insert an excel file into powerpoint

How to Insert an Excel File Into PowerPoint

These days PowerPoint presentations are one of the most popular and trustworthy ways of conveying information to large groups of people. They’re created for business meetings, university lectures, investment pitches and so much more.

But when it comes to making a PowerPoint presentation, sometimes you need to be conveying information better presented in Microsoft Excel. 

That means you’ll need to know a technique few PowerPoint creators know – how to insert an Excel file into PowerPoint. If you do need to do this, don’t panic.

The experts here at Offdrive have written this quick and detailed guide to lead you through the process. We’ll outline how to import an entire spreadsheet below, as well as certain sections of Excel data. That way, you can focus on making your PowerPoint presentations the very best they can be!

How to Insert an Excel File Into PowerPoint for a Whole Spreadsheet

Let’s begin with what is likely the most common way in which you’ll need to insert Excel data into PowerPoint; inserting an entire spreadsheet.

This is done when you need to include a whole Excel file into your PowerPoint presentation. This could be to show intricate facts and figures for financial projections, or the conclusions of research data. If you need some tips on how to create this Excel information, to begin with, take a look here.

No matter the purpose, the formula for inserting this information will remain the same. First things first, you need to your PowerPoint presentation open. We will be providing these instructions for the newest version of PowerPoint, which means if you are working on older software the process may be different.

Once open, you need to navigate to the Insert tab, then select the Object button. 

This should open a dialog box for you. In this box, you need to select the “Create from file” button. You’ll then need to browse in this section to find your Excel document wherever it is saved on your computer.

Before you continue, make sure that you tick the “Link” box. That’s all there is to it.

One very important thing to note is that this method will only link the active worksheet in this Excel document, which is usually at the top. If you have a document with several tables or data sheets contained in it, you’ll need to make sure the right one is active before you link it to PowerPoint.

Inserting a Section of Excel Data to PowerPoint

Sometimes you might not want to link an entire worksheet to your PowerPoint. For those occasions, you’ll need to learn how to insert a section of Excel data into your PowerPoint presentation.

This time start in Excel and open the relevant file that contains the data you wish to link to PowerPoint. You’ll then need to drag over all of the information you’re intending to insert. Make sure you select each cell and don’t leave any left out.

Then, you’ll need to be on the ‘Home’ tab, and you’ll need to select ‘Copy’. A quicker way of doing this for people on time constraints is to use the Ctrl C command through your keyboard. Using commands like these can make several aspects of computing quicker, from these insertions to inserting writing from your own blog.

Then, you need to open PowerPoint and navigate to the relevant slide where you want to display this information. Open the ‘Home’ tab within your PowerPoint presentation and then navigate to the ‘Paste’ button but don’t select it.

Instead, you need to click the arrow beneath the ‘Paste’ button and select ‘Paste Special’. This will open a unique dialog box.

On this box, you will need to select the ‘Paste Link’ button on the left-hand side of the box. To the right, it should say ‘As…’ with a selection of options beneath. You’ll need to select ‘As Microsoft Excel Worksheet Object’.

Your data should now be properly inputted onto your PowerPoint presentation!

Inserting Unlinked Excel Data to PowerPoint

Finally, we’re going to quickly go through inserting unlinked Excel data to PowerPoint. This means that if you make any changes to your Excel data, these changes won’t be reflected in your PowerPoint presentation.

Because of this, you should only use this option if your Excel data is complete and won’t be changed in the future.

You need to follow the same instructions as the above section until you get to the ‘Paste Options’ section. Here you’ll have several different options, such as ‘Embed’, ‘Picture’, or ‘Keep Text Only’.

This is where you can choose how your Excel data is inserted in your PowerPoint presentation, and the preference is up to you. If you go with ‘Keep Text Only’ bear in mind that the layout of your cells will potentially change.

To keep it looking the same as it was when copied from Excel, it is usually best to go with a ‘Picture’. But note that you cannot modify any of the text if your Excel data is pasted as a picture. 

Try out several of the options to see which works best for your particular PowerPoint presentation.

What If I Need Further Assistance With Excel and PowerPoint?

Now you’ve solved the problem of how to insert an Excel file into PowerPoint. These three guidelines should provide the right option for you if you ever need to insert Excel data into your PowerPoint presentation in the future.

But we know that many of you will likely require further assistance when it comes to operating Microsoft Excel or Microsoft PowerPoint. If you do have further questions, we’d encourage you to take a look through some of the previous blog posts on our website.

For example, take a look through our post on some essential PowerPoint presentation tips. If you need to convert any of your files in the future, make sure to visit our homepage here at Offdrive for quick and hassle-free file conversions.

converting media

Converting Media in 9 Easy Steps

The dynamics of media files is a massive web of tiny details. Understanding all the details can be frustrating when you only want to play your video or upload a picture. 

The good news is that converting media from one file type to another can be simple and easy! In fact, we can show you everything you need to know in as little as 9 easy steps! 

Let’s dive down the media rabbit hole and turn you into a media converting master!

Tips and Tricks to Converting Media of Any Kind

As technology integrates into every facet of our lives, details that once were the domain of the IT department are now an everyday concern.

PDF documents are almost mandatory in business and different picture formats load better in different types of software. These are now items that we all should learn.

So let’s break down what it means and what you can do. 

1. Understand the Document Types

When we say converting media, we don’t mean a magical process that can turn any file into whatever you need. You can’t type up a story and convert it into a movie.

When you need to convert a file, you need to understand which document type you are working with.

There are 5 major document types, images, spreadsheets, documents, presentations, and videos. The types are rather self-explanatory.

You can convert media files within a document type. In rare instances can you put one document type into another.

For example, any of these can be an image, but they lose any other property they may have had. An image of a video is a single frame while an image of a document loses its ability to edit text. 

2. Identify What File Formats You Need

Within the document types, there are many different file formats to choose from. Using images as an example, you have PNG, JPG, and even GIF. All of these have pros and cons.

Not all document types have the same number of file formats and many file formats have such a tiny difference between each other that they aren’t worth considering. 

The major file formats for each type will often be all you need. 

3. Understand What Differences Each File Format Has

Some programs only use a certain kind of file format. Other formats are easier to edit. These differences will often be the reason you need to convert the file. 

If you need to make a document easier to edit and you only have Microsoft Office or an equivalent, shifting it from a PDF to a DOC file can help. 

Consult the program you intend to use the file with. If you know what you want to do with a file, research which file format has the best differences to help you. 

4. Make Sure You Can Open the New File Formats

If you are uncertain whether a specific file format will work, search for a test file in that format first. What this file has on it doesn’t matter, you are only looking for whether your program can interact with it well. 

If the file has no issue, you are ready to go. 

5. Create Backup Copies

Before making any major edits to a file, always make a backup of the document. This can save you hours of frustration if something goes wrong. 

6. Find the Best File Converter

There are many file converters out on the internet. We here at OffDrive have a host of excellent ones for all the major file formats. 

While not all services are free, be careful paying for a file converter unless it has a host of other editing tools and options. Even then, consider what you require for your uses. 

They are also simple and easy to use, often with a few simple clicks. 

7. Follow File Converter Instructions

Once you have your file, your backup, and your file converter of choice, follow the instructions on how to begin the conversion. 

If the file converter does not have good instructions or the conversion process is not working, look toward the many others to replace them. 

8. Rename New Files

One of the biggest mistakes to make is to create a new file and then name it the same thing or something very similar. Even if the files are in different places, it makes searching for them a nightmare.

For some people, the different file tag at the end is enough. For others, simple additions to the name can work wonders. 

9. Double-Check File Integrity

When you have the new file and the conversion and renaming are complete, test it out! Boot up your program and try to open the file. Everything should work, but the potential for file corruption can happen.

When you have a corrupted file, it may have been due to the converter itself or a simple error. Delete the corrupted file and try another file conversion.

If you are still having issues, contact the support staff of the file converter or switch to a different file converter. 

This will also b a strong test of whether you chose the best file format. If your new file can now do what you needed, such as having a higher resolution or editability, then your conversion project was a success. 

Delving Deeper Into File Formats

When working with converting media and the multitude of file formats, you might be wondering why there are so many of them. The answer to that question can get complex.

The basics of it come from fine-tuning file storage methods. When someone modifies the basics of what a file is trying to do, when they save it in that exact method, a new file format is born.

For example, the difference between a PNG and a JPEG comes from a number of pixels, the scope of color, and even how the picture reacts to alteration. 

Often these changes can be so small that most people accept whichever file format works for them at the time.

If you are curious, though, there is always much to learn. Even with only images, there is a lot of information you can learn.

Becoming a File Format Master

With this simple, step by step guide into converting media, and why you should do it, you should be able to get the right file format you need, every time. 

We here at OffDrive have a lot of little tips and tricks that can help you master the digital world.

What else do you want to learn? Need some motivation for starting a blog? We have what you need, so check out our website to learn more! 

convert docx to jpg

Converting DOCX to JPG Files 101: A How-To Guide

Did you know that over 1 billion devices run Windows 10?

With so many devices running this operating system, it’s easy to use Microsoft Office and its word processing program, Microsoft Word. But if you’re making presentations and other visual media, you’ll want to convert DOCX to JPG to present it as an image. It can get difficult to convert it if you don’t know the available methods.

Fortunately, we’re here to help. In this guide, you’ll learn how to convert files from DOCX to JPG. Read on and find out how our free online converter works.

Use Our Website’s Free Converter

Before, converting files to various formats was complex, involving the installation of new software made for that purpose.

With the development of technology, however, you can do the same using your web browser. To start, go to our website’s main page.

Step 1: Convert the DOCX File to PDF

Once you’re there, you’ll see various file conversion options. Here, you’ll first need to make your DOCX file more compatible for later conversions. Under the “Convert Documents” section, click the DOCX to PDF option.

This takes you to the conversion page, where you’ll see a green button labeled “Browse…”. Click on the button to open a window. Here, you’ll find your desired file and click on the Open button once done.

You’ll see your file displayed on the bar beside the Browse button. Complete the Captcha test to ensure you’re not a robot. After that, you can now click the button to convert your DOCX to PDF.

Wait for a few seconds for the conversion to complete. Once finished, you can download the resulting PDF file to your computer. This will set the stage for the second phase of your conversion process.

What Is the Captcha Test?

CAPTCHA determines whether the user is a real person or a bot used for spamming. This is a great method since all it needs is to stretch and warp letters and numbers that only humans can read.

reCAPTCHA is one of the most popular Captcha tests used by most websites. Among the top 1 million websites in the world, 97% use this Captcha variant. It’s unsurprising since it’s a Google-developed test, attesting to its quality and ease of use.

Step 2: Convert the PDF File to JPG

After the download finishes, you’ll see a button that says “Convert More Files”. Click on the button since it will take you back to our website’s main page. This time, look for the section for converting PDF to images.

Once found, click on the button to convert PDF to JPG. You’ll get the same resulting interface, only now it’s for converting the file to a JPG image. From here, use the same steps as before and you’ll have your JPG image, finishing the process of converting a DOCX to JPG file.

What Is a JPEG File?

This image file type saves an image using a compressed image format. It’s a standard made by the Joint Photographic Experts Group (JPEG). Its most common use is for digital photos, mostly by digital cameras.

Advantages of JPEG Files

This image file type is the most popular raster image format in the world. It has lots of great features that even when it first came out in 1986, it continues to be important in today’s world. The primary reason for its popularity is its high degree of compression.

With a JPEG file, you can pick the ratio between file size and quality. It means it’s up to you how to find the balance between these qualities. It’s also well-known for its small file size, making it ideal if you’re storing lots of pictures on your devices.

If you’re designing websites, JPEG should be your go-to image since it’s compatible with almost any browser. It means it will display correctly, whether it’s in Google Chrome or Opera. This compatibility also extends to most gadgets, meaning it’s viewable whether you’re using a computer, mobile device, or a tablet.

JPEGs are best for full-color realistic photos with lots of transitions in contrast and color. The format does this without losing its quality while maintaining a small compression degree.

Disadvantages of JPEG Files

Like anything in this world, JPEG files have some drawbacks. First of all, images can fall apart into their individual squares when squeezing it. This happens since its compression algorithm analyzes the adjacent pixels, meaning it can fall into 8×8 pixel blocks.

Also, since JPEG files have smooth color, transitions can either be harsh or outright disappear. That makes the format less ideal when depicting text and monochrome graphics. It’s especially apparent if the image has clear boundaries.

If you’re drawing templates, logos, and buttons, JPEG isn’t the best choice. It’s because this image format lacks transparency support, which is vital for the abovementioned graphics. The fact that its quality also degrades whenever it gets compressed won’t help.

Uses of JPEG Files

The ideal use of the JPEG file format is processing and storing full-color images. These pictures should have realistic elements with color transitions and brightness. It means photos and scanned copies of digital pictures get the most out of this format.

JPEG is the most convenient method of showing compressed pictures on the World Wide Web. Its small file size makes it ideal compared to other image formats. If you have a large website with thousands of images, you have no other option but to use JPEG files to save on precious space.

Convert DOCX to JPG Today

These are some considerations when you convert DOCX to JPG. While a direct conversion is impossible, a little ingenuity can get the task done. Use this guide whenever you’re weighing the pros and cons of converting files to JPG.

Did this article help with your conversion needs? If so, check out our guide about converting PDF files into other file formats like DOCX.

uses for excel

Stay Organized: Different Uses for Excel at Your Business

Do you need a tool to stay organized at your workplace? 

Data can be overwhelming, but there is a way to keep it neat and tidy. Microsoft Excel is an excellent resource to keep your data organized. The Mircosoft Office suite is known for its robust programs, and there are many use cases for them.

Read on to learn more uses for Excel and how to implement them into your daily workflow. 

Number Crunching 

Microsoft Excel is known for letting the user calculate various equations. If you need to crunch some numbers or make a calculation, you can do so in a spreadsheet. All you have to do is input it in the proper section of the grid, and the program will give you the answer you did. 

This is an excellent resource for quick calculations and means you don’t have to leave your workspace to grab a calculator or launch a new program. 

Accounting

In addition to number crunching, most businesses use Excel for their company’s accounting. There are a variety of formulas you can conduct within this spreadsheet, which allows you to get a clear idea of where your company’s finances stand. 

For example, when you use Excel, you can have access to forecasts, budget plans, loan calculators, etc. All of this comes together to allow you to see the full financial landscape and help you see economic patterns within your business.

Operations: Scheduling and Planning

If you need to plan out a work schedule for your team or have a bunch of meeting in a row coming up, Excel is an excellent resource to input all of this data in a neat and organized way. 

For example, you can quickly edit and tweak existing documents to reflect new information. This is handy because if a meeting gets canceled or you have a new hire on the schedule, you can make quick fixes without it hindering your entire document. 

Excel is used across multiple companies for their operations because of its flexible and diverse options when it comes to data entry.

Uses for Excel: Planning Goals

If you have goals for your company that you want to document, Excel has various templates and resources that allow you to stay on track. 

For example, you can use logs, worksheets, and planning documents to track your company’s progress. If it is a revolving list, you can make customizations and tweaks if need be. 

This goal sheet can be formatted; however, you can add and include whatever milestones and achievements your company wishes to attain. 

These tools allow you to hold your company accountable while using a program that is user friendly and attainable. 

Entering and Keeping Data

From its inception, Excel was used to enter and manage data. Because of this, Excel allows you to keep an extraordinary amount of data in one place. If you have a document that is years in the making, say for notation certain things within your company, you can keep all safely stored in an Excel document. 

Excel can hold over a million rows and sixteen thousand columns. This means that the likelihood of you running out of storage is slim. So, when it comes to data entry, Excel takes the cake on how much it can handle. 

Excel Can Be Your New Task List

Do you have an obscene amount of sticky notes on your desk that has no rhyme or reason? 

You’re not alone. However, there is a better way to manage tasks and complete them. 

Excel offers a way to manage your tasks with their task lists; you can get the same satisfaction of crossing off things on your to-do list, but without the wasteful paper and clutter. 

With Excel, you can input your data and manage your tasks throughout the day. You can even refine the list for larger projects that may take more time. Additionally, add a progress bar to see how close you are to completing that task. 

For a business, this tool can be an excellent resource for seeing progress in real-time. Additionally, it can be a collaborative project with different members of your company. You can enter whatever goals your company has and watch it develop with your team, without the annoying pen and paper or whiteboard to-dos. 

Take Excel With You Wherever You Go

Excel offers a mobile version for smartphones and tablets. 

Though a desktop version may be more accessible for large amounts of data, being able to access your Excel documents on mobile is an excellent resource if you want to stay organized. At the same time, on the go, downloading Excel on your smartphone may be a great trick. 

If you need to make quick edits, think of something to add, or accomplish a goal on your to-do list, you can make all of those changes to an Excel sheet instantly. Having that tool in your pocket can help your workflow stay more organized, and allows you to be more interconnected with your company. 

Why Excel Is the Best Organizational Tool for Your Business

With all of these options, there are many uses for Excel. Excel is a diverse program that can benefit any company, with numeric tools, accounting tools, strategy planning, and operational resources; you have endless ways to keep your company on track and organized. 

For large storage capacity, Excel can hold all of your data with ease and is optimal for flexible customizations to existing documents. If you want to stay organized, try using Excel for your business. 

For more information on Mircosoft Office, tips and tricks for your business, and more check out our blog.

txt to jpg

TXT to JPG: How to Convert Files Quickly

Looking for a safe and easy way to convert your TXT files to JPG? You’ve come to the right place.

In the days where data breaches are prevalent, we understand how important it is to have your data protected. But with us, you don’t need to worry about your files going to the wrong hands. Our services use secure data encryption processes to ensure your data stays with you alone.

Ready to get started? Follow our instructions below to begin converting TXT to JPG.

1. Check Our Home Page

Whatever type of conversion you’re trying to do, you can find it on our web page. The most popular conversions, like JPG to PDF and Keynote to PPT, are on a single page. When you look at the top, however, you’ll see more conversion options.

Under the Archive Conversion tab, for example, you’ll see options for 7Z, RAR, and ZIP; you can convert these files to formats like RAR, TAR, and so on.

You’ll also see options for image conversion, involving files like PSD, GIF, and JPG. Then we have Spreadsheet Conversion, Document Conversion, and Presentation Conversion.

2. Pick TXT to JPG

The TXT to JPG option, you’ll find under the Document Conversion tab, between Spreadsheet and Presentation. Select the TXT option from the drop-down menu, and then look for TXT to JPG.

3. Upload Your TXT file

In the new web page, you’ll get an option to browse for your TXT file. Click the button and locate it on your computer. Once you find it, click it and then click the “Open” button.

In the text box next to the button, confirm if it’s the correct file name. You can click the “Browse…” button again to choose another file.

4. Go Through the Captcha Test

Prove you’re not a robot. We know you’re not, but you must prove it to our servers first. Don’t worry. It’s as simple as clicking “I’m not a robot.”

If it suspects something, you may also have to go through some images and click the ones requested. It’s that easy, but it may not be that easy in the future.

Once we’ve confirmed you’re human, the captcha area will transform into a button that says, “Convert TXT to JPG.” Click it and wait for the process to start.

5. Wait for the Result

Depending on the size of your file, it may take more than a few seconds for our servers to convert it. Most of the time, though, it will only take a couple of seconds to get the JPG file ready for download.

Once it’s ready, a new web page will load. It will present you two options; choose how you want to proceed.

Download Now 

When you click the “Download Now” button, the browser will prompt you to name the file and choose a save location. The JPG file will download into your computer once you proceed to the next step.

Congratulations, you now have your converted file. It should show the contents of the TXT file in an image form.

What If It’s a ZIP File?

Don’t get alarmed if it shows that it’s a ZIP file. This happens when your TXT file has more than one page; our servers have converted your TXT file into two or more JPG files. It’s the best way to download multiple files at once, but you do have to use a program to get your files.

Once it’s downloaded, unzip the file using your chosen software. WinZip and 7-Zip are the most popular programs for Windows. These are free, as well, so no need to shell out some money to get your files.

macOS has a built-in software named The Unarchiver, but you can also choose a third-party program like Entropy to do this process. Note that Entropy is a paid software, though. WinZip has also released a Mac version, so check that out, as well.

In any case, you have to double click the file to start the unzipping process. You can also right-click, choose “Open with…,” and select your zip program.

Either way, you will get a folder with the JPG files once it’s complete. Click the folder to view the files you have converted.

Convert More Files

Whether or not you click the “Download Now” button, this option will stay. This will take you to our home page, wherein you can choose to convert other files.

You can convert TXT to PNG, for instance, or PDF to Word, PDF to TXT, and other file formats. Our site gives you more options to convert another file format to JPG, such as GIF, PNG, XLS, PPT, and HTML, among others.

How do we do that? Don’t worry. We got that covered.

If you want to convert another TXT file to JPG format, repeat step # 1 or follow our tip below for a shortcut.

6. Go Back the Previous Page

If you have another TXT file to convert to JPG, click the back button on your browser. By going back, you can upload another file by repeating the process from step # 3. You upload the file, pass the captcha test, and click “Download Now” when prompted.

This way, you don’t need to look for the TXT to JPG option again on our home page.

7. Rest Assured Your Files are Safe

Note that when you exit the download page by clicking any links, your converted file is gone from our system. We don’t save it and your uploaded file on our servers. No one else can access them (even us) once you’ve exited the page.

That means that when you fail to download your file before going to another page, you’ll have to repeat the process.

Convert TXT to JPG Now

Our website provides a fast and secure way to convert files of various formats to another file type. The best thing about it is it’s free. You don’t need to download special software to use any of our services.

Need more help? Check out more tips with our other posts like this one showcasing how to convert Google Docs to Word.

file management

File Management Tips Every Busy Student Should Know

File management often is overlooked as a key driver of productivity. When you consider that the typical office worker can spend around one-quarter of the workday simply searching for information, it shouldn’t be.

In the following article, we’ll be discussing some tips that should help with your file management efforts if you’re a busy student heading steadily towards the workforce. Before we go there, however, let’s take a look at why this is so important. In other words, what can happen without proper file management? 

Difficulty Finding Documents When Needed

Not paying attention to how you file documents (i.e., the file names, the folders, subfolders, etc.) can create a reckoning at the worst times. The time you take at the front to create memorable file names and structures will keep you from having to click through every single file later on during a time crunch.

Accidentally Deleting Necessary Files

Inevitably, computers can become bogged down with random and unnecessary files. Mixing these in with your important documents is a disaster waiting to happen, especially when you set out to make space on your hard drive. As a result, you could end up deleting important files that you’ll need later.

Risk of Being Unable to Back Up Important Files

At some point in the life of a computer owner, there is going to come a dreaded hard drive crash. In fact, some hard drives can fail at a rate of as much as 2 percent. That may not seem like a significant number until you start localizing the math.

Between work and home life, you come into contact with at least 100 people every week. How would you like to be the person in that group that loses all your important files before you can back them up? Proper naming and organizational practices will prevent it.

Now that you know the dangers of poor file management, let’s look at how you can safeguard your data and productivity. Let’s continue!

1. Keep Documents to a Single Root

Learning how to organize files should start with the thought process of avoiding complications. For that reason alone, you should avoid creating several root files for each document. 

Channel most of your documents to a single file, such as the MyDocuments folder for Windows users and the Documents folder for Apple. The single root will serve you well until you start getting documents that can be more easily classified together.

2. Choose Descriptive Terms for Naming

It’s great if you’re in touch with your creative side on most things, but leave that at the door when the goal should be to organize files with clarity and accessibility in mind. Naming something 2019 Tax Filing is much better than 2019 Fleecing from the Federal Government, for instance. 

Keep names simple. Call things exactly what they are instead of trying to flex your metaphorical muscles, and you won’t have any issues.

3. Create Filing Cabinets

At a certain point, computer filing systems can be upgraded to follow a more logical hierarchy. For instance, when you have several items that belong together, then it’s time to create an additional folder to track them.

