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Using Office Documents in a Web World

Using HTML and Office Document Formats

Many organizations publish both HTML and Microsoft Office documents on their intranets. In Office 2000, users create HTML and Office documents with the same tools. Office 2000 also includes a Microsoft Office Web Components feature, which allows users to manipulate Excel and Access data directly in their Web browsers.

When you develop an intranet, HTML often provides the most effective means for broadcasting information across different platforms. For example, many organizations distribute company policy manuals, directories, or product information forms in HTML.

Office document formats are typically more efficient for distributing information that is developed collaboratively and changes frequently. For example, a team of individual contributors might develop a business plan with detailed schedules and financial analyses by using Microsoft Word and Microsoft Excel. Office features such as revision marks and version tracking are critical in this context.

Office 2000 is a flexible and robust tool for creating content either in Office document formats or in HTML — or for going back and forth between these formats. Office documents can be saved in HTML format and then reopened in an Office application without losing any features supported by native Office document formats.

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Deciding between Office document formats and HTML

Because Office 2000 includes extensive support for HTML, users might wonder whether every document stored on the server should be converted to HTML format. Although HTML does offer a convenient format for sharing across different operating environments, using a native Office document format provides Office-specific advantages.

Web servers can maintain documents in both formats, even when users use binary files exclusively. In fact, the binary format has superior formatting capabilities when viewed in Office applications and has property tags that allow for easier searching. Microsoft Office Server Extensions (OSE) features make publishing and sharing documents on Web servers as easy as collaborating on a network share, so users can save documents in the best format for their needs.

The following table summarizes common business tasks that you might perform on an intranet by using HTML or Office document formats, or both.

To accomplish this task Use this format
Disseminating information quickly to large audience HTML or an Office application.
Distributing information in a slide show HTML or Microsoft PowerPoint 2000. When you save a PowerPoint presentation in HTML format, users can use outline and navigation controls to view slides in a Web browser.
Searching documents for specific content HTML or an Office application. The OSE search feature allows users to search published documents. Office applications allow similar search flexibility.
Distributing documents for review HTML or an Office application. OSE or Microsoft FrontPage Server Extensions simplify posting to a Web server. Documents can also be shared and routed in an Office document format.
Discussing documents HTML or an Office application. OSE allows threaded discussions in both HTML and Office documents. Office documents can include embedded comments.
Authoring documents collaboratively Office applications only. Word and Excel include change tracking and version tracking tools.
Analyzing data HTML or an Office application. The Office Web Components feature allows interactive data manipulation in a Web browser. Excel and Microsoft Access include additional tools for analyzing data.
Gaining quick access to enterprise data Office application recommended. Office includes data access tools such as Web queries, Microsoft Query, and ODBC. Data access through HTML requires advanced programming knowledge.
Creating documents with flexible, easy­to­use features Primarily Office applications. Most HTML output is static; however, Office Web Components provide more options for interactive content.

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Specifying HTML as the default file format for Word or PowerPoint

If you’ve decided to standardize on the HTML format for Word or PowerPoint documents, you can use a system policy to set HTML as the default format for your users.

To specify HTML as the default file format for Word

  1. In the System Policy Editor, double-click the Default User icon.
  2. Click the plus sign (+) next to Microsoft Word 2000.
  3. Click the plus sign next to Tools | Options.
  4. Click the plus sign next to Save.
  5. Select the Save Word files as check box.
  6. Under Settings for Save Word files as, select Web Page (*.htm, *.html).

To specify HTML as the default file format for PowerPoint

  1. In the System Policy Editor, double-click the Default User icon.
  2. Click the plus sign (+) next to Microsoft PowerPoint 2000.
  3. Click the plus sign next to Tools | Options.
  4. Click the plus sign next to Save.
  5. Select the Save PowerPoint files as check box.
  6. Under Settings for Save PowerPoint files as, select Web Page (*.htm, *.html).

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See also

OSE can be installed on a Web server on your intranet to support publishing and collaboration in Office and HTML documents. For more information, see Installing Office Server Extensions.


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Friday, March 5, 1999
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