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Who Says You Can’t Use Microsoft Word To Do XML?

by Scott Abel

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Editor’s Notes
Although MS Word® can generate XML, it should not be considered any kind of a robust XML authoring tool. Instead, its XML features are best for use with other Microsoft Office applications. However, because XML authoring is gaining in popularity, new XML authoring software tools and utilities are coming to market. In this article, Scott Abel looks at using MS Word for XML and takes a closer look at one alternative XML solution from a Microsoft partner that uses Word’s familiar interface.

It’s a fact: Microsoft Word is a Word Processor. Two more facts. Microsoft has not marketed Word as an XML editor. And, they don’t plan to. Why? Because MS Word is not an XML authoring tool, no matter what your IT team believes. While Word may indeed understand and use some XML, it doesn’t use XML in the way technical communicators need it to. Instead, it uses XML to transfer information back and forth between MS Office products. Useful? Yes. XML authoring? Not even close.

With that said, it’s also a fact that XML authoring tools like XMetaL and Arbortext can do what Microsoft Word alone cannot (even in the newest version of MS Office for Vista). But that doesn’t mean you have to switch to a totally new XML authoring environment in order to enjoy the benefits of XML. Nor does it mean that your staff will need to continue creating documentation the old-fashioned way. A new breed of tools – called XML word processors – can help you develop structured XML content (even DITA content!) without the need to switch to a new, unfamiliar XML authoring environment.

One such product is XPress Author for Microsoft Word, an authoring tool that empowers writers to create structured XML content by providing a “guided authoring” environment inside the familiar MS Word interface. XPress Author, created by Microsoft partner, In.Vision Research, hides the scary stuff from authors and minimizes changes to the content creation process. The software provides authors with a sense of familiarity and security by leveraging the power of the familiar Word interface.

Authors who don’t need to be down in the XML trenches will undoubtedly find the product easy-to-use. Because the authoring environment is Microsoft Word-based, the change management issues normally associated with moving to XML authoring are minimized.

Tools such as XPress Author enable organizations to leverage XML across the enterprise. Everyone in the content production food chain — from administrative assistants to CEOs — can create XML content without ever learning about things like DITA, XSLT, and ANT.

About the Author

Scott Abel is a content management strategist whose strength lies in helping organizations improve the way they author, maintain, and deliver their information assets. Scott’s website,The Content Wrangler, is a popular resource for professional communicators who value content as a business asset, worthy of being managed. A founding member of Content Management Professionals, Scott currently serves as executive director of the organization. Contact: or +1 317.466.1840.

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