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.

Instructions

Difficulty: Moderate

Plain (ASCII) Text

1. To convert a document to plain, or ASCII, text, first open the file.
2. From the File menu, select Save As.
3. In the File Type (or equivalent) menu, select any choice that reads Plain Text, Text Only or ASCII Text.
4. Click Save.
5. Close your file and reopen it.
6. 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)

7. To convert a document to RTF, first open the file.
8. From the File menu, select Save As.
9. From the File Type menu (or equivalent) choose any selection that reads Rich Text or RT format.
10. Click Save.
11. Close your file and reopen it.
12. Inspect your converted file for formatting problems.

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

13. 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.
14. Acquire the application and consult its user manual for instructions.
15. 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.
16. 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.

Tips & Warnings

• Plain text, or ASCII text (pronounced ask-ee text), can be read by every computer system, including Windows, DOS, Unix, Macintosh or any other. It can even be safely copied and pasted into the body of an e-mail message, if necessary. If you want the easiest, simplest and most reliable format, plain text is your best choice.
• All documents created in programs such as NotePad and SimpleText are ASCII text.
• Plain text cannot be used for images, sound files and so on.
• All ASCII files end in the extension .txt. For example, your file could be saved as bird.txt, resume.txt and so forth.
• Plain text format strips the special formatting instructions out of your documents. You cannot display special effects such as bold, italic, colored fonts or bullets.
• 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.
• PDF files can be opened and read on any computer or system. The user can read or print the files, but cannot change them.
• To open and read a PDF file, the user must download and install a free reader program called the Adobe Acrobat Reader.
• PDF files can contain multimedia components such as pictures, sounds or even short video clips. They contain hyperlinks that allow the user to link from one place in the document to another, or even to a Web site if the user has a live Internet connection.
• All PDF files end in the extension .pdf.
• HTML files can be opened and read by any Web browser.
• You can also create the file directly in an HTML editor or in a Web design program.
• Although the reader program is free, the software required to create PDF files is not.
• If you are sending an HTML file to someone, you will need to include all supporting files that are used, or the other person will not be able to view the file as you intend it to be seen. Send all graphics files, animations, music or any other files that are used.

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