While I know most of my reviews have been on GUI in video games, I want to change the pace and do some business software analysis, as this blog is about GUIs in Software, and not just in games.
Microsoft Office – one of the most popular software packages out there for home and business use. Having been an MSWord user for years (and briefly switching to Corel for a few years, and happily switching back), and an avid user of several of the programs in Office 2003, I have to say, the sudden change in GUI has me, as a user, really confused.
For the most part, Office 2007 applications – Word, Excel, and Access – use a new “Ribbon” as opposed to the once standard tool bar on top, with File, View, Edit, etc. While this new approach is far more graphically pleasing, I find it much harder to use.
The first problem was the new grouping. While all the old “File”, “View” and other tools were still named the same, the selections below them have changed. As graphic buttons, instead of text, there is more wealth of information in the icon. Unfortunately, it’s such a radical change, that even with the new additional cognitive recognition techniques, I still have trouble finding features in 2003, and am convinced a lot of my favorite features were removed, since I can’t find them. For example, in 2003, by going under view, I can add new tools bars to my shortcuts, and be that much more productive. In 2007, after several months of using it, I still can’t seem to find that particular feature.
Another problem with the new ribbon is the amount of space it takes up. Each graphic is easily four lines of old commands in height. The new ribbon consumes screen real-estate like there’s plenty to go around, often pushing commands off the ribbon itself, to the little arrow to the right side of the screen, where users have to click it to get more options. Luckily, we can hide the ribbon by double clicking it (which I learned by experiment), but it would be even nicer if we can resize the ribbon, reducing it’s height, and have the icons dynamically change in size, adding the icons dropped onto the arrow onto the actual ribbon, instead of being hidden for all times.
While Word, Excel, and Access are all laying with their new Ribbon, Outlook is using the old design from 2003 by not using the Ribbon. This seems very inconsistent and, again, confuses the user. While users are adjusting to the Ribbon for word processing, when they go in to check e-mail and their calendars, they have the old interface staring back at them.
Why didn’t Microsoft make the Ribbon more… optional? Encourage users to use it, but don’t force it on them. User should of been able to select new mode or old mode, as they feel like it. I have no trouble in at least trying to learn how to use it, but I don’t like being forced to re-learn everything. When I have a big deadline coming up, the last thing I want to be doing is fumbling through the GUI, trying to find how to highlight things. I want to be able to switch to old mode, highlight something, and then continue working.
Also, it would be nice to see some application of Learning-Algorithms. For those not familiar with the term, a Learning-Algorithm is an algorithm where the computer learns as it processes data, and adjust itself for greater effectiveness for new data. An example of this can be seen in FireFox’s 3 new search feature of past sites, where the returned results are ordered based on relevance to the query, as well as frequency of visit and last visit. By visiting particular sites frequently, FireFox starts to learn that these are very relevant sites and might be of interest for any searches that meet the criteria. A second example is the Quick Program launch in Wndows XP and Vista under start, where frequently used programs are shown, for easier access. Office can use this idea by monitoring what functions and features users are using on a regular basis, and adjusting their position, having very regularly used functions and features appear higher on the ribbon, and pushing back what’s not used. Of course, since this changes where things are placed, this should be an option, otherwise, an unaware user might be wondering where the Font feature went to, when they’ve been doing alot of text alignment for the past little bit.
While if this has been a new suite of software, instead of a next-generation of the Office Suite, this change would of been fine – users would of expected to learn how to use it and explore the features of it. However, considering that most users using Office 2007 are not new to the product, but were users of the 2003 version, this sudden change can be very frustrating.
Also, what happened to the Help? 2003 had some of the best Help documentation I have ever seen in any program. I could type in really weird functions and request and find the right result would always be in the top 5 returns. Now, in Office 2007, when I do a help search, it brings back so many irrelevant documents, it’s quite ridiculous
My last beef; the office icon in the top right corner, that replaces the “Files” commands. There is no intuitive action that says this is actually clickable. Usually, the top right hand corner holds the programs icon, which has no real use, outside of closing and moving the window in most cases. Now, it houses the area about saving and new file creation, and more functions related to Office in general. There is no reason for experience users to actually know it has a use, unless they’ve been using Vista, n which the new “Start” icon (which is now the Windows symbol) is located and looks fiendishly familiar. Again, there’s no reason to think this is clickable by it’s location and appearance, unless you actually click it or hover over it (in which, there’s a change in the highlights).
When users want to upgrade to a new version of a software, the only question they should have to ask themselves is “Do I want to spend x amount of dollars on new features?” and not “Do I want to spend x amount of dollars on new features, as well do I have the time to learn everything from the very beginning?” The ribbon is a good concept, don’t get me wrong, but forcing it on a new user base, when, as long as I can remember, the interface to Office has not changed that much, other then adding some new commands.
It’s not that the Ribbon itself is bad; it’s a nice feature, using icons and text to represent what a function is, as opposed to just text. However, it’s the method of deployment Microsoft went about doing it. When you release software where every day business requires knowing where commands are and thousands of deadlines depend on knowing where to change the layout the page, people don’t want to be fussing about, trying to find it. Give people the option, so that, when their job isn’t on the line, they can learn how to use it. The ribbon is probably a far more efficent tool then the old method but it requires to be trained in how to use it, and some people don’t have the time to play with it out of the box.
Summary:
Program: Microsoft Office 2007 Suite
Pros
- New icons are more intuitive
Cons
- The ribbon is too different from the old system; old users need to be re-trained
- Inconsistent new layout; some use the new ribbon, others do not
Suggestions
- Make the ribbon optional, but make more of a push on load to change
- Give Outlook the same ribbon