Text Formats: Basic Facts and User Tips

Most frequent PC users have at least once heard about the existence of file formats. In general, they help to organize the files in a way that helps your operating system to easily launch and display the files with the help of the installed software. There are many different formats of electronic documents.

In general, they can be divided into single-program, that is, controlled and maintained by only one software developer, and multi-program, which are supported by several developers and can be processed by different programs.

Some formats are easily convertible, others require the use of specialized programs. For example, DOCX files can be easily converted into PDFs with the help of the Save As function. Meanwhile, to convert XML to PDF online it is recommended to use the coolutils converter or an alternative.

Basic Formats of Electronic Documents

The basic formats of electronic documents are the following:

• Text;
• Graphics;
• Databases;
• Spreadsheets;
• Video;
• Audio;
• Markup.

Each of the electronic document formats has its own advantages and disadvantages. For example, text formats (Microsoft Word, RTF, etc.) are convenient for conducting a contextual search for documents in the database, while graphic formats (PDF, TIFF, etc.) allow you to obtain an image of a document with all its external features when scanning with all signatures and visas.

Possible Data Conversion Difficulties

At the same time, there are 3 main types of losses that must be taken into account when storing electronic documents:

1) data loss. When data is lost, the content of the document is also lost to some extent. The electronic document becomes invalid and unreliable;

2) loss of appearance, and structure of the electronic document. For example, when converting text documents to the RTF format, some appearance features of the documents may be lost;

3) loss of connections between data (in spreadsheets, databases) also makes the document inferior.

It should be taken into account that a copy of a document can be legally recognized only if it is created in a proven way and is accurate, complete, and reliable for long-term use.

Key Text Extensions Popular in 2022

Currently, almost a monopoly in the preparation of standard text documents has the Microsoft Word program. Format with the extension doc – is a common way of representing text in Microsoft Word.

The text with the .doc extension contains data on where and how the division into lines and paragraphs is carried out, methods of text alignment, reflections between lines and paragraphs, the type and drawing of fonts, and so on. All this is called text formatting. Text formatting and file format are different concepts, although similar words express them.

DOC format allows you to create high-quality text formatting, but the created text is not always reproduced on another computer. That is why other text extensions can be used:

RTF. The extension stands for the right text format. Formats of the RTF family have very wide compatibility, they are understood by all text processors, old and new. Many non-text (e.g. graphics) programs work much better with RTF than DOC. Compatibility is possible because the RTF formatting is converted into program instructions that allow you to open and view the document with the help of various software.

TXT. This is a primitive text format that does not contain complex formatting. Only the division into paragraphs is preserved, and each line is converted into a paragraph. The TXT format is used by programmers writing software code because the computer does not need a nice text design according to human concepts. The format is also used when the text must be understood by users with different software when the final program does not recognize other file formats.

Finally, the text can be saved and edited in other formats intended not for creating text documents, but for other purposes. For instance, you can use HTML for creating websites, XLX for the Excel spreadsheet editor, PDF, and many others.

In Conclusion

In the world of computers, text files are the most frequent kind of data. Numerous extensions make working with documents easier, and file converters assist to bridge the incompatibility gap between them. Picking a reliable converter could be a wise decision since it is always available to you whenever you need to use it.

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