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Converting Microsoft Office files

Converting Microsoft Office files

The University of Sussex IT Services PCs are installed with Windows XP and Office 2007. If you are using a PC at home, you may have a different version of Microsoft Office and Windows, for example Windows 98 and Office 97. To make working on your documents at home and at University simpler, you may need to convert your files or save your files in a slightly different format.

How can I find out which word processor I am using at home?

You will be able to find the version and product you are using in most cases by doing the following:

  • Start Word/Excel as though you were going to type a new document
  • Click on the Help Menu and choose the item that says About Microsoft Word, or About Microsoft Excel
  • This will tell you the version of the product you are using as well as any updates added

Using this information you will be able to save a document created in Word 2007 to an appropriate format for use on your home PC.

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Converting to different versions of Office software

It is sometimes necessary to change the format of a file such as a Word document so that it can be viewed by older versions of the program. Generally, files produced on an older version of a program such as Word will be usable on more recent editions without problems.

More information on working with files between different versions of Office is given in our FAQ: 1285. How can I work with files on both the previous releases of Microsoft Office and the new 2007 Microsoft Office?

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Converting to older versions of Windows software

Word

It is possible to create files from Word to be used in other Office Suites (e.g. Corel's Word Perfect). From the Office Button, choose the Save As option and choose the appropriate file type from the Save As File Type drop down menu. If you are unsure, use Rich Text Format (RTF).

Excel

It is possible to create files from Excel to be used in other Office Suites (e.g. Lotus 1-2-3). From the Office Button, choose the Save As option, then choose the appropriate file from the Save As File Type drop down menu. If uncertain, use text (comma or table delimited).

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Further information

You can find more information about converting files to different formats by searching our web pages, or by emailing support. Alternatively, you can come to the IT Service Desk in Shawcross and speak to an Advisor in person.

created on 2010-01-01 by Gillian Powell
last updated on 2010-08-27 by Gillian Powell