Saving a Word Processor Document for Compatibility
When sharing files with others, it is important to realize that not everyone has the same software as you. To make sure that others can open the files you send them, either verify that they have compatible software or send them a version of the file that is universally compatible. We are going to concentrate on creating a universally compatible file because we, generally, can't control what software others possess.
Before learning how to create a universally compatible file, you must become aware of Windows file extensions. File extensions cause an appropriate program to open when you double-click a file. By default, Windows hides file extensions. To investigate this, right-click the My Computer icon on your desktop. Click the Explore option in the shortcut menu. Browse to a folder that contains some of your data files. Look on the right side of the file explorer window (content pane) and see if your file extensions are visible. If they are, you can skip to the next paragraph. If not, click Tools in the top file explorer menu. Click Folder Options... Click the View tab in the resulting window. Make sure the Hide file extensions for known file types box is unchecked. Click the Apply button at the bottom of the window. Then, click the Like Current Folder button at the top of the window. Click the OK button. Now you should see the file extensions of all of your favorite files.
If you use MS Word, the extension is .doc. If you use MS Works, the extension is .wps. If you use WordPerfect, the extension is most likely .wpd. If you send a .wps file to someone who only has MS Word, they may not be able to read your file. You don't want that...especially if that someone is your instructor. The two most universally compatible file formats for word-processed documents are plain-text format (.txt) and rich-text format (.rtf). Most word processors can read these types of files. When you save a document in plain-text format, you lose all formatting information. So, assuming you want to preserve most of your formatting, you want to save word processor documents in rich-text format, with the rtf extension.
You don't have to learn any new software to save documents in rich-text format. You still produce your original document in whatever software you choose. When you save your document, though, use the Save As... in the application's File menu. When the Save As window opens, choose where you want to save your file and choose a file name. Then, make sure to change the Save As Type to rich-text format. Note: It is important to change the Save As Type in the process of saving. This is what gives the document the rich-text formatting. Then, click Save.
That's it. Now you have a document that others will be able to read...no matter what software they have. One important note is that when you save a document in rich-text format, you may lose some features particular to the software you are using. You don't need to worry about this for the purposes of working on a draft of your document.
Keep in mind that this procedure is only necessary when we don't know what software intended recipients possess. If we share files with someone who runs the same software, then we don't need to be concerned about saving in rich-text format.