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Google Seasons of Doc 2020: Extensive Calc Functions Description is there.

The Calc Guide for LibreOffice release 6.2 contained a lengthy appendix (70 pages) devoted to the 500+ functions available in Calc, providing a shallow list of the functions and their arguments. During the update of the document for release 6.4 in 2019, the Documentation Team agreed that it would be better to move this list to an online service, and as part of this move, to enhance the function descriptions by adding more examples, use cases and collateral information on standards, compatibility and more.

That situation provided an opportunity for us to create a documentation project to submit to Google Season of Documents 2020 (https://developers.google.com/season-of-docs), an initiative by Google to create, enhance and extend the documentation of open source projects worldwide such as LibreOffice.

The Document Foundation applied to the program on behalf of the LibreOffice Community and submitted several ideas for documentation, which included the Extensive Calc Functions Wiki pages. The Foundation received several applications, containing important information including the technical writer’s resumés, proposals for project schedule and suggested deliverables. After a careful evaluation by the project mentors, the Foundation retained the application of Ronnie Gandhi (@Krezhairo) a computer science undergraduate student enrolled at IIT Roorkee, India.

The project was targeted for three months work and ended in early December 2020. Steve Fanning, who had already worked as coordinator of the Calc Guide, served as mentor with Olivier Hallot as second mentor. Ilmari Lauhakangas and Olivier managed the administrative aspects of the project on behalf of The Document Foundation.

Monitoring the project was an important part of the task. There was frequent correspondence on the Documentation Team’s mailing list to discuss the detailed technical aspects of the work. In addition, Ronnie, Steve and Olivier met online once each week for follow-up discussions and resolution of any issues. To maximize the benefit of the opportunity provided by Google, it was decided to improve the wiki page contents with

  • Statements describing each function’s compliance with the Open Document Format for Office Applications (OpenDocument) Version 1.2 specification
  • Extra use cases and examples
  • Illustrations when applicable
  • External references for further reading
  • Identification of equivalent functions in other spreadsheet software

A useful side-effect of the project was the identification of several potential areas of improvement for Calc’s help files and the exposure of a software issue in two rarely used functions! In addition, Ronnie was able to present his work at the openSUSE + LibreOffice Virtual Conference in October 2020 and hopefully gained some insights into the role of a Technical Writer.

We are grateful for the work that Ronnie was able to carry out during this task. As all documentation related to software development, the Extensive Calc Functions Wiki is open for further improvements. If you would be interested in helping, please get it touch through the Documentation Team’s mailing list.

Access the Extensive Calc Functions Description in the Document Foundation wiki at https://wiki.documentfoundation.org/Documentation/Calc_Functions.

Happy documenting!

What to do with a document “created by a newer version of OpenOffice”

Are you using Apache OpenOffice? Have you recently tried to open a .odt, .ods or .odp file and received this error message? “This document was created by a newer version of OpenOffice. It may contain features not supported by your current version.”

In this case, the document probably wasn’t created in OpenOffice, but in LibreOffice, a successor project. LibreOffice 7.0 introduced support for OpenDocument Format (ODF) 1.3, which includes many new features and benefits.

LibreOffice and Apache OpenOffice share the same roots, and while Apache OpenOffice’s last major release (4.1) was back in 2014, LibreOffice has since been developed much further with extra features and updates.

LibreOffice is still free and open source software, of course, so to get the most out of newer documents, download LibreOffice and give it a try!

Linux and LibreOffice Migration at Eyüpsultan Municipality in Turkey

Many companies, non-profits, schools and other organisations around the world have switched to LibreOffice to avoid vendor lock-in and get back full control over their data. The Eyüpsultan Municipality reported from their migration to Linux and LibreOffice in recent years, which started in 2015:

This was a big decision, and it wasn’t made lightly. Open source technologies provide an important opportunity for our country to have an independent and secure information infrastructure. There are uncertainties about future terms and costs of using licensed software that connects users to a particular brand ecosystem. The more connected to these technologies we are, the harder it is to switch to alternative products. The commercial nature of key companies, to say nothing of pricing and licensing policies, poses significant risks.

As Eyüpsultan Municipality, we aimed to reduce service costs as well as external technology dependencies by using open source software, including the Pardus GNU/Linux operating system. Pardus was developed by the Turkish government as a desktop Linux distribution focused on graphical users in office settings. We wanted a solution that gave us an independent developer and increased sustainability, flexibility, and fiscal savings. In this respect, we consider our migration project to be a social responsibility. We are trying to create awareness of this goal by pioneering the use of Pardus in public institutions throughout Turkey.

Initial steps

The migration team knew from the start that it would be a major undertaking. They made sure to communicate with all workers in the municipality about their plans, and began by running training sessions with LibreOffice in the first phase. Then:

After the trainings, administrators installed the open source LibreOffice software to replace the licensed Microsoft Office software on all client computers. This decision to train users before installing the software minimized the problems they experienced when migrating from familiar software (including the operating system).

