Author: Mike Saunders

This is the second part of our interview with the Bundesheer (see here for the first).

At the LibreOffice Conference 2025, you showcased the new LibreOffice features sponsored by the Austrian Armed Forces. How did that come about?

From the very beginning, we clearly recognised the need to further develop LibreOffice. Before finalising our plans, we also examined how we could continue to develop the product. Ultimately, we issued a Europe-wide, open call for proposals to secure both support and development capacity for LibreOffice. The way we selected the product enhancements stemmed in part from this preliminary study, because we had identified specific import capabilities and compatibility requirements.

That’s one major aspect: improving interoperability in line with our needs. The other focus was on improving LibreOffice based on ongoing user feedback and feedback regarding collaboration with external organizations. One example of this was the “Notes” bar in Impress. In the past, users had to edit notes in a separate notes view.

We were told very early on that users wanted to be able to do this directly within the slide editing view. This is a very well-known enhancement that we sponsored, which – I think – works very well. In addition, there are many other details, such as scrolling through presentations with the mouse wheel. Previously, you had to keep switching back and forth to the slide overview view to scroll. Now all of this is possible right from within the slide, which simply makes it easier to use and also increases acceptance because users expect it.

I could list many more extensions. We’re not the only ones contributing a great deal to LibreOffice – we see ourselves as part of the community, and we’re happy when the community uses our contributions and when others contribute their own, which we’re of course very happy to use as well. That’s what makes the project so attractive and successful.

Features and improvements in LibreOffice, sponsored by the Austrian Military (this is a slide from a presentation at the LibreOffice Conference 2025)

Have you also developed external extensions?

We’ve developed extensions for internal use, but there are also several publicly available extensions. One of them integrates our own help page, since we provide targeted help within our internal systems.

On a much larger scale, there’s an extension hosted on GitHub that covers military-tactical symbols. It’s available as open source software, so anyone can use it. This is actually an extension that, although it’s still in “release candidate” status, already works well. The extension is, of course, also suitable for collaboration with other armies. Its functionality is unique. To my knowledge, it’s not available anywhere else.

Do you also use the Open Document Format internally?

Yes – one of the advantages of LibreOffice is that the format is ISO-standardised and truly open. You get the best functionality in LibreOffice when you use ODF. We use ODF throughout. It’s clear that our external partners don’t do this to the same extent. This is where LibreOffice benefits from its ability to handle (read and edit) Office Open XML (OOXML) documents as well.

LibreOffice doesn’t have a built-in email client. How did you handle this issue during the migration?

The Austrian Armed Forces protect the Austrian population; to make this possible, we need, for example, systems that function independently of external parties. We have a large number of systems based on open source solutions and many solutions that are platform-independent. This includes the email system.

Therefore, we didn’t have to replace Outlook or Microsoft Exchange.

At the LibreOffice Conference, you emphasised that the migration was never about saving on licensing costs. The migration was driven by other reasons, correct?

The switch to LibreOffice in the Austrian Armed Forces stems from the necessity that we must be able to function even when nothing else is working. In other words, we cannot rely on public infrastructure. We cannot rely on our data being processed in another data center.

Therefore, the top priority in this transition – unlike 20 years ago, when people very often considered switching to a free office suite or Linux in the workplace for cost reasons – was digital sovereignty.

As for the costs: It was clear to us from the start that we would have to invest in the product in order to gain the additional functionality we needed and to improve interoperability.

Would you like to say a few words about the foundation – that is, The Document Foundation?

Why did we choose LibreOffice in the first place – after all, there are alternative products? LibreOffice isn’t the only solution. First, LibreOffice uses ODF, the open and standardised file format. That’s very important. Second, LibreOffice is truly fully open source software – it’s not a product that just has an open source “core.” There’s no risk of having to pay for variable enterprise features.

And the fact that this is the case is very closely tied to the foundation of LibreOffice, namely The Document Foundation. The way this open source project is implemented and anchored through the foundation – that’s an important guarantee and a key factor in its reliability for us.

Another point is that there is an ecosystem. There are several companies that offer the services we need. Using open source doesn’t just mean using free software – for us, it means we need maintenance, support, the ability to further develop the software, addressing security vulnerabilities, and secure software deployment. All of this comes with a very mature software product that is constantly being developed. That was a key factor in our decision.

What advice would you give to others who are also planning to switch to LibreOffice and open source?

First: There’s a vast amount of information available within the community. It’s important to familiarise yourself with the product. How does LibreOffice work? How does Bugzilla work? Where can I find issues that might not be working but are of interest to me? Where can I find roadmaps for new features, release notes, and so on?

Second: It’s absolutely crucial to properly prepare and fund the resources for a project like this. IT managers have gotten used to rolling out new Office versions without much effort.

