Microsoft Office 2010: New File Formats

In addition to a brand new interface, Microsoft Office 2007, and now Office 2010, introduced significantly different file formats. Although you don’t have to understand the specifics, the file formats are based on the new Office Open XML Formats (XML is short for Extensible Markup Language). This change in file naming and format can create some huge obstacles as Office 2010 users share files with everyone else.

The change to these XML-based formats supports new features and helps make your documents:

• Safer by separating files that contain scripts or macros, making it easier to identify and block unwanted code or macros.
  
• Smaller in file size.
  
• Less susceptible to damage or file corruption.

For most people using Microsoft Office 2010, the change in file format will likely be seen in the file extensions used for naming files. Conversion options are available on both sides but require patience and knowledge to build a successful strategy for exchanging Office files.

How Has File Naming Changed?

In earlier versions of Microsoft Word, files were saved with the .doc extension, Microsoft Office Word 2010 files now use the .docx and .docm file extensions. Excel workbooks have exchanged their .xls file ending for new .xlsx or .xlsm extensions in Excel 2010. Presentations in PowerPoint have long been saved with a .ppt ending whereas, now, in Microsoft Office PowerPoint 2010, the file extensions are either .pptx or .pptm. Why multiple options for file name extensions in Office 2010? The differences depend on whether or not a file contains macros or programming code. The letter "m" at the end designates possible macros in a file. Other less commonly used file extensions may also appear on Office 2010 files. Just a reminder: this dramatic change to file formats is much more than just a cosmetic switch in file naming conventions, and so, editing the extension will not convert a file from one type to another.

EASY TIP: How can you tell the difference between Office 2010 and Office 2003 files? View your files from Windows Explorer. The file is an Office 2007/2010 file format if it has a 4-character extension; it is an Office 2003/2002 (or earlier) file format if it has a 3-character extension.

Microsoft Office Access 2010 databases are also saved with a new file format, .accdb, or can be created with the same file format as earlier versions, .mdb, to allow for continued easy access to data. Once an Access database is converted for use with Access 2010, however, it is no longer available for use with earlier versions of Microsoft Access. Notice as well that Access 2007 databases are saved with a 5-character extension.

File Compatibility Between Versions of Microsoft Office

If you are one of the first in your group to get the Microsoft Office 2010 system, you can still share documents between Office 2010 and earlier versions (2003, 2002) of Office.

Important considerations when working in Microsoft Office 2010:

• With Office 2010, you can open a file created in Office 95 through Office 2003.
  
• When you save a file created in a previous version, the default in the Save As dialog box is to save the file as the same previous version. You can also choose to save the file as a 2010 version.
  
• Each Microsoft Office 2010 program can be customized to change the default file format to save as an Office 2003 format.
  
• When you save a file as a previous version, a Compatibility Checker will let you know of any Office 2010 features that may be disabled, or matched as closely as possible.
  
• Colleagues who have Office 2000 through 2003 can work in your 2010 files using a converter that will let them open your document.

To learn more about how to download conversion tools, head to: www.SoftwarePro.com/msoffice/office2010_resources.htm.

© Dawn Bjork Buzbee, MCT, The Software Pro^®

Dawn Bjork Buzbee is The Software Pro^® and a Microsoft Certified Trainer (MCT) as well as a certified Microsoft Office Specialist (MOS) Master Instructor, certified Microsoft Applications Specialist (MCAS) Instructor, and a certified Microsoft Office expert. Dawn shares smart and easy ways to effectively use software through her work as a software speaker, trainer, consultant, and author of 6 books.

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