Open formats are becoming increasingly more important when publishing content at Public Health England.
In this blog post, 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
What are open formats?
Open formats are file types that can be accessed by everyone, no matter what their requirements.
These open file types are:
- 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.
Because most workplaces use software such as Microsoft Office and Adobe Acrobat, we get used to saving files in certain formats.
But formats such as Microsoft Word documents (.DOC) and PDFs, have some disadvantages.
These 'closed' file types are:
- difficult to access for users with accessibility requirements, such as partially-sighted users
- incompatible with certain software, or older versions of Office Suite
- difficult to share effectively between government departments
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.
The software we use every day, 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. For example, OpenDocument Spreadsheet (ODS format) can be used for spreadsheets and reports.
Most software that we use, such as Microsoft Word or Adobe Acrobat,
will save files automatically in a certain format.
But these formats - such as Microsoft Word files or PDFs - carry some disadvantages.
These 'closed' file types are:
Most workplaces use software such as Microsoft Word, Excel and Adobe Acrobat to create and share files.
But the file formats that come 'automatically' with these programs - such as Microsoft Word format, or PDF - carry some disadvantages.
Working within government, you have probably heard more and more talk about 'open formats' and Open Standards recently.
But what does this mean, and how does it relate to your work?
At Public Health England, we have a legal requirement to make sure that everyone can access and read the materials that we publish.
This includes everything from guidance documents to research papers, statistical commentary to policy papers.
What are open formats?
Open formats are