[wordup] We can put an end to Word attachments

[Adam Shand]

I always get frustrated with the Open Source crowd.  I *like* the
article below (which is why I'm sending it out) though, as always, RMS
is a little on the pedantic side things.

However all the complaints on the site consist of "Are you crazy, if I'm
looking for work and I send a response like this back to a potential
employer I'll never get hired!".  Well, sure fair enough, but that's not
the point.  The point is you do what you can when you can.  I've been
telling vendors for years not to send me Excel/Word quotes and to send
me PDF or text instead.  Most of my friends family have been trained (hi
dad :-) to send me text or RTF, etc.

If you think this is a good idea, do it when you can.  When dealing with
vendors you are in a particular position of power (they want you to buy
from them).  Use it, if enough people ask them to stop sending
Word/Excel quotes then it'll be more of a hassle then it's worth and
they'll start sending text/HTML/PDF ones.

So overall, this is just a reminder to people that Word and Excel are
not standard formats.  If you're sending something to someone you don't
know, don't assume they have Word!

Adam.

From: http://www.newsforge.com/article.pl?sid=02/01/10/1711238

We can put an end to Word attachments
Thursday January 10, 12:45 PM EST
By Richard Stallman

Don't you just hate receiving Word documents in email messages? Word
attachments are annoying, but worse than that, they impede people from
switching to free software. Maybe we can stop this practice with a
simple collective effort. All we have to do is ask each person who sends
us a Word file to reconsider that way of doing things.

Most computer users use Microsoft Word. That is unfortunate for them,
because Word is proprietary software, denying its users the freedom to
study, change, copy, and redistribute it. And because Microsoft changes
the Word file format with each release, its users are locked into a
system that compels them to buy each upgrade whether they want a change
or not. They may even find, several years from now, that the Word
documents they are writing this year can no longer be read with the
version of Word they use then.

But it hurts us, too, when they assume we use Word and send us (or
demand that we send them) documents in Word format. Some people publish
or post documents in Word format. Some organizations will only accept
files in Word format: Someone I know was unable to apply for a job
because resumes had to be Word files. Even governments sometimes impose
Word format on the public, which is truly outrageous.

For us users of free operating systems, receiving Word documents is an
inconvenience. But the worst impact of sending Word format is on people
who might switch to free systems: They hesitate because they feel they
must have Word available to read the Word files they receive. The
practice of using the secret Word format for interchange impedes the
growth of our community and the spread of freedom. While we notice the
occasional annoyance of receiving a Word document, this steady and
persistent harm to our community usually doesn't come to our attention.
But it is happening all the time.

Many GNU users who receive Word documents try to find ways to handle
with them. You can manage to find the somewhat obfuscated ASCII text in
the file by skimming through it. There is free software now that can
read some subset of Word documents. The format is secret and has not
been entirely decoded; as long as Microsoft keeps changing the format,
we can't expect these programs to be perfect.

If you think of the document you received as an isolated event, it is
natural to try to cope with it on your own. But when you recognize it as
an instance of a pernicious systematic practice, it calls for a
different approach. Managing to read the file is treating a symptom of a
chronic illness. To cure the illness, we must convince people not to
send or post Word documents.

For about a year, I've made a practice of responding to Word attachments
with a polite message explaining why the practice of sending Word files
is a bad thing, and asking the person to resend the material in a
non-secret format. This is a lot less work than trying to read the
somewhat obfuscated ASCII text in the Word file. And I find that people
usually understand the issue, and many say they will not send Word files
to others any more.

If we all do this, we will have a much larger effect. People who
disregard one polite request may change their practice when they receive
multiple polite requests from various people. We may be able to give
"don't send Word format" the status of netiquette, if we start
systematically raising the issue with everyone who sends us Word files.

To make this effort efficient, you will probably want to develop a
canned reply that you can quickly send each time it is necessary. I've
included two examples: the version I have been using recently, followed
by a new version that teaches a Word user how to convert to other useful
formats.

You can use these replies verbatim if you like, or you can personalize
them or write your own. By all means, construct a reply that fits your
ideas and your personality -- if the replies are personal and not all
alike, that will make the campaign more effective.

These replies are meant for individuals who send Word files. When you
encounter an organization that imposes use of Word format, that calls
for a different sort of reply; there you can raise issues of fairness
that would not apply to an individual's actions.

With our numbers, simply by asking, we can make a difference.

Example No. 1:

You sent the attachment in Microsoft Word format, a secret proprietary
format, so I cannot read it. If you send me the plain text, HTML, or
PDF, then I could read it.

Sending people documents in Word format has bad effects, because that
practice puts pressure on them to use Microsoft software. In effect, you
become a buttress of the Microsoft monopoly. This specific problem is a
major obstacle to the broader adoption of GNU/Linux. Would you please
reconsider the use of Word format for communication with other people?

Example No. 2:

You sent the attachment in Microsoft Word format, a secret proprietary
format, so it is hard for me to read. If you send me plain text, HTML,
or PDF, then I will read it.

Distributing documents in Word format is bad for you and for others. You
can't be sure what they will look like if someone views them with a
different version of Word; they may not work at all.

Receiving Word attachments is bad for you because they can carry viruses
(see http://www.symantec.com/avcenter/venc/data/acro.html). Sending Word
attachments is bad for you, because a Word document normally includes
hidden information about the author, enabling those in the know to pry
into the author's activities (maybe yours). Text that you think you
deleted may still be embarrassingly present. See
http://www.microsystems.com/Shares_Well.htm for more info.

But above all, sending people Word documents puts pressure on them to
use Microsoft software and helps to deny them any other choice. In
effect, you become a buttress of the Microsoft monopoly. This pressure
is a major obstacle to the broader adoption of free software. Would you
please reconsider the use of Word format for communication with other
people?

Converting the file to HTML is simple. Open the document, click on File,
then Save As, and in the Save As Type strip box at the bottom of the
box, choose HTML Document or Web Page. Then choose Save. You can then
attach the new HTML document instead of your Word document. Note that
versions of Word change in inconsistent ways -- if you see slightly
different menu item names, please try them.

To convert to plain text is almost the same -- instead of HTML Document,
choose Text Only or Text Document as the Save As Type.

Example No. 3:

Here's another approach, suggested by Bob Chassell. It requires that you
edit it for the specific example, and it presumes you have a way to
extract the contents and see how long they are.

I am puzzled. Why did you choose to send me 876,377 bytes in your recent
message when the content is only 27,133 bytes?

You sent me five files in the non-standard, bloated .doc format that is
Microsoft's secret, rather than in the international, public, and more
efficient format of plain text.

Microsoft can (and did recently in Kenya and Brazil) have local police
enforce laws that prohibit students from studying the code, prohibit
entrepreneurs starting new companies, and prohibit professionals
offering their services. Please don't give them your support.

Copyright 2001 Richard Stallman
Verbatim copying and distribution of this entire article are permitted
without royalty provided the copyright notice and this notice are
preserved.