We didn’t stop there, though. We let people settle in with LibreOffice for a year, and in 2016, we repeated the training on Linux and LibreOffice. Once users passed an exam at the end of the training, we installed Linux on their computers. We provided re-education to those who didn’t pass the exam and then installed Linux upon success. So, the migration of the operating system began!

Even after the training, the migration team didn’t stop communicating with users – they checked in regularly to see what the workers were struggling with, and helped to fix them. In all, the team regards regular training as the most most significant reason for its success.

Introducing open source to your organisation

So, what else did they learn, and what would they say to other organisations or companies considering LibreOffice, Linux and other free and open source software?

Open source software has many advantages, including flexibility, high performance, major savings on licensing fees, independence from any particular company, and compliance with open standards. The benefits of open source software are recognized all over the world, especially in the European Union member countries, and similar action plans and studies are being used all over for transitioning to open source software.

Take what lessons you can from our experience, which is ongoing. Introduce open source as a viable option for your workplace. Take on the responsibility of delivering education on the knowledge required to use open source solutions. With open source, you never know what will become possible.

Thanks to the migration team for their report! Note that The Document Foundation, the non-profit entity behind LibreOffice, offers a comprehensive certification program for migration professionals. Also see the Migration Protocol which provides more information on migrations to LibreOffice.

The Document Foundation welcomes the release to OASIS of the TC Committee Draft of ODF Version 1.3 for ratification

Editor of the new version of the ODF standard document format sponsored by the Community of ODF Specification Maintainers (COSM) *

Berlin, November 7, 2019 – The Document Foundation welcomes the release to OASIS of TC Committee Draft of ODF Version 1.3 for ratification. At the end of the process, ODF Version 1.3 will be submitted to ISO to become a standard. The final approval is expected in late 2020 or early 2021.

Editing of ODF Version 1.3 Committee Draft has been sponsored by the Community of ODF Specification Maintainers (COSM), a project launched by The Document Foundation in 2017 with the donation of a seed of euro 10,000 to get the COSM project started, plus up to euro 20,000 to match each euro donated by other stakeholders.

So far, the COSM project has been backed by Microsoft, Collabora, the UK Government Digital Services, CIB, the European Commission’s StandICT project and Open-Xchange. The money has been used to pay an editor to finalize the ODF 1.3 specification and manage it through the OASIS review and ratification process.

Major new features of ODF 1.3 are digital signature and OpenPGP-based XML encryption of documents, plus several improvements to features already available in ODF 1.2 like new polynomial and moving average regression types for charts, a new specification for number of decimal digits in number formatting, a special header/footer style for first page of documents, contextual spacing for paragraphs, additional type argument values for the WEEKDAY function, and the new text master template document type. Most of these new features have been contributed by developers at CIB, Collabora, Microsoft and The Document Foundation.

“The third revision of ODF is now well on the way to becoming a ratified standard and confirms that the crowdfunding approach TDF seeded at COSM is an effective way to have the open document standard maintained without needing a deep-pocketed international corporation behind them”, said Thorsten Behrens, TDF board member.

Videos from LibreOffice Conference 2019: OpenDocument Format

LibreOffice can open documents in many formats, including Microsoft Office files (.docx, .xlxs, .pptx). But it’s native file format is the fully open and standardised OpenDocument Format (ODF). At the recent LibreOffice Conference 2019 in Spain, community members gave presentations about news and updates for ODF. So, here are the first videos from the presentations (use headphones for best audio quality).

Firstly, Marina Latini and Italo Vignoli explain the COSM project – the Community of ODF Specification Maintainers:

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Version 1.3 of the ODF specification is being developed, and Michael Stahl provides some technical background:

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Finally, Svante Schubert introduces the new ODF Toolkit from The Document Foundation:

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Keep checking the blog – and our Twitter and Mastodon accounts – for more videos in the coming days and weeks!

#IDAD, International Day Against DRM

Today we are celebrating the International Day Against DRM.

DRM, or Digital Rights Management, is a set of access control technologies for restricting the use of proprietary hardware and copyrighted works, by controlling the use, modification, and distribution of copyrighted works. Instead of educating users, companies prefer to restrict them from exercising their legal rights under the copyright law, such as backing up copies of CDs or DVDs, lending materials out through a library, accessing works in the public domain, or using copyrighted materials for research and education under the fair use doctrine.

DRM is an epidemic spreading across the Web, infiltrating homes, classrooms, workplaces, and just about everywhere else users can go. Tools, technologies, books, games, movies, and music are coming to us locked down with DRM, whether they are streaming or claim to be locally hosted.

DRM can be associated to document lock in by means of pseudo-standards. They are both hidden to users and reduce their freedom as they make sharing contents – even when fully legitimate – completely or partially impossible.

The Document Foundation supports the International Day Against DRM as part of its daily fight to make content sharing available to all individuals, and to educate them to adopt open standards to foster innovation.

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