Exchanging files

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Exchanging Word Processing Documents

If you wish to exchange word processing files with people by Email or other means you need to know  more than just how to send attached files. Just sending someone your word processing file does not mean that person can read it. For example suppose you have MSWord 97. You create, save, and then send a file to another person. The person receives the file by Email or on disk successfully. When they attempt to open it with their word processor, which is MS Word 95, they get an unknown file type error, and can not open the file.

Sending Text Only Files

First open the file on your PC using your word processor. Then use the Save As Command, in your word processor,and select Text, and resave the file as text only with a new name like mydoc.txt, before sending it. Now resend the new file. The person at the other end should then be able to open the file with any word processor. However, all those beautiful fonts and all the underlines, bolds and other nice things you put in will not show up!

Creating rtf Files

The way to get around this is to send the file as an rtf (rich text format file). When you have the file loaded, select save as, then select rtf as the file format and resave the file with a name like myfile.rtf. Sending this rtf file gives you the largest chance that someone at the other end will not only be able to read it, but they will also be able to view any included bolds, fonts, and graphics! If your word processor does not export or save files as rtf it is time to get a new one, or contact your local software company or the Word Processor Company and see if they have an update which does!

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