Author: Italo Vignoli

Adhering to these guidelines can enhance productivity and guarantee that documents remain consistent, robust and accessible over time, irrespective of the platform.

Firstly, use an editor such as LibreOffice that natively supports the format without conversion. This preserves the nuances of the ODF XML structure, supports all its features and reduces the risk of formatting issues or data loss. It also ensures that documents are fully compatible with the ISO standard.

Secondly, use an up-to-date version of LibreOffice to benefit from continuous improvements in ODF feature management, avoid bugs that could cause file corruption (a rare event thanks to the robustness of the ODF format, but still possible) and enjoy the highest level of security in file management.

Thirdly, use LibreOffice document templates and styles for all elements, such as headings, fonts, paragraphs, and tables, to ensure consistent formatting throughout the document. This allows you to make global changes quickly by changing the style rather than each individual element, and improves accessibility, as screen readers and other assistive technologies rely on a consistent structure. This also results in smaller, more robust ODF files.

Creating and reusing LibreOffice templates is an excellent practice for companies that produce many similar documents (such as invoices or monthly reports). Once all the characteristics of the document have been defined, simply save it in ‘template’ format to obtain a blank copy with all repetitive elements already in place.

The fourth condition is to save and back up documents frequently and regularly. ODF files are compressed XML files, which makes them robust and reliable, but not immune to problems. In a business environment, it is advisable to use a cloud storage solution with a version history, such as Nextcloud, which allows you to revert to an earlier version of a file.

The fifth recommendation is to avoid overly complex formatting to ensure maximum compatibility when sharing ODF files with a diverse audience or converting them to other formats, such as Microsoft Office proprietary formats, because complicated layouts, embedded objects or macros may not work or appear differently.

It is recommended that you use basic styles and standard LibreOffice fonts (open source and available to all users), or fonts that can be installed by any user, independently of the operating system, even if backed by an End User Licence Agreement (such as Microsoft Aptos, which can only be downloaded from the Microsoft website). You should also avoid excessive use of tables or nested text boxes.

The sixth condition is to integrate multimedia content sensibly, optimising images or videos used in presentations to reduce their size without compromising quality.

The seventh and final condition is to always save the original file in ODF format, even when sharing with users who insist on using Microsoft Office’s proprietary format — thereby handing over ownership of their files to Microsoft. Once the document is finalised, save a copy in OOXML format and share this with Microsoft users.

Similarly, when receiving an OOXML document from a Microsoft user, immediately save a copy in ODF format for editing until the document is finalised and the OOXML copy can be shared again.

When sharing a document within a team, it is advisable to use comments to provide feedback instead of editing the body of the document, enabling change tracking so that changes can be reviewed before acceptance or rejection. Where possible, collaborate on a shared ODF platform based on LibreOffice technology and the cloud, such as Collabora Online.

Open standard formats such as ODF allow you to avoid dependence on a single supplier, maintain ownership and control of your documents, and future-proof your work — but only if used wisely. Following best practices will enable you to manage ODF documents more smoothly and conveniently without sacrificing any of the advantages of the ISO standard format.

ODF ensures that documents remain accessible, portable, and free from restrictions. Now that version 1.3 has been widely adopted and version 1.4 is on the horizon, it’s time to have a look at the new features and upcoming releases.

ODF 1.3: What’s New

ODF 1.3 was finalised in January 2021 by OASIS. It introduced a number of long-awaited improvements, particularly in the areas of security, digital signatures, and document integrity.

1. Digital signatures and document security:

One of the most significant enhancements in ODF 1.3 was the formal specification for digital signatures:

• It now supports XAdES (XML Advanced Electronic Signatures).
• You can sign entire documents, individual parts (e.g. only spreadsheets), or even multiple sections.
• Improved metadata provides information about who signed, when and under what circumstances.

This is a significant development for public administrations and organisations that require reliable document verification.

2. OpenPGP support for encryption

• ODF 1.3 now offers optional OpenPGP-based encryption in addition to the traditional Blowfish method.
• Higher cryptographic standards and better integration with tools such as GnuPG are also included.
• It encourages key-based encryption for personal and business documents.

3. Change management:

• The format now offers greater granularity for change management.
• Supports change tracking in tables, which was previously a weak point.
• Improves compatibility with editing tools that handle collaborative workflows.

4. Metadata:

• Improved management of custom metadata fields using RDF.
• Greater richness of semantic descriptions of content (e.g. for archival or academic purposes).
• Encourages integration with deep graphs and linked data systems.

5. Other changes:

• New chart types and charting features.
• Improved text formatting options.
• Improved compliance with accessibility standards.

