Choosing the Right Office Suite for Your Organisation

In today's digital workplace, selecting the right office productivity suite is a critical decision that impacts your organisation's efficiency, costs, and long-term technology strategy. At GEN, we help businesses and public sector organisations navigate the choice between proprietary solutions like Microsoft Office and open-source alternatives such as LibreOffice. This decision goes beyond simple feature comparisons, it encompasses total cost of ownership, data sovereignty, vendor independence, and alignment with your organisation's values and objectives.

Understanding Your Options

The office productivity landscape has evolved significantly. Whilst Microsoft Office (now Microsoft 365) remains the dominant player, LibreOffice has matured into a robust, feature-rich alternative that meets the needs of millions of users worldwide. Both solutions offer word processing, spreadsheets, presentations, and database tools, but they differ fundamentally in their licensing models, cost structures, and philosophical approaches to software development and user freedom.

LibreOffice, developed by The Document Foundation, represents the pinnacle of open-source office software. It provides full compatibility with Microsoft Office formats whilst championing open standards like ODF (Open Document Format). This commitment to interoperability and user freedom has made it the choice of governments, educational institutions, and forward-thinking businesses across the globe.

Understanding the Open Document Format (ODF)

At the heart of the LibreOffice advantage lies the Open Document Format (ODF), an ISO/IEC international standard (ISO/IEC 26300) for office documents. Developed by the Organisation for the Advancement of Structured Information Standards (OASIS), ODF represents a fundamental shift in how we think about document ownership, longevity, and interoperability.

The Birth of an Open Standard

ODF was created in response to growing concerns about proprietary document formats that locked users into specific software vendors. First published in 2005 and subsequently adopted as an ISO standard in 2006, ODF was designed to ensure that documents created today can be opened and edited decades from now, regardless of which software application is used.

The format was developed through an open, collaborative process involving multiple stakeholders including governments, businesses, and technology companies. This transparent development process ensures that ODF serves the interests of users rather than any single vendor.

Key ODF Advantages:

Vendor-neutral and platform-independent
Fully documented and publicly available specification
Long-term document preservation guaranteed
No licensing fees or restrictions
Supported by multiple applications
XML-based for easy processing and integration
Easy for anyone to develope systems to interoperate

Global Adoption and the Notable Exception

ODF has been embraced by governments and organisations worldwide as the standard for document exchange and archival. Major adopters include the European Union, numerous national governments, and international bodies. The standard has been mandated for use in public administration by countries including:

The United Kingdom (government policy)
France (mandatory for public sector)
Germany (federal government standard)
Italy (required for public administration)
The Netherlands (government-wide adoption)
Belgium, Denmark, Sweden, and many others
South Africa (national standard)
Brazil (mandatory for federal government)

Notably, Microsoft was the only major office software vendor that initially refused to fully support ODF, instead promoting their own Office Open XML (OOXML) format. Whilst Microsoft eventually added ODF support to Office under pressure from governments and enterprise customers, their implementation has historically been incomplete, and their products continue to default to proprietary formats. This resistance to open standards highlights the fundamental difference in philosophy between proprietary and open-source approaches to office productivity.

LibreOffice's native use of ODF ensures your documents remain accessible and editable indefinitely, free from vendor lock-in. This commitment to open standards is why governments and organisations worldwide choose LibreOffice for long-term document management and digital sovereignty.

Feature Comparison: LibreOffice vs Microsoft Office

Feature	LibreOffice	Microsoft Office 365
Word Processing	Writer - Full-featured, ODF native	Word - Fully-featured, proprietary native
Spreadsheets	Calc - 1 million+ rows, extensive functions	Excel - Advanced analytics, Power Query
Presentations	Impress - Professional presentations	PowerPoint - Rich animations, templates
Database	Base - Integrated database management	Access - Windows only, advanced features
File Formats	Native ODF, excellent MS Office compatibility	Native MS formats, some ODF support
Platform Support	Windows, macOS, Linux, web, mobile	Windows, macOS, web, mobile
Licensing	Free and open source (MPL 2.0)	Subscription-based (per user/month)
Cloud Integration	Works with any cloud storage	OneDrive integration, SharePoint
Collaboration	Available via Collabora Online	built-in
Customisation	Extensive - full source code access	Limited to available APIs
Data Sovereignty	Complete - no external dependencies	Data stored in Microsoft cloud
Vendor Lock-in	None - open standards	Significant - proprietary ecosystem

Why Governments Are Switching

Across Europe and beyond, government organisations are increasingly adopting LibreOffice as their standard office suite. This shift is driven by multiple factors: cost savings, data sovereignty, compliance with open standards mandates, and the desire to avoid vendor lock-in. The trend represents a fundamental rethinking of how public sector organisations approach software procurement and digital independence.

