Storyboard office 2010

Practical IT Research that Drives Measurable Results

Make the Decision to Upgrade to Microsoft Office 2010

1Info-Tech Research Group

Introduction

Info-Tech Research Group 2

44% of organizations are still running Microsoft Office 2003. With the impending release of Office 2010, this solution set provides extensive analysis and guidance regarding upgrading to the newest Microsoft Office suite.

What’s New in Office

2010

Enhanced Features

Office Web Apps

Versions AvailableUpgrade

PathsScenario-based Upgrade Advice

File Formats

Current Landscape

Versions in Use Upgrade Plans

Executive Summary

• Office 2010 is an evolutionary change from 2007. The biggest changes make it easier to display and filter through data.

• The next 18 months will bring the market over the hump on migrating to the Office Open XML (OOXML) file format. If you are not using OOXML now, the time will come soon when switching is necessary.

• Office Web Apps could be game-changing, allowing companies to perform hybrid deployments, and may mitigate the need to virtualize Office applications except Visio and Project.

• Info-Tech recommends businesses make their upgrade decision based on two factors: what version of Office they’re running, and whether or not they own the licenses for Office 2010.




2010

Enhanced Features

Office Web Apps

Upgrade Paths

File Formats

Current Landscape


Versions AvailableScenario-based Upgrade Advice

• Office 2003 still has the

largest number of users;

these organizations must

make an upgrade/migrate

decision soon

• 58% of users face potential

file format issues since

older versions of Office do

not render all OOXML files

properly

An upgrade decision is more relevant for older office suites

Only 42% of organizations are currently running the latest Office release


2003

2007

Other

Source: Info-Tech Research Group

Version of Microsoft Office currently in use

N=164“There's nothing great in the product, and we will

have to train new staff on the system to get them up to speed with it, but I can not hold on to Office 2003 much longer!” – IT Manager, Hospitality

• A recent survey shows most

enterprises don’t see the

need to pay for Office 2010

• Most organizations are

moving to Office 2007

instead of Office 2010

because they already own it

• Licensing is only a concern

for 4% of businesses

surveyed

For over 50% of organizations, software is a component of project cost

More than half of organizations will be spending money on licenses for Office upgrade and should consider

alternatives



Most businesses plan to use existing licenses

N=164

• 26% still plan to upgrade to

Office 2007, mostly because

they already own the licenses

• Organizations not upgrading

or migrating to another

platform risk running into

major file compatibility issues

with partners and customers

creating OOXML files

A significant number of companies are not yet going to 2010

Over the next 18 months, 59% of organizations are upgrading to Office 2007 or 2010


No Plans

2010

2007

Other Platform


Migration plans for companies surveyed

N=164

• This upgrade cycle will

create a market where the

majority of Office users are

running fully OOXML

compliant software

Very significant market share will be on Office 2007 or 2010

85% of organizations will be on Office 2007 or Office 2010 by 2011


2010

2007

Other Platform


Projected market share for 2011

N=164“Most of our customers and suppliers are

sending us .docx and .xlsx files, so we need to upgrade in order to keep pace with them and maintain compatibility.” – Help Desk Technician, Manufacturing


2010

Enhanced Features

Office Web Apps

Upgrade Paths

File Formats

Current Landscape




• OneNote is now included in all versions of Office

• Enhanced data presentation features (Sparklines, Slicer, etc.)

• Easier image and video editing directly in Word and PowerPoint

• Conversation view now default in Outlook, thread maintenance tools, Social Connector

• SharePoint Workspace replaces Groove

• Fluent UI and Ribbon now standard across all applications

• Customizable ribbon enables quick access to commonly used features

What’s New?

Office 2010 is a refinement, not an overhaul

Slicer

Sparklines

Source: Microsoft


• Provides editing & viewing access

to files through the most common

browsers (currently IE, Safari,

Firefox) on any platform

• Available for Word, Excel,

PowerPoint, Outlook and OneNote

• Same “look & feel” in browser

• OOXML files can be edited in

desktop client and saved directly

to the cloud Files can be easily

shared and co-authored with

others

• Runs on SharePoint Server 2010

or Microsoft’s Live.com

What is it?

A recent Info-Tech survey shows 14% of organizations plan to utilize Office Web Apps

Office Web Apps and SkyDrive is available to any user with a Windows Live ID

Web Apps Offer Multi-Browser Support

Source: InfoTech

For a more in-depth look at what’s new in Office 2010, see Info-Tech’s research notes “What’s New in Office 2010 Core Apps?” and “What’s New in Office 2010 Peripheral Apps?”

