Imagine a world without Word

Agencies might have to find other word-processing programs, observers say

This story has been modified since its original publication to correct erroneous information. The Joint Forces Command considered using Sun's OpenOffice on a project, but officials moved the project to another agency.

Will federal agencies need to start looking for new word-processing software to prepare for the day when they can no longer buy the nearly ubiquitous Microsoft Word? Although most experts say that's unlikely, it is possible now that Microsoft is fighting a patent-infringement ruling.

4 alternatives to Microsoft Word

Corel’s WordPerfect Office X4
Features: Works with Microsoft Office files including Word document files. Works with more than 60 file formats, including open standards such as Office Open XML and OpenDocument Format. WordPerfect’s Reveal Codes feature lets users view and change formatting; special features for legal work, including custom pleading formats.

System requirements: Windows Vista or Windows XP; 256M RAM; 466 MHz processor, Pentium III recommended; 600M hard disk space for full installation; CD-ROM drive; mouse or tablet; Internet Explorer 6.0 or higher.

Price: $249.99

Sun Microsystems’s StarOffice 9
Features: Web-based word-processing program called Writer works with OpenDocument Format and Microsoft Office 2003 formats.

Requirements: Supports Windows, Linux and Sun operating systems. Designed to work with most Web browsers.

Price: $35

Sun Microsystems’s OpenOffice
Features: A free version of StarOffice, available at the Web site.

Requirements: On a Windows machine, it requires Windows 2000/XP/2003/Vista; 256M RAM (512M RAM recommended); at least 650M available disk space for a default install via download. After installation and deletion of temporary installation files, will use approximately 440M disk space; 1024 x 768 or higher resolution with at least 256 colors.

Price: Free from

Google Docs Standard Edition
Features: Free Web-based word-processing software and spreadsheet available as a download from Works with Microsoft Word documents, Sun’s OpenOffice, .rtf and HTML files. Multiple users can work on the same document at the same time.

Requirements: Google Docs has some file size limitations: Each document can have a maximum size of 500K, plus as much as 2M per embedded image. It’s designed to run on most Web browsers.

Price: Free download, included free with Google Apps suite.

A federal judge recently ordered the software giant to stop selling its flagship word-processing software because of what the plaintiff, i4i of Canada, called a willful infringement of one of its patents.

Microsoft has filed an emergency stay. But for argument’s sake, imagine a federal government sans Microsoft Word. That familiar desktop icon of a blue "W" in a white box would vanish. What would the government do?

Alternatives to the popular Microsoft package are readily available, some of them for free. Google Docs, Sun Microsystems’ StarOffice and OpenOffice, and Corel’s WordPerfect offer similar functionality to Microsoft Office products.

But many users are familiar with Word's capabilities and quirks, and agency acquisition officials are accustomed to buying Microsoft products. “Taking away the choice of Word forces an alternative that many will not be ready for,” said Sheri McLeish, an analyst at Forrester Research. The licensing fees for the alternative products might be lower, but they have hidden costs — for support, migration and content remediation — that add up, she said.

Furthermore, many government agencies have enterprise license agreements with Microsoft that let the agencies add new copies of software as needed by paying a flat rate for the whole agency. At least one analyst believes those contracts will remain in effect even if the courts ultimately forbid Microsoft to continue selling Word.

“Once you have a license, you have a license,” said Scott Orbach, president of EZ GSA, adding that any licenses that were sold and already in use would probably not be subject to the injunction.

Orbach contrasted the Microsoft case with a recent copyright violation involving and its Kindle electronic book. In the United States, a book’s copyright falls into the public domain after 100 years from its original publication. In Canada and England, however, it only takes 50 years. Amazon was selling U.S. customers a Canadian version of George Orwell’s “1984” for a public-domain price of 99 cents. When Amazon found out that it had infringed on a copyright, it deleted all the 99-cent copies of the novel from U.S. Kindles. Users who went to read the novel on their devices could no longer find it.

Microsoft won't do that with its enterprise license agreements, Orbach said. It won't pull copies that customers have already bought.

Other analysts say Microsoft might choose to remove the Extensible Markup Language components that infringe on i4i's patent and sell new versions of Word without them.

And Microsoft Word, though popular, is not the exclusive word-processing software of the federal government. For example, the Joint Forces Command considered using OpenOffice for a small experimental project, said Kathleen Jabs, a spokeswoman at the command. However, the project was moved to another agency.

About the Author

Trudy Walsh is a senior writer for GCN.

Cyber. Covered.

Government Cyber Insider tracks the technologies, policies, threats and emerging solutions that shape the cybersecurity landscape.


Reader comments

Mon, Aug 24, 2009 Amanda Canada

You might want to check your copyright information. Canada's rules are life of the author plus 50 years, not just 50 years after publication. The US's rules are life of the author plus 70 years. Only in the case of something created by a corporation is copyright extended beyond that.

Sun, Aug 23, 2009 HereAndNow

Federal agencies should focus their energy (and budgets) on implementing IT solutions that deliver: 1. open standards & document/media formats. 2. OS independence (Windows, OS X, Linux, ...). 3. device independence (smartphones, notebooks, ...). This will ultimately lower costs (good for taxpayers) & increase flexibility.

Sun, Aug 23, 2009 HereAndNow

Federal agencies should focus their energy (and budgets) on implementing IT solutions that deliver: 1. open standards & document/media formats. 2. OS independence (Windows, OS X, Linux, ...). 3. device independence (smartphones, notebooks, ...). This will ultimately lower costs (good for taxpayers) & increase flexibility.

Fri, Aug 21, 2009 Scott Doty Santa Rosa, California

Ms. McLeish's comment is misleading, and I would suspect that you excluded other comments from her that she would have said in balance. When she says "there are hidden costs", I suspect she would have also said "but they are more than made up for by the cost savings, as well as breaking free of a company that has been adjucated as a monopoly." Or words to that effect. Because saying it the way you reported would be FUD, and this isn't the first FCW story that I've seen FUD in. Of course, if Ms. McLeish really *did* give you the "hidden costs" FUD quote w/out balancing it with the realities of moving to FOSS in the Fed gov't...well then, shame-shame on her. Regards,

Fri, Aug 21, 2009 IT Drone USA

Quite frankly, for 99% of the work being done in an Office suite, Open Office would be the perfect solution. It is not any harder than the Microsoft suite and will save to the MS.DOC format if one really needs to. Years ago, when we transitioned from WordPerfect to Word, people whined they would never be able to learn it. They did and quickly, too. Best part--it would save millions in purchases and lease arrangements; in addition, the IT people would no longer have to worry about whether or not their licensing paperwork is in order.

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