Notable Government Adoptions:

French Gendarmerie Nationale - Migrated 72,000 workstations to LibreOffice, saving millions annually
Italian Ministry of Defence - Deployed LibreOffice across 150,000+ desktops
City of Munich - Pioneer in open-source adoption, extensive LibreOffice deployment
Spanish Regions - Valencia, Extremadura, and others standardised on LibreOffice
UK Local Councils - Multiple councils including Bristol and Oxfordshire have adopted LibreOffice
Brazilian Government - Nationwide deployment across federal agencies

These organisations cite improved budget control, enhanced security through transparency, and alignment with digital sovereignty policies as key benefits of their LibreOffice adoption.

Companies Making the Switch

The private sector is also recognising the benefits of LibreOffice. Forward-thinking companies are reducing their software costs whilst maintaining full productivity and compatibility with partners and clients. The maturity of LibreOffice, combined with professional support options, has made it a viable choice for businesses of all sizes.

Corporate Success Stories:

Toulouse City Council - Complete migration of administrative staff, significant cost savings
European Parliament - Thousands of MEPs and staff using LibreOffice
NHS Trusts - Several UK NHS organisations have deployed LibreOffice
Educational Institutions - Universities and schools worldwide reducing licensing costs
SMEs Across Europe - Thousands of small and medium enterprises choosing LibreOffice

These organisations report smooth transitions, with users adapting quickly to LibreOffice's familiar interface. The ability to maintain document compatibility with Microsoft Office users ensures seamless collaboration with external partners.

5-Year Cost Analysis: 100 Seats

Understanding the true cost of office productivity solutions requires looking beyond initial licensing fees. Our comprehensive analysis examines the total cost of ownership over a five-year period for an organisation with 100 users, comparing Microsoft 365 Business Standard with LibreOffice plus GEN's professional email hosting service.

Microsoft 365 Business Standard

Monthly Cost per User	£9.99 - £11.99
Email per User/Month	included
Annual Cost (100 users)	£11,988 - £14,388
5-Year Total	£59,940 - £71,940
Includes	Office apps (Word, Excel, PowerPoint, etc.) 1TB OneDrive storage per user Exchange email hosting Teams collaboration Ongoing subscription required
Additional Considerations: Price increases likely over 5 years Vendor lock-in to Microsoft ecosystem Data stored in Microsoft cloud Requires continuous internet connectivity Limited customisation options Poor security and regularly exploited

LibreOffice + GEN Email

LibreOffice Licensing	£0 (Free and Open Source)
GEN Email per User/Month	£2.50 - £3.00
Annual Cost (100 users)	£3,000 - £3,600
5-Year Total	£15,000 - £18,000
Includes	Full LibreOffice suite (Writer, Calc, Impress, Base) Professional email hosting by GEN Webmail and mobile access Spam and virus protection No ongoing software licensing fees
Additional Benefits: No vendor lock-in Complete data sovereignty Works offline without limitations Full source code access for customisation Supports open standards (ODF) Very secure and robust

Total 5-Year Savings

£44,940 - £53,940

By choosing LibreOffice with GEN's professional email hosting, your organisation can save between £44,940 and £53,940 over five years for 100 users; a reduction of approximately 75% in total costs compared to Microsoft 365 Business Standard.

These savings can be reinvested in other critical areas of your business, such as staff development, infrastructure improvements, or innovation initiatives.

Enterprise-Grade Support for Both Platforms

One of the most common concerns when considering LibreOffice is the availability of professional support. At GEN, we eliminate this concern entirely. As a Microsoft Partner and LibreOffice specialist, we provide enterprise-grade support for both systems, ensuring you receive the same level of professional service regardless of which you choose.

