OnlyOffice presents a compelling free alternative to the costly Microsoft Office suite. This open-source software offers a robust set of tools for creating and editing documents, spreadsheets, and presentations, rivaling its proprietary counterpart in functionality and compatibility. This article delves into the features and capabilities of OnlyOffice, exploring its strengths and limitations.
Getting Started with OnlyOffice
Upon launching OnlyOffice, users are greeted with a clean interface. The left-hand menu allows for creating new text documents, spreadsheets, and presentations. While lacking a database equivalent to Microsoft Access, OnlyOffice seamlessly imports existing files from local or network drives via the “Open local document” option. Document management is handled through tabs by default. For those preferring separate windows, simply drag a tab out. Switching between documents is also possible using Alt-Tab. The program settings offer flexibility to configure whether files open in new tabs or separate windows.
Seamless Compatibility with Microsoft Office Formats
Importing different layouts usually works without any problems in the Only Office word processor. Columns and missing fonts sometimes slip out of place.
OnlyOffice excels in its compatibility with various file formats, including Microsoft Office (DOC, XLS, PPT), Open Document Format (ODF), Rich Text Format (RTF), Adobe Acrobat (PDF), and XML. Word files import flawlessly, provided the necessary fonts are installed. In cases of missing fonts, substitutions might occur, potentially affecting the layout. Defining a standard font for collaborative work is recommended to maintain consistency. Excel files are also readily imported, preserving most formulas and calculations. However, certain features like geographical data referencing online databases are not yet supported. Some chart types, special characters, and emojis from newer Excel versions might also present challenges. While mathematical operators in formulas may initially be hidden, they can be manually displayed through the “Insert” tab’s “Equation” button, a feature also available in the text editing and presentation modules.
Expanding Functionality with Plugins
Plugins can be used to quickly extend the functionality of Only Office programs.
OnlyOffice’s plugin system allows for easy extension of its core functionality. Accessing the “Plugins” menu offers a range of extensions, including integrations with ChatGPT, Zoom, and DeepL. Some plugins, like ChatGPT, require API keys accessible through the software settings. Others, such as image editing tools and draw.io, are available free of charge. The open-source nature of OnlyOffice also encourages the development of custom plugins, enhancing its versatility.
Presentation Compatibility and Macro Handling
Microsoft PowerPoint templates can be used very easily in the open source solution and customized for your own presentation.
Compatibility with PowerPoint presentations is generally excellent, with layouts, transitions, and animations largely preserved. However, specific text formatting, such as letter spacing adjustments, may require minor corrections. Macro handling differs significantly from Microsoft Office. While Microsoft uses Visual Basic for Applications (VBA), OnlyOffice employs JavaScript. VBA code is deactivated when importing XLSM files. The “Plugins” area provides access to the “Macro” plugin for viewing and modifying embedded scripts, with further documentation available in OnlyOffice’s help section.
Integrated OCR for Text Recognition
Text recognition from images is possible directly in Only Office using the OCR module.
OnlyOffice integrates an OCR (Optical Character Recognition) plugin for extracting text from images. Supporting JPG and PNG formats, the OCR tool allows users to select the appropriate language and initiate the recognition process. The extracted text can then be pasted into the current document. While PDF files aren’t directly supported for OCR, a workaround involves saving the PDF as a PNG image before processing. Pre-processing scanned originals by increasing contrast and reducing brightness can enhance results. Optimizing smartphone captures by positioning the camera vertically above the document also improves accuracy.
PDF Editing and Annotation
Designing forms is easy with Only Office and offers many options. The finished templates can be used online or exported as a PDF.
OnlyOffice opens PDFs in its built-in viewer, allowing for saving as DOCX for further editing. This works seamlessly for simpler documents. However, complex layouts might encounter formatting issues during conversion. While not a replacement for professional editing software, the integrated PDF viewer allows for markups and comments, viewable and editable in other compatible programs. Saved copies with annotations can be shared via email or stored for collaboration. OnlyOffice also provides a “Form template” function for creating fillable forms, incorporating text fields, checkboxes, menus, and specialized elements for postal codes, dates, email addresses, and phone numbers. These forms can be exported as PDFs, filled out digitally, and shared online or via email.
Online Conversion and Professional Tools
The OnlyOffice website offers additional resources, including online converters for various file formats and templates for different purposes. These converters are free to use and support a wide range of formats. OnlyOffice also offers paid packages for businesses, such as “Workspace,” which can be hosted on private servers or cloud services. These packages include document management, project planning, email, CRM, and calendar functionalities. The open-source nature of OnlyOffice makes the Workspace software freely available on GitHub for companies to install and manage independently.
Mobile and Cloud Integration
The online version of Only Office is designed for document management on the Internet. You also have access to the web versions of the package.
Mobile apps for Android, iOS, Galaxy, and Huawei devices provide access to OnlyOffice on the go, enabling document access, sharing, and editing with cloud synchronization. OnlyOffice also offers its own cloud storage, with a free “Startup” plan providing 2GB of storage and three administrator accounts. The OnlyOffice cloud offers organized document management, project “rooms” with user management, and access to web-based versions of the Office tools, making it ideal for Chromebook users and those requiring access from any internet-connected device. “Connector” solutions facilitate integration with other online services, including cloud storage and WordPress.
In conclusion, OnlyOffice offers a comprehensive and free alternative to Microsoft Office, boasting impressive compatibility, extensibility, and a growing ecosystem of tools and services. While some limitations exist, its open-source nature, active development, and focus on user experience make it a compelling choice for individuals and businesses alike.