ODF 1.3 introduced two new compliance modes: Strict, for clean documents that comply with the specifications, and Extended, which allows specific enhancements by a company for broader feature support.

What’s new in ODF 1.4

ODF 1.4 is still under active development, with the first drafts already implemented in the latest versions of LibreOffice. Although the specifications are not final, the following is planned:

1. Change tracking:

• Support for tracking style changes (e.g. switching from bold to italic).
• Better differentiation between insertions, deletions and formatting changes.
• Change IDs and support for real-time conflict resolution for collaborative editing.

2. Charts:

• More flexibility in charts, including custom colours, gradient fills, multiple axes and formatted data labels.
• Better alignment with modern expectations and improved interoperability with Excel.

3. Accessibility:

• Clearer semantics for assistive technologies.
• Improved navigation for screen readers.
• Structural tags for headings, lists and tables make documents easier to analyse programmatically.

4. Form controls:

• More robust form field types, such as date pickers, drop-down menus and sliders.
• Better interaction support for forms within spreadsheets and presentations.
• Cross-platform consistency.

5. Improved spreadsheet features:

• Native support for named ranges in the sheet.
• Improved formula representation for functions in edge cases.
• More complex conditional formatting rules.

6. Compatibility:

• Mapping of Microsoft Office formats (DOCX, XLSX and PPTX) to reduce conversion issues.
• Improved handling of embedded media and OOXML-style layouts.

Final considerations

ODF 1.3 represented a significant advancement in terms of security and interoperability. ODF 1.4 adds usability improvements, more modern features, and better alignment with current office suite trends.

With an increasing number of governments and organisations adopting open standards, the evolution of ODF is crucial. The focus is not on competing with Microsoft; it’s about ensuring that your documents remain yours.

If you’ve ever wondered what those .odt, .ods, or .odp files are all about – or if you’ve stumbled across them and weren’t sure what to do – this post is for you.

.odt: The Open Document Text File

Think of .odt as the open counterpart to .docx. It’s the default file format for LibreOffice Writer. You can use it for everything from a quick grocery list to a dissertation.

What’s great about .odt is that it’s built on open standards. That means anyone can build software to read or write it without jumping through legal hoops. It also means you’re not tied to one company’s ecosystem, which is increasingly important when you think about long-term access to your own data.

Yes, you can open .odt files in Word – and yes, the formatting usually holds up pretty well. Not perfect, but usable.

.ods: Spreadsheets Without Strings Attached

Spreadsheets aren’t just for accountants anymore. Whether you’re managing a budget, tracking tasks, or planning a trip, you’re probably using rows and columns for something. .ods is the ODF version of .xlsx, and it’s handled by tools like LibreOffice Calc.

If you’re used to Excel, Calc will feel familiar enough. Basic formulas, charts, conditional formatting – it’s all there. Advanced Excel users might bump into limits (especially with macros or highly specific plugins), but for everyday work, .ods gets the job done.

And again, it’s open. Your data isn’t buried in a proprietary format you need a subscription to access five years from now.

.odp: Presentations Without PowerPoint

Then there’s .odp, the ODF format for presentations. It works like PowerPoint’s .pptx. You’ve got slides. You’ve got transitions. You’ve got bullet points. Even if you’re trying to build the next TED Talk with embedded video and flashy animations, it’s more than enough.

LibreOffice Impress opens and edits .odp files easily, and you can usually open them in PowerPoint too, though some visual effects might not translate perfectly. For most professional or academic presentations, it’s a reliable option – especially when you don’t know what software will be available on the receiving end.

Other File Types in the ODF Family

ODF isn’t limited to just text, spreadsheets, and slides. There are a few lesser-known formats worth mentioning:

• .odg – for vector graphics and diagrams. Think flowcharts, not Photoshop.
• .odf – confusingly, this one’s for formulas (as in math), used by LibreOffice Math.
• Templates like .ott (text), .ots (spreadsheets), and .otp (presentations) make it easy to standardize layouts and branding across documents.

These formats are all part of the same ecosystem. They’re modular, open, and designed to work well together.

Why It Matters

It’s easy to dismiss file formats as a technical detail, but they shape who controls access to your work. When you rely only on proprietary formats, you’re tied to that company’s tools, updates, subscriptions and limitations. You’re renting your own documents.

ODF flips that script. It’s not just a format – it’s a philosophy. One that says your work belongs to you, and you should be able to access it any time, on your terms.

If you’re already using open-source tools, chances are you’re already working in ODF whether you realized it or not. If not, it’s worth considering – especially if you want to keep your documents open, portable and future-proof.