File formats can be standardized as a method for avoiding unnecessary software upgrades.  This is an excellent revenue generating service for you, and the money the client saves on software can be rolled back into the IT budget and hopefully used for your services. 

Here is a quick guide for standardizing the file formats of the popular Microsoft Office applications Microsoft Word and Microsoft Excel.

Microsoft Word .doc File Formats

  • In Microsoft Word 2000 go to Tools, choose the Options command, then click on the Save tab.
  • In the middle of that dialog box, you’ll see a drop-down list called “Save Word files as:”
  • From there, change the default selection of Word Document (*.doc) to Word 97-2000 & 6.0/95 – RTF (*.doc).
  • Finally, enable the check box immediately below to “Disable features not supported by Word 97.”
  • When you’re finished, simply click OK. The file formats will now be standardized.

If you want your clients’ employees to be able to create documents compatible with earlier versions of Microsoft Word they need compatible file formats.  Set this configuration choice on each PC as well.

If more than a dozen or so systems require file format changes, consider delegating the task to the internal guru or using an automation or scripting technique that modifies the impacted Registry keys for you.

Microsoft Excel .xls File Formats

  • Microsoft Excel 2000 and Microsoft Excel 2002 have similar features that make workbooks backward-compatible with earlier versions of Microsoft Excel.
  • Start at the Tools menu and choose the Options command.
  • Click on the Transition tab.
  • Toward the top of that dialog box, you’ll see a drop-down list labeled “Save Excel files as:”
  • Now change the default Microsoft Excel Workbook selection to Microsoft Excel 97-2000 & 5.0/95 Workbook.
  • Then click OK. The file formats will now be standardized.

Just as with Microsoft Word 2000, this configuration choice can take your clients’ files all the way back to 16-bit versions of Microsoft Excel (circa 1994).

Bottom Line on File Formats
Don’t let your clients run up big support bills because of incompatible file formats across different versions.  By making quick and easy changes in Microsoft Word and Microsoft Excel you can solve this common problem and generate some revenue for yourself in the process. 

In this article, you’ve been introduced to File Formats. To learn more about how you can improve your knowledge about File Formats, just click here now to get access to a free one-hour audio training program on 5 Easy Ways to Grow Your Computer Consulting Business.