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File Format Frequently Asked Questions and Answers

What do I do if I don’t have Microsoft Office and someone sends me a file in MS Office that I need to view?

You can download the Microsoft Office viewers from the download center of Microsoft’s web site to view Microsoft Office files.  Keep in mind that all you can do with the viewers is view the file.  You cannot modify it in any way.  To modify a Microsoft Office file, you would either need to purchase Microsoft Office or install an Alternative to Microsoft Office.

If I have Microsoft Office 2007, how do I save files so someone with Microsoft Office 2003 can view them?

To save a file in Microsoft Office 2007 so that someone with Microsoft 2003 can view the file (using Microsoft Word 2007 as an example), click the Microsoft Office button in the top left corner, then highlight Save As from the dropdown menu, and click on Word 97-2003 Document from the window that appears.   Finally, give the file a name and verify the Save As Type field shows Word 97-2003 Document.  Then click on Save.

If I have Microsoft Office 2003, how can I view Microsoft Office 2007 files?

To view Microsoft 2007 files in Microsoft Office 2003, you will need to download the Microsoft Office 2007 viewers from the download center of Microsoft’s web site. Keep in mind that all you can do with the Microsoft 2007 viewers is view the file.  You cannot modify it in any way.

How can I tell what version of Microsoft Office a file has been saved under?

Files save in Microsoft Office 2007 have the following file extensions: DOCX, XLSX, and PPTX.  Files saved in Mircosoft Office 2003 have the following file extensions: DOC, XLS, and PPT.

What is PDF and how do I create a PDF file?

A Portable Document File or PDF is a file format created by Adobe Systems that allows document exchange among a variety of software, hardware, and operating systems.  To create a PDF in Microsoft Office 2003 or 2007 (using Microsoft Word 2007 as an example), click the Microsoft Office button in the top left corner, highlight the Save As button from the dropdown menu, then choose PDF or XPS from the window that appears.  Finally, give the file a name and verify the Save As Type field shows PDF.  Then click on Save.

What is a CSV and how can I save a file in that format?

A Comma Separated Values file or CSV is a file format used to represent a table of data where each line in a CSV file represents a row, and within the line, the field values (separated by commas) represents a column.   CSV files are often used for moving data between two different computer programs, for example between a database program and a spreadsheet program.

To save a file in CSV format (using Microsoft Office Excel 2007 as an example), click the Microsoft Office button in the upper left corner, highlight Save As from the dropdown menu, then choose Other Formats from the window that appears.  Finally, give the file a name and verify the Save As Type field shows CSV (Comma delimited).  Then click on Save.

Last modified on 5/4/2009 8:50:20 PM
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