Switch Week : Export your iWorks documents.
Feb 22You might not know it, but one of the greatest ways to sell an application is not only by making it a very good application, but also by using an enclosed file format. Its funny, but the majority of decisions in small businesses of whether to migrate to a newer version of office, is fuelled by the argument that “other people use office an its needs to be compatible”. That way a commonly present, closed file format used by a certain number of users ..ensures long time sales of your product.
With Pages Numbers and Keynote, Apple chose their own file formats to use. That also creates kind of a “legacy” problem. Part of that problem is that you need to be able to open / share your documents with other iWork suite users and part of that is that you need the iWorks suite to be able to open your own documents. Being able to break free from that locked in loop gives you the flexibility not only to exchange documents with others who do NOT have the iWorks suite, but also to make sure you can open those documents on your other computers that aren’t macs.
How to do it.
iWorks documents don’t ‘slide’ very well across operating systems. iWorks suite is capable of opening .doc .xls .ppt .rtf and .txt formats from other programs like the Microsoft Office suite and Openoffice (beware : Open document format is NOT supported). The other way around is a lot harder : No applications outside the iWorks suite are capable of opening and editing Apples closed iWork suite file formats.
What is the workaround.
Luckily there are the EXPORT options that allow you to ‘export’ your iWorks spreadsheet, document or presentation to a more open file format so you can open them up with non-iWorks applications.
supported formats – suggested formats
Pages documents can be exported to.
- DOC
- RTF
- TXT (not all versions of iWorks support this)
Depending on the file format you export to you will loose more functionalities and layout options. The PDF export gives you a document with all the layout but without the ability to edit, the other file formats have less and less of the .pages layout and markup options in favor of being able to edit the text.
Numbers spreadsheets can be exported to :
- XLS
- CSV
The same is true here, the farther you go down the list the less functionalities you can export. PDF gives you a read only document, XLS gives you the ability to open and edit the document in applications like Excel, Google Drive and Open Office. You might still have your graphs and pie charts but they won’t look as nice. With CSV you export your spreadsheet to a flat file with all your data separated by comma’s.
Keynote presentations can be exported to :
- PPT
- Quicktime
- HTML (not all versions of Keynote support this)
- Images
With Keynote you can export your presentation to static images, or a pdf document or to a Quicktime movie giving your viewers the total presentation experience. Only when you export to .ppt will you be able to edit your presentation slides. When you do the latter you will loose some of the mark-up or effects of your presentation.
You win some you loose some.
With an “export” you go down to the lowest common denominator of functionalities between the different applications. Whatever .pages can do with a document that Word cannot .. Will be lost. Most of the times your documents will still be editable but they need “touching up” after the exports. Other times you might find that certain transitions or effects that are unique to the iWorks suite are completely gone or do not work.
Be open in the choice of your applications.
So if you don’t want to go live in proprietary-file format-purgatory we suggest using “open” applications as much as possible. Openoffice and Google Docs are largely geared towards cross platform availability AND the ability to be compatible with many other ‘office like’ applications. If you have to share your documents with others, be polite and use “open” file formats like .pdf .doc .odf and even .rtf .html or .txt. This way you assure that the other party can read (and if needed, edit) your document without having to run to the store to buy iWorks (and quite possibly a new Mac). Using open filestandards shows “digital maturity” and ensures that you can still open that essay that you wrote on your old mac .. on your brand new Chromebook, Windows Tablet or Linux PC.
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Switch week : Export iPhoto back to files in folders.
Feb 18Iphoto is a great application. It organises your pictures, lets you tag people, add geotags and use tons of effects and sliders to make you aunt Joe look like the witch from the Wizard of Ozz. iPhoto is also good at something else : keeping your photos … in iPhoto. All cool and dandy until you want to access them from a machine .. that isn’t a Mac. iPhoto (just like iTunes) are proprietary applications that lock in your data into their database/filestructure. That’s cool if it helps them do their thing .. but what if you want more “freedom ?”
So lets spring your data.
But where are you going to put them ? That’s a good question. My philosophy here is that your data should be freely accessible by multiple operating systems, from multiple locations and multiple applications. This makes the obvious solution an organised file structure using files and folders on a network share.
What do you have to loose ?
You can loose some of that ‘extra data’ some applications add to files. iPhoto writes metadata like face recognition data and other tags in a different location (so not INSIDE the picture information) So you might end up loosing some of that data. It might be a price that is too high to pay to set your data free.
What do I use to export ?
The name of the application we suggest (for OSX of course) is not very original : “iPhoto export all events” does what it says it does. It takes your iPhoto library and exports the pictures in a folder structure based on your different events. There are 2 versions of the application (one where the folder structure is based on the names of your events the other one where it adds the event date in front of the folder name ) Its an older app, its free .. but it works.
So now what ?
Your pictures are free ! Yeey ! Time to go looking for a photo management application that does NOT try to slobber up all your files in one giant database. We will probably get into a cross-platform friendly list in a later post so in the meantime … stay sharp !
Links : iPhoto Export all Events.
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The Sky is the limit with Skydrive and ‘office for free’.
Mar 05You have heard us rave and rant about several “Office” alternatives on the Knightwise.com blog many, many times. To be honest, anything that could get us away from the highly OS-centered clusterf*ck that was called ‘Office’ was a good excuse for an article. We’ve taken you on journeys to the cloud and explore GoogleDocs, we have given you amazing alternatives like Openoffice and Libreoffice .. we have even herded you towards the command line to type out your contribution to this existential plain using a command line only application. Let’s face it : Ever since that nosy paper clip told us like it “LOOKED” like we were writing a letter .. we have gone off the deep end. .
So to be consistent we are going to do something completely different today. We are going to chase you back into the cloud towards the plains of Redmont to get the most out of you free skydrive. Yes, that magical place in the cloud where you can store your favorite cartoons of Bill and Balmer dancing in pink tutu’s, that place where you store those “pie in the sky”-charts away from the wretched claws of your dying harddrive .. that place .. that you have hardly visited after opening up an account 6 months ago. However .. that is about to change because we are about to tell you some cool things you can do .. with your skydrive (aside from storing documents in the cloud .. of course)
Create documents : The coolest feature that Microsoft would like you to not know about is that you can create and edit documents in your skydrive for free using the web based versions of Office. This is a pretty spiffy alternative for those among you who don’t want to spend the 100 dollars a year on Microsofts new SUBSCRIPTION based model of office, but still won’t go that far as to use GoogleDocs or another product.
Share and collaborate with others : Just like Google Docs skydrive gives you the ability to work together with others as you are writing the next Twilight-killer novel. Because you still want a Social life you can use some granular security settings to define who you want to be able to access those documents.
Access files on your home computer : For this one your computer needs to be ON and needs to be a Windows machine running the skydrive client. You can log into the skydrive web interface and rummage around on your home harddrive without ever having to leave wherever you are at that very moment. (That IS the whole point of working remotely.)
So you ready to get started ? Get your skydrive account here and dive into this PCWORLD article on “Getting started with Skydrive” and embrace the power of clippy once more.
