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Open formats are becoming increasingly more important when publishing content at Public Health England.
In this article, we will look at:
- 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
Introduction to 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 open formats are needed
We need to make sure that pages are accessible for everyone.
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In addition, we must be compliant with the Open Standards principles set out by the Cabinet Office.
Why this is better than publishing in Microsoft Word format
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 to save automatically in open formats
Take a look at our guide on how to do this in Microsoft Word and Microsoft Excel software.
Which open format you should 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.
Please see below for some Some examples:
| 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) |
Always present an accessible option
While they are unfamiliar, open formats usually open correctly in multiple software programs or internet browsers.
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However, you always have the option to upload a document to GOV.UK in both a closed format and an open format.
Please see below for an An example:
Software 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 includesThese include:
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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.
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Learn more
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We hope this article was useful.
To share this article with a colleague, please send them this link: https://confluence.collab.test-and-trace.nhs.uk/x/qQkYIg
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The easiest way to save in open formats is to make it the automatic default option in your software. Read our guide on how to Automatically save in open formats.