However, switching from one office suite to another is actually a massive migration project. This should not be underestimated. It’s not just a matter of installing the software; it requires change management, people to provide support, test the software, and work on new features. It requires the support of service providers. All of this must be prepared in advance. And that’s what sets it apart from previous new office suite releases. You’ll need a project team for this – migration isn’t something you can just do on the side. So, you’ll need proper project organisation and agile change management. How can I provide my users with the necessary knowledge based on their needs? What communication channels do I have to keep my users informed and stay in touch with them?

We – the Austrian Armed Forces – have already received many inquiries about the transition, and we have shared our experiences with numerous organisations. We would be delighted to help build a LibreOffice community for government and enterprise organisations in order to accelerate the collaborative development of LibreOffice.

To that end, I invite you to contact us at libreoffice@bmlv.gv.at.

Many government departments around the world are moving away from vendor lock-in by tech giants, and switching to free and open source software like LibreOffice. This helps with privacy, security, and digital sovereignty. One such example is the Austrian Military (Bundesheer), which has moved 16,000 PCs from Microsoft Office to LibreOffice. We talked to them, to find out why and how they did it…

When did all of this start? When were the first decisions made?

It began in 2020, with the trend toward running software increasingly in the cloud and less on-premises on devices within companies. At that time, we examined what guarantees existed for running software – specifically Microsoft Office – directly in the workplace without any cloud connection. So the review and preparation began in 2020.

In late 2022 and early 2023, the decision was made to switch to LibreOffice. The goals were to ensure that data never leaves the company and that the office applications can be used without external dependencies.

Who made the decision?

The decision was structured in such a way that our “corporate leadership” – that is, the Federal Ministry of Defence – could decide, based on the information compiled regarding future software development and cloud dependencies, that we would switch to LibreOffice.

It was actually decided by the Federal Minister’s cabinet and the relevant departments – so at the very top.

Did you create a “timeline” at the beginning – something like “Y should happen by X” and so on?

After we received the assignment, we carried out the planning to determine how the transition could take place and what needed to happen. The plan included, from an early stage, that we would guide our users to LibreOffice in a timely manner, partly by installing LibreOffice at the user’s request. That is, we made it available, and the users who wanted it could have it installed.

We saw very high adoption rates – not 100%, but about half.

Half of 16,000?

Yes. And the next step we planned was to make its use mandatory, because it’s crucial not only to announce that something new is coming but also to require its use so that people have to start working with the tool early on. Of course, switching from an Office suite that’s been used in the company for over 30 years to a completely new product – even if it looks similar but behaves differently – requires practice.

That’s why we specifically made the use of LibreOffice mandatory in selected services. And we did this as early as 2023, so that users could get familiar with it well in advance. This gave users time to tailor the transition to their own needs and prepare for it, and we didn’t just flip the switch all at once with a “big bang.” The change was announced over the course of several years.

Finally, in December 2024, the use of LibreOffice became mandatory for internal collaboration. This meant we actually provided several years of preparation time to make this transition as smooth as possible.

(Photo credits: Bundesheer Fotos, CC BY-NC-SA 2.0)

So many people switched to LibreOffice voluntarily from the start, without being forced to. Was there a lot of resistance? Did you customise the user interface?

The 8,000 users mentioned installed the product to see what was coming. That doesn’t mean that all 8,000 of them immediately started using LibreOffice. But it was a good indicator for us to gauge the mood. If 200 people install it, that’s different from when there are so many.

Early on, before we mandated its use, we provided extensive e-learning modules and videos – including what we call “fast tracks” for the individual modules. With these, it was possible to learn the most important changes for Writer, Calc, Impress, and Base within 15 minutes, so users wouldn’t fall into the typical pitfalls. Anyone who invests those 15 minutes will find it much easier to use the software.

We gave users the opportunity to prepare and view these courses and videos on their own at a time of their choosing.

Another important point: We’ve learned that we need to quickly address individual users’ questions – such as those regarding unfamiliar workarounds or missing features – for the benefit of the broader community.

That’s why we specifically looked for suitable communication channels, and we then agreed to publish a so-called “Tip of the Week” about once a week on a very specific, clearly defined topic. And this “Tip of the Week” appears every Monday on the intranet with a current topic. That means anyone who opens their browser on Monday will see the “Tip of the Week.”

It explains topics we covered the previous week. When we release a new version, there’s a “Tip of the Week” featuring the latest features. When we roll out new functions and enhancements – some of which are sponsored by the Austrian Armed Forces – we highlight them in the “Tip of the Week.”

But we also cover usability topics – for example, how to enable the menu bar even when the tabbed interface is selected. How to use presentations across multiple screens, and so on and so forth. We’ve been doing these “Tips of the Week” for two years now, and they’ve been very well received. It’s a great communication tool for us.

Click here for part 2 of the interview