ffice suites have become the norm
during the nineties by offering a bundle of software applications at an
affordable price. In today’s business world, "small business" and "small
budget" go hand in hand. The key to growing your small business and
ensuring its success, in my experience, is to apply the necessary tools
that you need. Having the latest technology and spending a fortune
on top-of-the-line software is not worth much, if it cannot be utilized to
its full capacity. It is absolutely meaningless if it cannot generate
business for your establishment. As an accountant, the ability to crunch
numbers may give me an edge professionally and financially, but my
marketing efforts and relations with my clients determine whether my
practice will succeed. These factors apply to any business.
Microsoft Office 2000 is
the latest breed of application suites for the millennium. There are five
versions available: Standard, Small Business, Professional, Premium and
Developer edition. Much has been written about the suite over the past few
months, yet the "Small Business Tools" section remains largely overlooked.
While I will deliberate on the enhancements provided from its predecessor,
Microsoft® Office 97, the focus will be on the Small Business Edition
(SBE) and the Small Business Tools, keeping with the theme of the article.
What to expect
While there is no denying its productivity
enhancements and new features, if you are expecting a major facelift or
breakthrough in technology when you purchase your copy of Office 2000, you
might be a little disappointed. The application software market is
bombarded with "JoeAverage 2000" products and suites, thus creating a
marketing blitz and Himalayan expectations. I am not saying that
Office2000 is not a great product or upgrade. My only advice to you, the
accountant or consumer, is to become aware that Office2000 has yet to
achieve perfection. Now that I have established this opinion, we can
analyze Office 2000 objectively.
Office97 vs. Office2000 showdown
Office 97 revolutionized and
dominated the market in the past few years. So how does one improve a good
thing? For starters, integrate it with the World Wide Web. The emergence
of the Internet has changed the concept of business without boundaries or
limitations. Office 2000 has the ability to save documents in HTML format
without changing its original formatting, allowing other users with a Web
browser to share information. This is known as the Companion File Format.
Editing capabilities for Web pages are flexible within the Office
environment, via the Edit button from Internet Explorer 5 and accesses the
program where the HTML document originated, e.g. Word 2000.
Keep a watchful eye! In the July 1999 issue of PC World, Office 2000 was
criticized heavily for its lack of file compatibility with other
applications. For example, a document created in PowerPoint2000 can be
viewed beautifully in Internet Explorer 5, but which comes out looking
like garbage in Netscape Navigator.
Opening Office 2000 files in other applications such as Lotus SmartSuite displays uneven
formatting and source code nightmares. This will not happen in Office 97
or higher versions. Complex data files also slow down performance. The
conclusion was that the HTML common file approach was a hindrance to Web
page designing, on the basis that not everyone uses a Microsoft browser
or related products. Analyze your needs and preferences when
considering the upgrade.
The whole objective of the Internet is to open the lines of
communication. By utilizing Microsoft Outlook® 5 and Microsoft
NetMeeting®, you can schedule online meetings and conferences over the
Net. Moreover, files can be saved with the appropriate international text
encoding so they can be viewed by any language system throughout the
world. Rather than distribute different language versions for various
countries, Office 2000 comes readily available as a single worldwide
executable application. There is no longer the six months wait for that
French version to be available. Multilingual users will appreciate this
global enhancement.
Other nifty new features include the multiple-item Copy and Paste
function. Up to 12 items can be pasted collectively or individually from
its clipboard. Self-repairing utilities are indeed a blessing, as these
fix corrupted or deleted files and repair them for smooth maintenance.
File menus can be personalized by assessing which commands are accessed by
the user, thereby displaying more frequently used commands on top, and
hiding the rarely used ones. File Open and File Save contains a Places bar
displaying folders such as Favorites, My Documents and History, in
browser-like fashion. Documents can be sent via e-mail, which is
integrated within Office 2000. For security measures, digital signatures
can be added to Office documents. For the IT junkies, programming with
Visual Basic® for Applications and Web scripting with the Microsoft®
Script Editor should keep the user tickling the ivories with great
satisfaction.
The Small Business Edition
Office2000 SBE contains the following
applications: Word 2000, Excel 2000, Outlook 2000, Publisher 2000 and the
Small Business Tools. I chose to highlight this particular edition because
I wanted to focus on the applications that most people use, no
matter what type of small business you pursue. My colleagues in the
accounting realm (sole practitioners and small accounting practices)
mainly use Word or Excel. It is rare to see Access or PowerPoint being
used at full capacity, if used at all, so please do not mistake my
omission of these applications, including FrontPage2000 and PhotoDraw2000,
as a snub. I would also like to point out that every small business
struggling to succeed needs the basic tools to get started, even if
cost-cutting measures are implemented. Hence, the Small Business Edition
is ideal. The following is a synopsis of each application.
Word 2000
Word 2000 stands tall as a word processor. In a
technical sense, your writing style may actually improve with the
assistance of automation tools, templates and document wizards. Macros can
be written and edited for Visual Basic for Applications.
Multilingual capabilities are the icing on the cake. Customizable
features allow Word 2000 to support editing and displaying documents in
over 80 languages. All language versions can detect more than 20 languages
and the English version can easily spell and grammar check English, French
and Spanish. Office2000 Proofing Tools (an add-on kit sold separately for
additional languages) provides for an amazing multilingual environment by
incorporating multiple spelling and grammar checkers, in conjunction with
the automatic language detector. By doing so, documents can be written in
more than one language and edited accordingly.
