
- Compatibility: OpenOffice files can be saved in various formats (including Microsoft Office formats), ensuring compatibility with other systems and organizations.
- Cross-platform support: OpenOffice runs on multiple operating systems (Windows, macOS, Linux), providing flexibility and compatibility across different devices.
- Community support: As an open-source product, OpenOffice has a strong user community that provides updates, bug fixes, and support.
5. Gather cons for Microsoft Office: Now, consider potential drawbacks of using the Microsoft Office system:
- Cost: Microsoft Office requires purchasing licenses, which can be costly, especially for a large department.
- Vendor lock-in: Once committed to Microsoft Office, transitioning to other solutions can be challenging, making the department dependent on Microsoft products.
- Complexity: The advanced features and functionalities of Microsoft Office might not be necessary for all users in the Engineering Department, leading to unused or underutilized features.
6. Gather cons for OpenOffice: Finally, identify any potential drawbacks of using the OpenOffice suite:
- Limited support: OpenOffice may have a smaller support network compared to Microsoft Office, which could result in slower response times for bug fixes and updates.
- User familiarity: While some employees may already be familiar with OpenOffice, others might need to learn a new interface and workflows, resulting in a short-term learning curve.
By following these steps, you can compile a well-informed list of pros and cons for your boss, facilitating an objective comparison between the Microsoft Office system and the OpenOffice suite, and helping your company make an informed decision.