Tips on Converting Word Files

Problem: Someone just sent you a file created with Microsoft Word 2010 or 2007 and you have an older version.

Identification: Word 2007 and 2010 files use the .docx extension, which is a variation of HTML used in web page design. Previous versions used the .doc extension.

Solutions: Word 2007 lets you automatically save documents using the older file format through its settings control. An alternate option is to hit the F12 key and select “Save As” then select the file format you prefer.

Looking at the file name may not be enough to tell you if it was created in Word 2007 or Word 2010.

If the document was created in Word 2010, your simplest, least expensive method is to create a Windows Live account and create a free Windows SkyDrive account.

Start by going to http://office.microsoft.com/en-us/. Select #1 and follow the prompts. Be sure to select the option to “Remember Me” (or something similar), which makes it easier to open your SkyDrive account.

Unless you know for a fact that the people reading your document have Word 2007 or Word 2010, it’s best to save all of your documents in a universal file format.

The best formats to use are:

· HTML: The format of Internet documents, this option greatly reduces your design choices and restricts your document’s appearance. The advantage is that anyone with a web browser can view it.

· PDF: Adobe’s portable document format lets you save documents complete with formatting and, if you choose, embedding fonts (typefaces) in the document. Drawbacks are readers must have the free PDF viewer, which they can download and these documents cannot be edited.

· MS Word 2003-1997: Many computer users do not upgrade their software regularly. This results in occasional compatibility issues. Saving documents in Word 2003-1997 format provides easier opening while sacrificing some functionality.

· RTF: Essentially the “poor man’s version of Word,” this file format retains much of Word’s document formatting while shrinking the file size and allowing users of other word processing programs to open and edit these files.