I installed the new Microsoft Office 2007 Beta last night. Almost immediately I was very, very impressed. Anyone that is interested in websites or web applications could probably stand to gain a few interesting lessons from a dissection of at least one of these new applications. I have really only spent time with Outlook 2007 since I’ve installed this but here are some basic themes that are worth pointing out specifically. The lessons probably apply to a lot more than software. For example, some car dashboards could be a lot less frustrating.
Here are some notes I’m jotting in real time as I play with the application.
1) Unlike many previous iterations of Microsoft release attempts, these new graphical updates are not just about looks. Graphics were driven by deep thinking around user habits. Graphics arent just graphics anymore. Aesthetics were supposed to mean something. Now I know why they call them software “architects”.
2) Like many of the new forward looking Ajax desktops out there such as Pageflakes, main chunks of the application are collapsable, giving you more freedom to manage your desktop real-estate. You don’t need all columns visible if you don’t need them. That was a no brainer.
3) Microsoft boiled down the most frequently used functions from lesser used functions and persist them or hide them accordingly. For example, you ALWAYS want easy access to commands like “save”, “undo”, “print” or “new message”. Those commands are at the top of a new, multi-tiered dialog/command area. I guess its called a “quick access toolbar”. As you might expect, it sits on upper top-left. By the way, Microsoft really digested the notion that “upper, top-left” is the internationally understood placement for “stuff you want to see and use first and foremost” for every aspect of this thing. (By the way, I should note that I’ve seen some developers take this concept of “upper-top-left” and apply it incorrectly to some web forms. The reason is because I believe people developed slightly different habits when working on a WEB FORM on a WEB PAGE. For example, if you are filling in a long form or re-editing a form that already had content in it - especially one that requires scrolling down a page - you would expect to find the Save button at the bottom of the form page after you made your changes vs. having to scroll back up to the top of the page. But, this cannot be confused with using a desktop app like Outlook. Differences are subtle but important IMHO).
4) The new “ribbon” area packs a lot of functionality in a new way but it makes sense. Each tab represents a new kind of activity. Clicking on a tab reveals the relevant commands and buttons for that particular tab (activity). The application menu is no longer static. It changes based on what you’re working on. Makes sense huh?
5) Then, notice that “commands” are visibly organized into groups. No more flowing one unrelated command into another. For example, functions that relate to font type, size, bold, italic all live in their own container within the ribbon. The next container is clearly about another set of commands. You don’t need to be told what each container is all about. They are visibly and topically organized.
6) The commands and groups you are most likely to used are organized in ORDER left to right. For example, in Outlook the Message tab is top left. Within that, the most frequently used function (like “Send”) has bigger buttons than lesser used commands. “Save” and “Close” are right in front of you with big buttons. The point? Things you use often are made easier than ever to find using size and placement. (That’s why my TV is big and in the middle of my front room 
7) When you have more things to choose from, they are available but lesser used things are smartly tucked away. So, more power is actually offset by less clutter. Adobe should do more of this in feature packed apps like Photoshop.
Microsoft integrated prominent commands from one to another. Consider that Outlook is several applications in one. Mail. Calendar. Contact. Tasks. Yet, when you are in Contacts, you are very likely going to want to mail someone, categorize them or set an appointment with them. In this new version, those functions are totally obvious via big bright buttons. The applications are better tied together as you move from one to another. After all, calendaring is in part about messaging right?
9) Microsoft realized that email isn’t so much about swapping text back and forth anymore. It’s the collaboration tool for the masses. So, the “Insert” function is no longer a hidden stepchild. Clicking that tab exposes ALL the stuff you are most likely going to want to share: tables, pictures, links, video, audio, etc. And smartly, inserting an image kicks you next to the Picture Tools that let you compress, recolor etc. Big lessons here? First, you see commands where and where you need them. Second, they rethought what people actually use the application for and came to grips with it. Remember the old version? Insert was just another hidden menu item.
10) Previous and Next buttons are persistant and easy to find. You can fly through each message easily with back and next clicks. One button action for reading everything.
11) Your needs for some functions (like received mail) are different than your needs for sending mail. So, different needs have different buttons. Thus, the ribbon is different between each function and different tasks are hidden or exposed based on what you are logically going to want to do.
This release is very much about user-centered design. And, I think Microsoft’s efforts here are right on the money. This is a growing trend in web design too. Make things make more sense for real people and the way they are most likely going to interact with your product. In a VERY LARGE respect, this is how Flickr got big when there were other ways to share photos before. It was easy on the eyes, logically laid out and fast to learn.
So is Office 2007.
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