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Microsoft Makes XML the File Format for the Next Version of Microsoft Office

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Microsoft Makes XML the File Format for the Next Version of Microsoft Office Q&A: Senior Vice President Steven Sinofsky explains how making XML the default file format is likely to help customers cut costs for data storage and bandwidth, improve security and boost data recovery. REDMOND, Wash., June 1, 2005 -- When Microsoft announced support for XML in Microsoft Office 2000 seven years ago, many corporate computing customers were unfamiliar with the business value possible from a common data format capable of being understood across applications, platforms and the Internet. Today, with more than 300,000 developers building XML into their solutions, according to Microsoft estimates, times have changed. And they're about to change again. Just days ahead of Tech·Ed 2005, Microsoft today announced that it is adopting XML as the default file format for the next major version of its Microsoft Office software, currently codenamed "Office 12." To understand why Microsoft is making this change and what it means to customers, software developers, and the industry at large, PressPass spoke with Steven Sinofsky , senior vice president, Office. PressPass: A new file format for Microsoft Office is a big deal. What's the context for this change? Sinofsky : Two weeks ago, [Microsoft Chairman and Chief Software Architect] Bill Gates laid out our vision of "The New World of Work." That vision brings together emerging trends that are familiar to almost everyone who uses a computer in the workplace: exponential growth in the volume of business information people have to manage--and in the challenge of gaining business insight from that information; 24-by-7 connectivity leading to 24-by-7 work demands; an explosion in Steven Sinofsky, the need to collaborate efficiently and securely with people Senior Vice anywhere in the world. President, Office Microsoft Office 2003 did a great job of beginning to address new workplace challenges. But there's more we can do to give people even greater control over their information, their time, their jobs and their results. The next version of Microsoft Office software, 1 From www.microsoft.com/presspass/features/2005/jun05/06-01XMLFileFormat.asp 2 June 2005 code-named "Office 12," does this. The introduction of a default XML format, Microsoft Office XML Open Format, is one of our key innovations. PressPass: Why is XML so important? Sinofsky : XML enables companies to capture information so it can be repurposed and reused however and whenever the organization needs to use it, regardless of platform. Building on XML support in Microsoft Office, customers can improve data flow throughout their organizations. They can build customized business process and productivity solutions that help information workers make a greater impact on their business. For example, information that individuals create or capture on their desktops now can be connected directly to key business processes via XML, streamlining the management of those processes and reducing the need to re-key information in separate systems. Think of a customer-service representative who now can respond to a customer issue using standard document components stored on a server, rather than having to retype an entire document. Likewise, XML can unlock information currently stored in back-end systems, which can then be processed and re-purposed on the desktop in the Office applications with which people are already very familiar. For example, executives could analyze up-to-the-minute performance of their companies with a desktop analysis program that receives real-time updates from separate back-end databases for financial, sales, and inventory status. PressPass: But this isn't the first integration of XML in Microsoft Office. Sinofsky : That's right. We began XML support for Office with Office 2000, when we introduced XML-based document properties, and then continued with Office XP, when we introduced SpreadsheetML, a way to use XML with the Excel file format. In Office 2003, we introduced Microsoft InfoPath 2003, an information-gathering program that is entirely based on XML. WordprocessingML was a way to use XML with the Microsoft Word file format. We also included support for XML-based Web services integration with several of our programs to ensure data could be easily transported into and out of the desktop applications to back-end systems. PressPass: So what's new about the Microsoft Office XML Open Format? Sinofsky: The Microsoft Office XML Open Format introduces significantly enhanced XML formats for Microsoft Word and Excel, and the first XML format for Microsoft PowerPoint. The formats use consistent, application-specific XML markup and are completely based on XML and use industry-standard ZIP-compression technology. The new formats improve file and data management, data recovery, and interoperability with line-of-business systems beyond what's possible with Office 2003 binary files. And any program that supports XML -- it doesn't have to be part of Office or even from 2 From www.microsoft.com/presspass/features/2005/jun05/06-01XMLFileFormat.asp 2 June 2005 Microsoft -- can access and work with data in the new file format. Because the information is stored in XML, customers can use standard transformations to extract or repurpose the file data. PressPass: Why is Microsoft doing this? Sinofsky : The short answer is because these capabilities -- improved file and data management, improved interoperability, and a published file-format specification -- are exactly what customers have asked us for. The slightly longer answer is what these capabilities do for our customers. For example, in the area of interoperability, the new format enables the building of archives of documents that can be used without Office code if required. And information created in Office can be integrated easily with back-office systems. So we're seeing a way to make Office more compelling to customers. Interoperability also means huge benefits to the larger software industry, since it enables other vendors to tap into Office documents and file formats, and have information contained in Office files flow more easily to and from third-party systems. PressPass: Your customers and partners have a huge investment in the current Microsoft Office file format. What will happen to that investment and how will you help them to move to "Office 12"? Sinofsky : We made it a priority to ensure that customers and the industry at large can adopt "Office 12" with the least effort possible, benefit from its new file format, and continue to gain maximum benefit from their existing Microsoft Office files. So, the first thing that flows from that effort is full backward compatibility with the versions of Microsoft Office that the vast majority of people and businesses are already using: Office 2000, Office XP, and Office 2003. Customers who use these versions can download a innovative, free patch we created that allows them to open, edit and save files using the new format from within their earlier versions of Office. Next, the current .doc, .xls, and .ppt binary file formats will be fully compatible with "Office 12." People can save to these formats from "Office 12" without concern. When "Office 12" is installed, the default file format can be set to whichever format a person chooses, which is particularly helpful in a managed desktop environment. This will help to ensure that people who use "Office 12" can continue to work with third-party solutions based on earlier versions of Office, as well as with their colleagues, suppliers, customers and others who haven't yet upgraded to "Office 12." In addition, documents will always be saved in the same format that they started in, which will make working with server- based documents or e-mail attachments in a workgroup setting completely seamless. In the months leading up to the release, we'll provide more information about the new format--including drafts of the schema--to ensure that developers and IT pros can be prepared long before the product ships. 3 From www.microsoft.com/presspass/features/2005/jun05/06-01XMLFileFormat.asp 2 June 2005 PressPass: How are you enabling the interoperability you described earlier? Sinofsky : XML is inherently interoperable because it is a text-based standard that has been defined by the W3C. It can be consumed and created by a wide variety of tools already on the market today. We have used this standard as the foundation for the new Office XML Open Format, which is an open, published document format. In addition, we are publishing with it a royalty-free license, so any customer or technology provider can use the file format in its own systems without financial consideration to Microsoft. This will ensure that the new file format can be used by everyone to create, access, and modify documents in this format. PressPass: Won't this make it easier for your competitors to copy Microsoft Office? Sinofsky : Certainly this will make it easier for other developers to use our formats to build solutions that don't require Office. However, the ability of other technology providers to use the new file format to integrate their solutions with the Microsoft Office System is an important and frequently requested capability by the industry. We feel it's to everyone's advantage to respond. Customers also know that the true value of a desktop application is not the format in which data is stored but the full breadth of capabilities offered by that application, along with the quality and security of the user experience that it provides. PressPass: You mentioned new file- and data-management capabilities. What are they? Sinofsky : A key benefit of the new format is substantially smaller file sizes -- up to 75- percent smaller than comparable Office 2003 files. This is one of the advantages we get out of using the combination of XML and ZIP technologies for storing our files.
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