[Written By External Partner]

There are different types of documents that you’re going to use or send that can contain essays, letters, chart analysis, and more. Although you can easily send these documents using the internet, not all your receivers can readily access your file version. This is why it’s best to know the different common document types to make sure that they’re accessible to almost everyone.

If you have trouble opening files, you can go to Convert.io to change the versions into the file format you want.

In this article, you’ll learn about the most popular document files so that you can choose the right format to save, send, or convert your documents to.

You can choose a file format used below:

1.    Text Files: DOC and DOCX

Microsoft Word includes the file types DOC and DOCX. These document types contain text, and users can include graphs, tables, icons, photos, and more objects in the file for greater explanation and understanding of the sender and reader. Users and receivers are free to edit the files even after they’re sent.

While DOCX files aren’t restricted to Microsoft Office because it’s an XML-based file that can be used across different programs, DOC, on the other hand, is only readable to Microsoft Word versions and other limited programs.

2.    Spreadsheet Files: XLS and XLSX

Microsoft Excel spreadsheet has an XLS or XLSX document file. These file formats are mainly used to organize data into tables, charts, and graphs for a quick overview of every piece of information showcased. There are also additional functions for computations that users can utilize for efficiency.

Just like the DOC and DOCX, the XLSX document file type is readable to any Microsoft Excel and other programs, while XLS is restricted to Microsoft Excel and few programs only.

3.    Text and Presentation Files: PDF

Adobe developed the PDF document file or Portable Document Format. It’s now used all over the web since it can maintain the original layout of a document or presentation slide.

Usually, opening a document file in another program with different templates can modify the font, graphics, and other objects depending on the availability of tools and formats. With PDF files, documents allow users to save and send text or presentation files without worrying that objects in the file will move around. This makes it a standard for office document format to avoid any problems in the workflow.

To use a PDF file extension, most documents will have a selection in their file tab. Just choose the “Export” and click on the “Export to PDF” option.

4.    Internet Files: HTML

Hypertext Markup Language or HTML is a programming language used to create web pages. It uses the standard text file format with tags that command a web page’s text inputs, links, graphics, and colors. However, web page visitors cannot see these commands unless they directly search for them. Users can view this document type in plain text editors such as Notepad. The file extensions of HTML are “.htm” or “.html.”

If you want to view the HTML in a web browser, you can follow the steps below:

?    Google Chrome:

?    Windows: Go to “More Tools” and select “Developer Tools.”

?    Mac: Go to “View Developer” and click on “View Source.”

?    Mozilla Firefox: Go to “Web Developer” and click on “Page Source.”

?    Microsoft Edge: Go to “More Tools” and select “Developer Tools.”

?    Apple Safari: Go to “Develop” and select “Show Page Source.”

You can search how you can view the HTML of web pages using other web browsers too.

5.    Text Files: TXT

TXT is a file format containing only plain text without tables, images, graphs, or other objects. It’s the most basic type and has little or no formatting at all.

TXT files can be opened, edited, and created in most word processing programs like Microsoft Word, LibreOffice, and more. You can use this common document file if you want to make sure that many users will be able to access the file.

6.    Presentation Files: PPT and PPTX

PPT and PPTX are created by the Microsoft PowerPoint program for presentation files. As the objective of their creation is to support easy understanding of a file through visual stimuli, they include text, graphs, tables, and others. It’s akin to a video with a step-by-step frame, and the slides can have many animations, effects, and transitions.

Other open-source programs can open the file, but the format, icons, fonts, transitions, and animations can change depending on the availability of the programs the user who opens it has. PPT is usually available for Microsoft versions and limited programs, but PPTX has a broader scope of programs.

7.    Text Files: ODT

ODT or OpenDocument Text Document file is made by free word processor programs and is similar to DOCX. ODT are document files that contain text including icons, tables, images, and graphs like DOC or DOCX. However, ODT is accessible to open-source word processing software such as LibreOffice and OpenOffice. It can also be read by other non-open source word processing programs like Microsoft Word. However, formatting can differ depending on the availability of fonts, icons, and more.

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