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- what open formats are, and what they mean to you
- why we are moving away from formats like Microsoft Word and Excel documents (.doc and .xls)
- how you can get started using open formats
What are open formats?
Open formats are file types that can be accessed by everyone, no matter what their requirements.
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- suitable to be edited and saved in many different programs, not just Microsoft Office Suite
- compatible with accessibility software, such as screen readers
- easy to access on multiple devices
Why do we need to switch to open formats?
We need to use open formats in order to be legally complaint with the Open Standards set out by the Cabinet Office.
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For this reason, we need to either use an open format, or provide an open format alternative for the users who require it.
How do I save my document in an open format?
You do not need any special software to save your document in an open format.
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Then you can share, upload and email the document just as you would with a closed format document.
Which open format should I use?
There is an open format equivalent to most of the familar file types. Most of these can be accessed from your software's Save As... menu.
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| Document type | Closed format | Open format alternative |
|---|---|---|
Report, policy paper, guidance | Microsoft Word document (DOC) | OpenDocument Text (.ODT) HTML document attachment |
Spreadsheet Database | Microsoft Excel spreadsheet (XLS) | OpenDocument Spreadsheet (ODS) Comma Separated Values file (CSV) |
Presentation | Microsoft Powerpoint (PPT) | Open Document Format (ODF) |
But what if my audience expects the document in a familar format?
While they are unfamiliar, open formats usually open correctly in multiple software programs or internet browsers.
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