How to Make Sure Someone Can Open a File You Send

If you are sending a file to another person, you should convert that file to a format that everyone, or almost everyone, can read. Of course, each common format has its pros and cons. You will need to select the one that best meets your requirements.

Difficulty: Moderate

Instructions

Things You'll Need:

• Adobe Acrobat Reader
• HTML Editors (Beginners)
• Microsoft Windows
• Web Browsers

Portable Document Format (PDF) Files and Hypertext Markup Language (HTML)

1. To create a PDF file, you will need a program such as Adobe's Acrobat, FrameMaker or PageMaker. Acrobat is the program most often used to create PDF files. The other two software applications allow you to export a file to PDF, but with limitations on special effects. Decide which program best meets your needs.

2. Acquire the application and consult its user manual for instructions.

3. To create an HTML file, create a file in a modern word processor. For best results, keep it as simple as possible. Complex formatting often does not convert well. You can import graphics.

4. From the File menu, choose Save As HTML (or Save As Web Page). You can choose between an extension of .HTM or .HTML. If the file is not going to be placed on the Web, it doesn't matter which extension you use.

Plain (ASCII) Text

5. To convert a document to plain, or ASCII, text, first open the file.

6. From the File menu, select Save As.

7. In the File Type (or equivalent) menu, select any choice that reads Plain Text, Text Only or ASCII Text.

8. Click Save.

9. Close your file and reopen it.

10. Inspect your converted file for formatting problems. It might be necessary to tidy it up before sending it to another person.

Rich Text Format (RTF)

11. To convert a document to RTF, first open the file.

12. From the File menu, select Save As.

13. From the File Type menu (or equivalent) choose any selection that reads Rich Text or RT format.

14. Click Save.

15. Close your file and reopen it.

16. Inspect your converted file for formatting problems.

Tips & Warnings

• Rich Text can be read by most newer computers, operating systems and word processors. It contains more complex formatting instructions than ASCII text; you can have bold, italics, colored text, different fonts and so on. It is possible that not all of your formatting will transfer, however, so you should open an RTF document and check it.
• All Rich Text documents end with the file extension .rtf.
• RTF is only for text documents, not graphics.
• Rich Text format cannot be read by some older computers and older operating systems.