Most new and enhanced features can deliver greater productivity and additional insight, but some are limiting

• Sparklines provide graphical context to information without the need for a large, full-size graph

• Slicer extends previous accessibility gains, making filtering PivotTable data simpler

• Additional image and video editing capabilities will eliminate the need for third-party solutions for some users (i.e. marketing and design professionals)

• Office Web Apps’ co-authoring capabilities can make document creation faster and more efficient for small teams– Office Web Apps on Windows Live allows for simultaneous, real-time edits– Changes made using Office Web Apps on SharePoint can only be seen after saving the

file

• Outlook’s Conversation View, the core function of which has been available since Office 97, is still not smart enough to recognize that e-mails with the same subject are not always related to other e-mail threads

• While there is now a 64-bit version of Office, Microsoft is recommending enterprises deploy the 32-bit version due to lack of third-party and Microsoft support for 64-bit plug-ins


• Home users use e-mail and office productivity apps the most. Web Apps can enable home use without requiring a laptop be issued to the employee. An alternative to a virtual desktop, for office productivity apps.

• Like the virtual desktop value ROI, Web Apps can reduce the cost to support the desktop, especially in light usage scenarios:– Call center agents

– Receptionists

– Data entry clerks

– Manufacturing/production floor

You still have to pay for a standard license to use Web Apps and you need SharePoint. So where’s the benefit?

Best reason to use Office Web Apps: home use and enable process-driven workers


• Office Web Apps rank lower

than major competitors in

many key categories.

• The major strength of Office

Web Apps is its compatibility

with Microsoft Office. This

prevents complications of a

mixed environment.

• Strongest privacy and security

is dependent on self-hosted

SharePoint Server

Works well as a compliment to client, not as a standalone solution

Office Web Apps strong in familiarity and compatibility,weak everywhere else


Category Relative Rank

Accessibility 3 2 1

Usability 3 2 1

Office Compatibility 1 3 2

Familiarity 1 3 2

Sharing/Co-authoring

3 1 2

Ease of Use 2 1 3

Cost 3 1 2

Speed 3 1 2

Privacy/Security 1 3 2

FINAL RANK 3 1 2


• OOXML was adopted as an ISO and ECMA standard in April 2008

• Capabilities of XML-based formats far exceed older file types, file sizes can be up to 75% smaller

• Most office suites (OpenOffice.org, iWork, Google Docs) support the OOXML standard

Benefits of using the OOXML file format:

OOXML saves disk space and is quickly becoming a widely adopted standard

For more information on why businesses should adopt OOXML for content creation, see Info-Tech’s research note “Office Open XML: Adoption Ready.”

File format adoption plans:

• OOXML adoption is outstripping ODF adoption 3:1

• Organizations must plan to adopt OOXML as the default file format to continue sharing documents with 85% of other companies

Upgrade Paths


2010

Enhanced Features

Office Web Apps

File Formats

Current Landscape



Volume License only

17

• Professional available through retail and OEMs, and suitable only for small businesses or enterprises with no licensing agreement.

• Standard and Professional Plus are only available through volume licensing.

• OneNote is now included in every version of Office 2010. This will require help desk and end user training.

Five versions have been simplified to just three

Less is more: fewer options makes selection easier

Microsoft is offering a reduced, simplified collection of Office 2010 versions.

Different strokes for different folks

Word

Excel

PowerPoint

Outlook

Access

Publisher

OneNote

Pro support

Office Web Apps via Windows Live

Word

Excel

PowerPoint

Outlook

OneNote

Outlook

Publisher

Office Web Apps on premises

Word

Excel

PowerPoint

Outlook

Access

Publisher

InfoPath

Communicator

OneNote

SharePoint Workspace

Retail & OEM only

Office 2010Professional

Office 2010Standard

Office 2010Pro Plus

Office 2010 Version Upgrade Map


Old versions map well to new versions, making selection easier

If an end user requires the same features as Professional Plus, Enterprise, or Ultimate 2007, the highest end version available now is Pro Plus 2010.

Four upgrade scenarios: where are you?*


For the best practices on deploying Office 2010, refer to Info-Tech’s research note “Upgrading to Office 2010: Out With the Old.”

Own Office 2010 already Do not own Office 2010 already

At Office 2003 or below

I: “Just Do It”Challenge:• No support• Abandonment by third partiesAction:• Upgrade to Office 2010 now.

II: “Start Over Now”Challenge:• No support• Abandonment by third parties• Acquisition costAction:• Evaluate Office 2010 and competitors to select new standard

At Office 2007

IV: “Don’t Rush It”Challenge:• Too soon to realize full ROI from Office 2007 upgrade project.Action:• Re-assess each year.• Consider hybrid 2007 and 2010 Web Apps deployments• Adopt OOXML formats

III: “Start Over Eventually”Challenge:• Too soon to realize full ROI from Office 2007 upgrade project.• Acquisition costAction:• Re-assess each year.• Eventually evaluate Office 2010 and competitors to select new standard•Adopt OOXML formats

31%

13% 15%

42%

* % of respondents in each scenario from a recent Info-Tech survey, with some overlap due to mixed deployments

I II

IV III

Just do it:You’re at Office 2003 or below and you own Office 2010

• Organizations using Office 2003 should still consider an upgrade from Office 2010 as soon as possible.

– Upgrading to Office 2007 is not advised unless deployment is already underway.

