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Why do we need to switch to open formats?

We need to make sure that pages are accessible for everyone.

Everything we publish must be in keeping with the GDS guidelines on publishing accessible documents, and making websites accessible. 

In addition, we must be compliant with the Open Standards principles use open formats in order to be legally complaint with the Open Standards set out by the Cabinet Office.

But isn't it better to publish in well-known formats, like Microsoft Word?

Because most workplaces use software such as Microsoft Office and Adobe Acrobat, we get used to saving files in certain formats.

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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

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as an open format?

You do not need any special software to save your document in an open format. 

Software such as Microsoft Office Suite, will 'automatically' save your document in a closed format like Excel Spreadsheet (.XLS).

But you have the option to save in an open format alternative using the Save as... drop down menu.

For example, OpenDocument Spreadsheet (ODS format) is an open format that can be used for most spreadsheets.

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Example: Saving a document as an open format using Microsoft Excel

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You could save your document as:

• OpenDocument Spreadsheet (ods) - this is suitable for most spreadsheets
• CSV file (csv) - this is used for tabular data or databases

Then you can share, upload and email the document just as you would with a closed format documentWe've created a step by step guide in our knowledge base that can help you with this.

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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Please see below for an example:

What software can be used to access open format documents?

There are now many free programs that will enable users to access open documents, without needing to purchase commercial software.

This includes:

• Google Docs, Sheets and Slides
• LibreOffice
• WPSOffice

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Many of these programs include the option to open and save closed format documents (such as Microsoft Word and Excel files).

This means that even if someone opens an open format document, they can choose to save it as .DOC or .XLS if they like.

If you have any questions about open formats that hasn't been covered in this blog post, why not get in touch with us at digitalcontent@phe.gov.uk.