Our Dual-Platform Expertise

GEN's unique position as both a Microsoft Partner and open-source specialist means we understand both ecosystems intimately. Our technical team is certified and experienced in supporting both platforms, providing you with unbiased advice and expert assistance regardless of your choice. This dual expertise also makes us the ideal partner for organisations running mixed environments or planning migrations.

Our Support Services Include:

24/7 helpdesk support for critical issues
Dedicated account management
Proactive system monitoring and maintenance
Regular software updates and security patches
Custom development and integration services
Training and user adoption programmes
Document template creation and standardisation
Performance optimisation and troubleshooting

Why GEN's Support Makes the Difference

Unlike vendors who only support their own products, GEN's platform-agnostic approach means we focus on what's best for your organisation. Whether you choose Microsoft Office, LibreOffice, or a hybrid approach, you'll receive the same high-quality, responsive support that our clients have come to expect.

For LibreOffice users, this means you get the cost benefits of open-source software without sacrificing professional support. Our SLA-backed support packages provide the same level of assurance as proprietary software vendors, with response times and resolution commitments that meet enterprise requirements. This eliminates one of the traditional barriers to open-source adoption.

Support Package Options:

Standard Support - Business hours assistance, email and phone support
Premium Support - Extended hours, priority response, dedicated support engineer
Enterprise Support - 24/7 coverage, on-site assistance, custom SLAs
Managed Services - Complete management of your office productivity environment

With GEN, choosing LibreOffice doesn't mean compromising on support quality. You get enterprise-grade assistance, professional service level agreements, and the peace of mind that comes from working with a team that supports both Microsoft and open-source solutions. This unique capability ensures you're never locked into a single vendor's support ecosystem.

Migration and Support Services

Transitioning to LibreOffice doesn't have to be disruptive. At GEN, we provide comprehensive migration services that ensure a smooth transition from Microsoft Office to LibreOffice. Our experienced team handles every aspect of the migration, from initial assessment and planning through to deployment, training, and ongoing support as well as automated document conversion.

We understand that change management is crucial to successful adoption. Our training programmes are tailored to your organisation's needs, helping users quickly become proficient with LibreOffice whilst maintaining productivity throughout the transition. We also provide document conversion services, ensuring your existing files work seamlessly in the new environment.

Post-migration, we offer flexible support packages that give you peace of mind. Whether you need occasional assistance or comprehensive managed services, GEN is here to ensure your LibreOffice deployment continues to meet your organisation's evolving needs.

Professional Email Hosting by GEN

Complementing LibreOffice with GEN's professional email hosting provides a complete productivity solution at a fraction of the cost of Microsoft 365. Our email service delivers enterprise-grade reliability, security, and features without the premium price tag or vendor lock-in.

GEN Email Features:

Robust spam and virus protection
Webmail access from any device
Mobile device synchronisation (iOS, Android)
Generous mailbox storage
Calendar and contacts synchronisation
UK-based servers for data sovereignty
99.9% uptime guarantee
Expert technical support

Our email hosting integrates seamlessly with LibreOffice, providing a cohesive productivity environment that meets professional standards whilst respecting your budget and independence.

Making the Right Choice for Your Organisation

The decision between Microsoft Office and LibreOffice is not merely about features or costs, it's about aligning your technology choices with your organisation's values, budget constraints, and long-term strategic goals. LibreOffice offers a compelling alternative that delivers professional-grade productivity tools without the recurring costs, vendor lock-in, or data sovereignty concerns associated with proprietary solutions.

For organisations seeking to reduce costs, maintain control over their data, support open standards, and avoid dependency on a single vendor, LibreOffice combined with GEN's professional services represents an intelligent, forward-thinking choice. The substantial cost savings, potentially over £50,000 for just 100 users over five years can be transformative for organisations of any size.

At GEN, we're committed to helping you navigate this decision with expert guidance, comprehensive migration services, and ongoing support. Whether you're a small business, a large enterprise, or a public sector organisation, we have the expertise and experience to ensure your transition to LibreOffice is successful and your productivity remains uncompromised.

Contact us today to discuss how LibreOffice and GEN's professional services can transform your organisation's productivity whilst delivering substantial cost savings and enhanced independence. Let us help you make the switch to a more sustainable, cost-effective, and freedom-respecting office productivity solution.

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Changing opinions and open standards