– OOXML format is not native in Office 2003. Office 2003 uses convertors. Staying on Office 2003 creates file compatibility issues with customers and partners that are moving ahead to OOXML with Office 2007 or 2010.

– Third party integration with Office 2003 is declining (e.g. CRM, content management).

– The cost of upgrade is limited to project implementation costs, since the organization already owns Office 2010.

– Consider consolidating Office 2010 upgrade with Windows 7 upgrade, to reduce implementation costs even further.


For more information on deploying Office 2010, refer to Info-Tech’s research note, “Upgrading to Office 2010: Out With the Old.”

I II

IV III

Start over now:You’re at Office 2003 or below and you do not own Office

2010

• Organizations using Office 2003 should still consider upgrading from their current version of Office.

– OOXML format is not native in Office 2003. Office 2003 uses converters. Staying on Office 2003 creates file compatibility issues with customers and partners that are moving ahead to OOXML with Office 2007 or 2010.

– Third party integration with Office 2003 is declining (e.g. CRM, content management).

– Since there is no pre-existing software assets to leverage, start a green field office productivity suite selection project. Evaluate Office 2010 alongside competitors as if the organization is starting over.



I II

IV III

Microsoft now competes with other platformindependent office suites


Positioning of popular productivity suites


• Microsoft Office is now partially

platform independent through the web,

but not natively.

• Office Web Apps can be used as a

replacement for application

virtualization in many cases, but some

functionality is lost.

• OpenOffice.org-based suites (StarOffice

and Symphony) offer free, platform

independent desktop clients.

• Web-only suites (Google & Zoho) have

varying price points, including free,

depending on functionality required and

number of users.

How do Office Web Apps change Office 2010’s positioning?

I II

IV III

Strong positioning give Microsoft & Google high scores

Category

Rating (1=poor, 4=excellent)

Usability 4 3 3 2 2 3 3Portability 2 1 3 3 4 4 3Collaboration

2 1 1 1 2 3 3

Cost 1 2 4 4 4 4 2Functionality

4 4 2 2 3 1 2

Familiarity 4 2 2 2 2 2 2Reliability 3 3 2 2 2 4 2

Total 20 16 17 16 19 20 17


“We looked hard at OpenOffice.org, or upgrading to the latest version of Corel, but choosing something other than MS Office is like swimming upstream. We needed compatibility with other applications that integrate with Word and ease of sharing documents with other agencies. Availability of employees in labor market who are already skilled, and availability of training resources, was also a factor. MS Office is also more feature-rich than OpenOffice.org, which is important for some of our power-users.” – Consultant, Telecommunications

I II

IV III

Start over eventually:You’re at Office 2007 and you do not own Office 2010

• Organizations using Office 2007 that do not own Office 2010 should hold where they are through 2011. It is unlikely that full ROI has been achieved yet to balance the costs incurred from the Office 2007 upgrade.

• Consider waiting until enough is known about Office 2013 to evaluate it alongside competitors instead of Office 2010. In late 2011 or early 2012, start a green field office productivity suite selection project. Evaluate Microsoft Office alongside competitors as if the organization is starting over.


I II

IV III

Don’t rush it:You’re at Office 2007 and you own Office 2010

• Organizations using Office 2007 should not rush to upgrade to Office 2010. It is unlikely that full ROI has been achieved yet to balance the costs incurred from the Office 2007 upgrade.

• However, organizations that own Office 2010 and are planning to upgrade to Windows 7 in 2010/11 should consider consolidating an Office 2010 upgrade with Windows 7 upgrade, to exploit the opportunity to make a single pass at the desktop.

• Adopt the OOXML formats as default, since most organizations will be using OOXML within the next 12 months.

• Consider deploying Office 2010 Web Apps anyway, if there are large segments of process-driven workers that rarely need Office:– Call center agents, receptionists, data entry clerks,

production/manufacturing floor.



I II

IV III

• 59% of organizations are planning an upgrade over the next 18 months, bringing market share of Office 2010 to 33%.

• Office 2010 is not a revolutionary change, it is mostly a refinement or enhancement of Office 2007.

• Most of Office 2010’s new features are designed to enhance data presentation and collaboration.

• Enterprises must begin looking at migrating to the OOXML file format• Microsoft Office 2010 is only available in three versions, providing a simpler

choice of which version to deploy.

• Bottom Line:– Office 2003 shops that do own Office 2010 should upgrade to Office 2010

as soon as possible.– Office 2003 shops that do not own Office 2010 should start a green field

office suite selection project as soon as possible.– Office 2007 shops that do not own Office 2010 should wait for at least a

year and then start a green field office suite selection project.– Office 2007 shops that do own Office 2010 should wait for the next Office

release unless they can benefit from Office Web Apps.

Summary


Appendix

• Slide 11: What’s New in Office 2010 Core Apps?• Slide 11: What’s New in Office 2010 Peripheral Apps?• Slide 12: Office Open XML: Adoption Ready• Slide 16: Upgrading to Office 2010: Out With the Old

Technology

Storyboard office 2010