Excel 2000
Updates include Euro currency symbol and ISO code
standardization. Major advances in HTML file formatting allow Excel files
to be published as Web pages by taking advantage of its components (i.e.
Spreadsheet, Chart and PivotTable). PivotChart graphically displays data
from PivotTable reports. Excel spreadsheets can be e-mailed directly from
the program. Importing data is more flexible from other database
applications, such as Access 2000, SQL Server and OLAP.
Outlook 2000
Outlook 2000 combines a contact management system
with e-mail capabilities. Features include a preview pane, AutoDetect
connect, junk e-mail filters and filtered mail merge. For the IT
administrators, customizable programming is possible with Visual Basic®
for Applications, as well as other component object model add-ins (e.g.
C++) to write extensions to Outlook 2000. Trade magazines still rank it
behind other notable applications, such as GoldMine or Symantec ACT!, in terms of flexibility
and performance. However, for a sole practitioner, such as myself, Outlook
2000 and its counterpart Outlook Express 5 are easy to use and suitable
for my practice.
Publisher 2000
For creating professional-looking brochures,
newsletters and other marketing materials at a fraction of the cost,
Publisher 2000 offers improved templates, wizards and color schemes.
Publishing can be done from a desktop printer, commercial-printing
services or on the Web. New wizards include Quick Publication and Catalog
for product catalogs and single-page documents. There are also sixty
customizable color schemes with which to work and commercial printing
support (i.e.4-color process separations and spot color). Over 2,000
publication templates, 40 design sets, and a vast assortment of clip art,
photographic images and animated GIFs accompany Publisher 2000. While huge
strides in innovation have been accomplished since Publisher 98, it is
still not as user-friendly as it looks. Personally, I have an easier time
creating a newsletter or brochure in Word 2000.
Small Business Tools
This program is the most underrated and
overlooked aspect of Office 2000 because not many IT magazines focus on
it. Owner/managers (your clients) will be able to keep track of their
customers, locate reference information and create financial reports, such
as A/R, A/P and cash flow projections. Accountants and consultants can use
these tools as a value-added service, especially with components like
Business Planner and Buy vs. Lease Wizards to analyze appropriate
financing requirements. There are four Small Business Tools categories,
which is a vast augmentation from the Office 97 version:
Small Business Customer Manager
Combining data retrieved
from Outlook and accounting data, this application manages customer and
financial information in a single database. With the assistance of
database wizards and import utilities from accounting software, there is
no need to retype repetitive permanent information. Security measures
include password protection, three levels of permission access and user
logons. In addition, certain tasks can be automated by creating Office
documents with pre-designed templates, mail merging and e-mail/fax
messaging.
Business Planner
The Business Plan Wizard includes articles,
visual interviews and detailed outlines for different sections of the
business plan. In conjunction with Word and Excel, an effective
presentation can be created and modified depending on the target audience
(e.g. a financial loan officer or potential investor). Customizable
templates and Web links to various business resources complement the
program. This tool is a must for any business.
Direct Mail Manager
If your client is heavily involved in
high volume sales or wants to market a new product, this tool may come in
handy. The Direct Mail Manager can produce direct mailing lists and
documents by importing address lists from your system. Printing options
can be done in-house, or via links to external third parties that offer
these services, some at discounted prices. Notable features include online
access to mailing list providers, importing various file formats (e.g.
Access, Excel, Word, SQL, Outlook), choice of media type (i.e. envelopes,
labels, flyers or postcards) and mail merging.
Small Business Financial Manager
Similar to the Customer
Manager, the Small Business Financial Manager uses Excel to create a
financial database originating from data imported from accounting
software. Reporting wizards lend a great hand to clients who are not well
versed in accounting terminology and concepts. Various financial reports
include balance sheet, income statement, trial balance, cash flow, sales
analysis and ratios. This tool may seem tame to accountants, yet can be a
monumental education for your clients by keeping them informed on their
financial status. Other reporting functions include industry
classifications, key ratio comparisons and growth estimates, as well as
assorted wizards (e.g. projection, what-if analysis, buy vs. lease
comparisons and customizable charts and graphs). I tried this with Simply
Accounting –> v 6.0 files imported nicely, but v 7.0 files were not
recognized. It is annoying if Microsoft cannot keep up with the latest
versions, so consult the Help function to see if your accounting software
data can be imported.
Suite and sour
Overall, Office2000 SBE is a welcome addition to
your arsenal of computer software, therefore upgrading makes good sense.
As usual, with Microsoft products, there is always a Catch-22 situation. I
have two major grievances. The first being the choice of applications and
the second is with hardware requirements. Many small businesses use
PowerPoint for presentations, therefore omitting it from the Small
Business Edition becomes a complete paradox. PowerPoint is included in the
Standard Edition, yet Small Business Tools is included in every edition
but Standard. My preferred choice would be to combine the Standard
and Small Business versions as one comprehensive unit. Secondly, it is of
little concern to me as to what specifications are labeled on the package.
Should you wish to operate Office 2000 adequately, ensure that the
computer in use has sufficient clock-speed and lots of RAM. For pricing
information and available versions, visit the Microsoft® Office 2000
website.
Product specifications
Office 2000 has the following hardware
requirements: