Save a file in a different file format

Which Office program are you using?


Word

When you create and save a document, Word automatically saves the document in the Open XML Format (Open XML Format: Open XML Formats, which are used in Word, Excel, and PowerPoint, are the default file formats for Office 2008 for Mac and Office for Mac 2011. Open XML Formats are also the default file formats for the Windows-based 2007 Microsoft Office system and Microsoft Office 2010. The XML-based formats create smaller files and make it easier to recover damaged files and share files.). However, you can save the document in another file format or change the default file format.

Do any of the following:

ShowSave a file in the Open XML Format (the default file format for Office 2008 for Mac and Office for Mac 2011)

  1. Create a file, or open the file that you want to save.
  2. On the File menu, click Save As.
  3. In the Save As box, type a name for the file.
  4. On the Format pop-up menu, make sure Word Document (.docx) is selected.
  5. Click Save.

ShowSave a file in the Office 2004 for Mac file format

 Important   Some items that were created by using new features in Office for Mac 2011 might behave differently when the document is saved in the file format that is used by Office 2004 for Mac or earlier. Use the Compatibility Report to avoid using new Office features that might behave differently with earlier versions of Office.

  1. Create a file, or open the file that you want to save.
  2. On the File menu, click Save As.
  3. In the Save As box, type a name for the file.
  4. On the Format pop-up menu, click Word 97-2004 Document (.doc).

 Note   If you open and then save a copy of a file that was created in Office 2004 for Mac or earlier, the application automatically saves the file in the correct file format.

  1. Click Save.

ShowSave a file as PDF

You can save your document as PDF, a PostScript-based electronic file format developed by Adobe Systems, to preserve document formatting and make the document readable but not editable. You need to use Adobe Reader to view documents after you save them in this file format.

 Note   PDF files created from Word 2011 are limited to printable content. In other words, if the content does not appear in print, it will not appear in the PDF.

  1. Create a file, or open the file that you want to save.
  2. On the File menu, click Save As.
  3. In the Save As box, type a name for the file.
  4. On the Format pop-up menu, click PDF.
  5. Click Save.

ShowSave a file as a Web page

You can save a file as a Web page, which converts the file into a file format that's readable by Web browsers. However, the results of the conversion depend on the kind of content in your file. Office for Mac converts the file's formatting to the closest equivalent Web formatting. Therefore, the Web page might look very different from the original file. For example, many text effects, such as animated, embossed, or outlined text, become plain or shaded text.

 Note   We recommend that you preview the file in a Web browser to make sure that the results are what you want. To do this, on the File menu, click Web Page Preview.

  1. Create a file, or open the file that you want to save.
  2. On the File menu, click Save as Web Page.
  3. In the Save As box, type a name for the file.
  4. Click Save.

ShowSave a file as plain text

You can save a document as plain text so that the document can be opened by a number of text editing programs. However, saving a document in plain text does not reliably preserve the formatting, layout, or other features of the document.

  1. Create a file, or open the file that you want to save.
  2. On the File menu, click Save As.
  3. In the Save As box, type a name for the file.
  4. On the Format pop-up menu, click Plain Text (.txt).
  5. Click Save.

ShowChange the default file format that files are saved in

You can change the file format that Office for Mac always saves documents in. For example, if you usually share documents with other people who use an earlier version of Office for Mac, you might want to always save documents in the file format that is used in that version.

  1. Open any file or create a new file.
  2. On the File menu, click Save As.
  3. Click Options, and then on the Save Word files as pop-up menu, click the file format that you want.

 Tip   If you want to change the default file format to work with Office 2004 for Mac or earlier, click Word 97-2004 Document (.doc)

See also

Check a document for compatibility

Sharing documents with other versions of Office

Best practices for working with Windows

File formats for saving documents

PowerPoint

When you create and save a presentation, PowerPoint automatically saves the presentation in the Open XML Format (Open XML Format: Open XML Formats, which are used in Word, Excel, and PowerPoint, are the default file formats for Office 2008 for Mac and Office for Mac 2011. Open XML Formats are also the default file formats for the Windows-based 2007 Microsoft Office system and Microsoft Office 2010. The XML-based formats create smaller files and make it easier to recover damaged files and share files.). However, you can save the presentation in another file format or change the default file format.

Do any of the following:

ShowSave a file in the Open XML Format (the default file format for Office 2008 for Mac and Office for Mac 2011)

  1. Create a file, or open the file that you want to save.
  2. On the File menu, click Save As.
  3. In the Save As box, type a name for the file.
  4. On the Format pop-up menu, make sure PowerPoint Presentation (.pptx) is selected.
  5. Click Save.

ShowSave a file in the Office 2004 for Mac file format

 Important   Some items that were created by using new features in Office for Mac 2011 might behave differently when the document is saved in the file format that is used by Office 2004 for Mac or earlier. Use the Compatibility Report to avoid using new Office features that might behave differently with earlier versions of Office.

  1. Create a file, or open the file that you want to save.
  2. On the File menu, click Save As.
  3. In the Save As box, type a name for the file.
  4. On the Format pop-up menu, click PowerPoint 97-2004 Presentation (.ppt).

 Note   If you open and then save a copy of a file that was created in Office 2004 for Mac or earlier, the application automatically saves the file in the correct file format.

  1. Click Save.

ShowSave a file as JPEG

When you save a presentation as a JPEG, each slide becomes a picture. Then, if you post the presentation on a Web site, the presentation is easier to view.

  1. Create a file, or open the file that you want to save.
  2. On the File menu, click Save as Pictures.
  3. In the Save As box, type a name for the file.
  4. Click Save.

ShowSave a file as a movie

To run your presentation on a computer that doesn't have PowerPoint installed, you can save your presentation as a movie (.mov) file. You can then play the movie in any application that supports QuickTime movies.

  1. Create a file, or open the file that you want to save.
  2. On the File menu, click Save as Movie.
  3. In the Save As box, type a name for the file.
  4. Click Save.

ShowSave a file as PDF

You can save your document as PDF, a PostScript-based electronic file format developed by Adobe Systems, to preserve document formatting and make the document readable but not editable. You need to use Adobe Reader to view documents after you save them in this file format.

 Note   PDF files created from Word 2011 are limited to printable content. In other words, if the content does not appear in print, it will not appear in the PDF.

  1. Create a file, or open the file that you want to save.
  2. On the File menu, click Save As.
  3. In the Save As box, type a name for the file.
  4. On the Format pop-up menu, click PDF.
  5. Click Save.

ShowChange the default file format that files are saved in

You can change the file format that Office for Mac always saves documents in. For example, if you usually share documents with other people who use an earlier version of Office for Mac, you might want to always save documents in the file format that is used in that version.

  1. Open any file or create a new file.
  2. On the File menu, click Save As.
  3. Click Options, and then on the Save PowerPoint files as pop-up menu, click the file format that you want.

 Tip   If you want to change the default file format to work with Office 2004 for Mac or earlier, click PowerPoint 97-2004 Presentation (.ppt).

See also

Check a document for compatibility

Sharing documents with other versions of Office

Save a presentation as a movie file

Best practices for working with Windows

File formats for saving presentations

Excel

When you create and save a workbook, Excel automatically saves the workbook in the Open XML Format (Open XML Format: Open XML Formats, which are used in Word, Excel, and PowerPoint, are the default file formats for Office 2008 for Mac and Office for Mac 2011. Open XML Formats are also the default file formats for the Windows-based 2007 Microsoft Office system and Microsoft Office 2010. The XML-based formats create smaller files and make it easier to recover damaged files and share files.). However, you can save the workbook in another file format or change the default file format.

Do any of the following:

ShowSave a file in the Open XML Format (the default file format for Office 2008 for Mac and Office for Mac 2011)

  1. Create a file, or open the file that you want to save.
  2. On the File menu, click Save As.
  3. In the Save As box, type a name for the file.
  4. On the Format pop-up menu, make sure Excel Workbook (.xlsx) is selected.
  5. Click Save.

ShowSave a file in the Office 2004 for Mac file format

 Important   Some items that were created by using new features in Office for Mac 2011 might behave differently when the document is saved in the file format that is used by Office 2004 for Mac or earlier. Use the Compatibility Report to avoid using new Office features that might behave differently with earlier versions of Office.

  1. Create a file, or open the file that you want to save.
  2. On the File menu, click Save As.
  3. In the Save As box, type a name for the file.
  4. On the Format pop-up menu, click Excel 97-2004 Workbook (.xls).

 Note   If you open and then save a copy of a file that was created in Office 2004 for Mac or earlier, the application automatically saves the file in the correct file format.

  1. Click Save.

ShowSave a file as PDF

You can save your document as PDF, a PostScript-based electronic file format developed by Adobe Systems, to preserve document formatting and make the document readable but not editable. You need to use Adobe Reader to view documents after you save them in this file format.

 Note   PDF files created from Word 2011 are limited to printable content. In other words, if the content does not appear in print, it will not appear in the PDF.

  1. Create a file, or open the file that you want to save.
  2. On the File menu, click Save As.
  3. In the Save As box, type a name for the file.
  4. On the Format pop-up menu, click PDF.
  5. Click Save.

ShowSave a file as a Web page

You can save a file as a Web page, which converts the file into a file format that's readable by Web browsers. However, the results of the conversion depend on the kind of content in your file. Office for Mac converts the file's formatting to the closest equivalent Web formatting. Therefore, the Web page might look very different from the original file. For example, many text effects, such as animated, embossed, or outlined text, become plain or shaded text.

 Note   We recommend that you preview the file in a Web browser to make sure that the results are what you want. To do this, on the File menu, click Web Page Preview.

  1. Create a file, or open the file that you want to save.
  2. On the File menu, click Save as Web Page.
  3. In the Save As box, type a name for the file.
  4. Click Save.

ShowChange the default file format that files are saved in

You can change the file format that Office for Mac always saves documents in. For example, if you usually share documents with other people who use an earlier version of Office for Mac, you might want to always save documents in the file format that is used in that version.

  1. Open any file or create a new file.
  2. On the Excel menu, click Preferences.
  3. Under Sharing and Privacy, click Compatibility Excel Compatibility Preferences button.
  4. Under Transition, on the Save files in this format pop-up menu, click the file format that you want.

 Tip   If you want to change the default file format to work with Office 2004 for Mac or earlier, click Excel 97-2004 Workbook (.xls).

See also

Check a document for compatibility

Sharing documents with other versions of Office

Best practices for working with Windows

File formats for saving workbooks

 
 
Applies to:
Excel for Mac 2011, PowerPoint for Mac 2011, Word for Mac 2011