Open formats are becoming increasingly more important when publishing content at Public Health England.
In this article, we 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.
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 open formats are needed
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 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.
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 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.
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.
For this reason, we find it is not usually an issue for GOV.UK users to receive a document in an open format, instead of Word or Excel.
However, you always have the option to upload a document to GOV.UK in both a closed format and an open format.
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.
These include:
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.
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.