Windows Vista/Windows 7 and Microsoft Office 2007, 2010

What is Windows 7?  Windows 7 is the latest version of Windows, the operating system that runs everything on your computer.  It is the replacement for Windows Vista.  While it is based on Vista, it has a number of improvements that make it worthwhile to consider.

What is Windows Vista?  Windows Vista is the previous version of Windows, It had a number of new features, improved security, and a better overall organization than Windows XP, but also had several drawbacks.  Windows Vista got a lot of bad press, but most of it was undeserved.  The biggest problems were that it was a memory hog and some of the security improvements created problems with some older programs.  In addition, since Vista was a complete rewrite (not just an upgrade), some things worked "differently", again creating issues.  One of these that really annoyed me was the way that Vista handled CD and DVD burning made obsolete all older versions of software for these functions.  You needed to purchase new software.

What are the advantages?  Windows Vista and Windows 7 offers several improvements over Windows XP:

• Enhanced security and reliability.  Vista has an improved firewall as well as an integrated anti Spyware capabilities (Windows Defender).  In addition, unlike ANY earlier version of Windows, users, even administrators, run with reduced privileges.  In this way, unauthorized changes to the system (such as "drive-by" installations of spyware), are prevented.
• Enhanced searching.  Vista includes a vastly improved desktop search function, reducing or eliminating the need for third-party search programs (such as Google Search).
• Improved backup and restore functionality.
• Shadow copy and previous file versions.
• File and Settings virtualization - Some older software programs would fail to work properly in Windows XP because the program would try to save some information in a place that XP would not allow it to.  For example, even Word 97 (a Microsoft program) was designed to save the Normal Template (upon which all documents were based) in the Program Files Folder.  If a user was not an administrator, the user did not have permission to write to this folder, and the save would fail.  Later versions of Office changed where the program saved files such as these, but the issue still exists.  The only way to avoid the problem was to grant administrator privileges to all users, a serious security risk.  Vista has the capability to recognize when a program is trying to save something in the wrong place and transparently save the information someplace else (called a virtual store).  Theoretically, this should IMPROVE compatibility with older programs, but Vista still has some compatibility issuse.
• "Improved" user interface.  Vista's user interface (coupled with the search capabilities) provides for a more "user friendly" environment.
• "Improved file structure.  I always thought that the use of MY in everything (My Computer, My Documents, etc.  was banal, and actually made a number of administrative tasks more difficult (since command line typing of folder paths with spaces in them is a problem).  Vista eliminates this and uses only Computer, User, Documents, etc.  Which makes much more sense.  In cases where poorly written software insists on using the old locations, Microsoft helps in this process by using "junctions", virtual pointers that allow software to save to old locations, and Vista seamlessly puts the files in the right place.  HOWEVER, (see below).

In addition, Windows 7 has the following improved features:

• Windows 7 introduces the concept of "Libraries." Simply stated, a Library is an aggregation of locations that contain similar types of files. It is not a separate location, but just pointers to other locations.  For example, the Documents library is a place where you can see all of the files in your My Documents folder and the Shared Documents folder together and yes, the "My's" are back to distinguish them from the libraries).  You can add other locations to the library, such as a folder on your desktop that also contains documents.  By default, Windows has libraries for Documents, Music, Pictures, and Videos, but you can create more if you wish.
• The backup program is finally something worth while.  As you know, backup is very important (you do back up regularly, don't you?).  Finally, with Windows 7, the built in backup is present even in the Home Premium version (which is what I recommend for most individuals).  When run, Windows will back up everything of importance (documents, pictures, etc., as well as email, contacts, etc.) for all of the users on your computer.  If you wish, you can customize what is backed up.  In addition, if there is enough room on your backup drive, Windows Backup will create a complete hard drive image.  This can be used to restore your computer completely in the event of a failure, saving a lot of headache.
• Windows 7 also introduces the concept of the HomeGroup, which enables users to more easily share files and printers within a home (or small organization), as long as everyone is running Windows 7.  I don't use this (since I am an expert, and like to do things the hard way), but it should help non-expert users.
• There are a number of tweaks to the operating system, which make it a bit faster and more user friendly.
• Some versions of Windows 7 Professional have something called "XP mode."  In essence, this is a virtual computer running Windows XP, that, supposedly, seamlessly allows some older software to run in an XP environment instead of under Windows 7.  In the case of some software (or perhaps hardware) that absolutely will not run in Windows 7, this may be a way to continue doing things the old way.  If you are in this situation, I really recommend finding a newer solution, since in the long term, I expect there will be issues.

That all sounds great!  But are there disadvantages?  I have used every operating system since the early 80's, and EVERY one had issues, and Vista and Windows 7 is no different. The most important to be aware of are:

• The hardware requirements are greater.  You will need a faster computer with more memory to run Vista and Windows 7.  You will also need a better graphics capability to realize all of the potential.  Fortunately, computer, and memory prices continue to drop, and the cost of a new computer is very affordable.
• New drivers will be needed for many hardware peripherals.  Items such as printers, scanners, PDA's, etc.  This is nothing new and has been the case in every new operating system.  Fortunately, most hardware manufacturers have developed Vista and Windows 7 compatible drivers by this time (although that was not the case when Vista first came out).  It is not unusual for manufacturers to fail to create updated drivers, especially for 64 bit version of Windows.  Many will continue to run with the drivers that come with Windows, but I have run into issues, even with devices that are only a few years old.
• Some software programs may not work as expected.  Again, this occurs with every new operating system, particularly with older programs.  The issues range from relatively minor, such as not being able to save my genealogical chart as a PDF file (I could still create a PDF using some other means, just not directly from the program), to fairly serious (an older version of my CD burning software not only wouldn't work, but caused the CD burner to not be recognized at all, even as a CD drive).  In almost every case, new versions of the software would solve the problems.
• "Improved" user interface. I know this was also listed under Advantages, but there is a downside to the improvements.  Many things are moved or work slightly differently, requiring some adjustment.  Once you adjust, however, you will find that the new way is somewhat better.
• "Improved" file structure.  Yes, the improvements mentioned above, does present some problems.  While the use of junctions to maintain compatibility with the poorly written software, one could (and sometimes does) run into the situation (also with older software) where, for example, a search for a file first looks in the real folders, and then also tries to look in the virtual folders (which only point back to the real folders, thus searching the same things multiple times). Again, the solution is to use Vista compatible versions of the offending software.

Should I get Windows Windows 7?  Should I upgrade?  If you are runnning Windows XP and have no problems, you don't have to worry for now.  Windows 7 (and Vista) are more secure and might mitigate some of the threats out there, you don't have to worry for now.

It is very difficult to find Windows XP now.  For new computers, unless there is a real reason not to (such as a business critical application that will not run properly under Windows 7), I recommend getting Windows 7.

For existing computers, the answer is different.  Unless there is a real reason to upgrade (for example, you really need some new feature), I recommend sticking with XP and waiting for a computer upgrade to get Windows 7.

Which version of Windows Windows 7 should I get?  Windows XP came in 2 flavors, Home and Professional (Media Center Edition was Home with some additional features), and earlier operating systems only had one flavor.  Vista comes in at least 5 flavors: Basic, Home Premium, Professional, Enterprise, and Ultimate, each one with some differing features. 

For most home users, I recommend Windows 7 Home Premium.  Windows 7 Basic removes some of the multimedia features (themed slide shows, DVD playback, Media Center, DVD Maker, and also removes the very nice "Aero" Interface (transparent window frames, dynamic windows, smoother performing desktop), and is usually supplied on lower price (and capability) computers.

For most businesses (especially those with a server based domain) I recommend the Professional Edition.  This version is needed to connect to a domain.  The Aero interface is included (like Home Premium), and the multimedia feature are excluded (like Basic).  Several other business type features are included like Fax and Scan, image based backup, encrypted file system, etc.  Windows 7 Enterprise adds whole drive encryption and a few other features.  Windows 7 Ultimate, like the implies, includes everything.

What about Microsoft Office 2007and 2010?  Like Windows 7, Office 2010 is the latest version of the Microsoft office programs many of us use to type letters (Word 2010), run spreadsheets (Excel 2010), create newsletters and birthday cards (Publisher 2010), create presentations (PowerPoint 2010), and various other uses (depending on the version).  It is an upgrade to Office 2007, and sports the same new interface.

The previous versions of Office were all very similar, and in fact, you would need to look very closely to see what version you were running.  All that changed with Office 2007.

With the exception of Publisher 2007, all of the Office programs have a completely new interface and with the 2010 version, Publisher got the upgrade too.  The interface was designed with usability and convenience in mind, and except for one consideration (and a big one), it succeeds (more about the exception later).

Rather than use the menu and toolbar view that earlier versions (and almost every other program including on the Mac) uses, Office 2010 uses what is called the "Ribbon"  it replaces both the menu and the toolbar with a constant ribbon that contains the functions that pertain to what you are doing at the time.  If you are typing, the ribbon has all of the text formatting functions at your fingertips.  Insert a picture, and the ribbon changes to picture formatting.  Highlight some text, and right nest to your curser, a small text formatting function appears, so you don't have to move you mouse up to the toolbar to change the text (a very handy thing if you so this a lot).  You can also preview style changes to text just by rolling your mouse over the style examples, without having to commit the change, decide if you like it and undo the change if you don't.  There are also many more advantages to this new user interface, too many to discuss here.

Some other benefits of Office 2010 are the ability to save documents as PDF files.  If compatibility is an issue, you can set the default file format to the one you are used to, or download a compatibility pack to earlier versions of Office (The default Office file format is completely new, but that issue is too much to discuss here; just know that compatibility can be easily achieved).

What about that exception!!  Well, the problem is that it is all new.  Everything you knew about how to do things in office is different, so there is a learning curve.  Fortunately, the interface is very intuitive, and learning it is much easier than the earlier versions.  Once you get used to it, you'll wonder how you ever lived without it.

Do I need Vista or Windows 7 to run Office 2007 or 2010?  No, Vista or Windows 7 is not necessary.  Office 2007and 2010 runs very well under Windows XP.  It will not, however, run under anything earlier than that.  So you users of Windows 2000, Windows 98, 95, ME, etc. are out of luck.  But then again, you should have upgraded long ago ... XP is that much better.

So...Do I upgrade?  That is a more difficult question that it was with XP vs Vista.  However, even given all of the advantages of Office 2007 and 2010, I don't feel that most people should rush out and upgrade.  Certainly, if you are buying Office now, Office 2010 is all you will find.  But Office 2003 (and even Office XP) is still very good.  Earlier versions than that I would consider upgrading, particularly if you are upgrading equipment.