In keeping with the tax filing examples, for instance, consider creating a basic folder called “Taxes,” followed with year-by-year subfolders for nesting the final documents. This will ensure you always know where to look for each item, and that there will be a sensible subfolder in case you have to keep track of more than one file per year.

4. Know the Score

Cross-platform compatibility is becoming more important now that the Cloud reigns supreme. For that reason, you need a digital filing system that stays uniform from one operating system to another.

Therefore, choose the use of underscores when naming files. These are universally accepted over dots and spaces and will ensure that your files are called the same thing no matter where and how you’re accessing them.

5. Incorporate Dates When You Can

Placing dates into the names of your files will give you a more effective way to distinguish your files and lead to a stronger file organization. This especially is true when you have similar types of assignments or recurring projects that are due. Simply “Save As,” overwriting the date, and then make your changes.

6. Act Quickly

When filing, it’s always best to put in the extra time and effort it takes to be organized on the front end so you don’t have to think about it later on. It may seem annoying at first to slow down and carefully arrange your files, but it will end up saving you hours and hours on the back end. 

7. Make Your Most Used Files Easily Accessible

You can do this by leaving them clearly visible on your Desktop. This goes back to not creating too many root files. The fewer clicks you have to make, the easier it will be to get into the programs and documents that you need without breaking workflow. 

8. Do Not Create New Folders for Program Installations

Program installations should never have their own files. It creates an unnecessary extra step, and that can be particularly annoying when you have to run updates. 

9. Create Backups

Backing up your data to a cloud-based platform is recommended. There are several out there that can make the job easier: 

  • Amazon
  • iCloud
  • OneDrive
  • DropBox
  • Box

See which ones most appeal to you before going all in. After all, you may be copying and transferring several gigabytes of files. You only want to do it once. 

10. Purge

Every document management system needs to be revisited on a regular basis to ensure the files maintained are necessary and valuable. Make sure you’re scheduling time each month to go back through your documents and see what you need. Delete as you go, and your files will be easier to organize.

Effective File Management Adds to Your Productivity

We hope you’ve found this look at the importance of proper file management enlightening. Moreover, we hope you’re able to fix the holes in your game before a data disaster strikes!

Best of luck. If you have any document or file conversions that you need to perform to make your filing go more smoothly, click here

xls file

What Is an XLS File and When Should You Convert One?

A staggering 750 million — that’s how many people still use Microsoft Excel today.

Unless you use macOS Numbers, it’s very likely that you’re one of these millions of users.

MS Excel, by the way, is more than just a spreadsheet program — artists use it to create their masterpieces too! A perfect example is Tatsuo Horiuchi, who uses this program to create stunning digital art.

In any case, MS Excel is the spreadsheet program that gave birth to the XLS file extension name. That makes it a document format proprietary to Microsoft Excel.

The question now is, what exactly does “XLS” stand for? Is it the default format for all Excel files? Which situations does it make sense to convert .xls files?

Stick around and read on as we’ll give you all the answers you’re looking for in this post!

Decoding an XLS File

An XLS file is a file that you create using Microsoft Excel. In fact, the “XL” in the acronym XLS is an initialism of the word “Excel”. The S there stands for “Spreadsheet”.

XLS, however, has evolved into “XLSX” — the extension used by more recent versions of Microsoft Excel. XLS is the extension used by Excel 2003 (and earlier), while XLSX is for Excel 2007 and later.

Regardless of the version though, all files you save using Excel will have an “XLS” in their file extension. By default, files saved on Excel 2003 and earlier will have the .xls extension.

Digging a Little Deeper Into Excel 

MS Excel files are spreadsheets often used to create tabulated data, usually numbers. Not only can they store financial data — they have the ability to automate calculations too! This is why many people use them to construct mathematical models.

It’s also because of this that many employers prefer talents who have Excel skills. In fact, studies found that up to 80% of online recruiters require applicants to have such skills! So, if you want to up your employment game, it’s best to polish your Excel prowess.

In any case, MS Excel being a spreadsheet app means it can create grids of text and numbers. It can formulate content into specific calculations, from addition to division. It can also gather and then store data from external sources.

At the very least, you can create a .xls file to track your personal finances or household budget. You can also use it as a simple way to organize data, such as timelines or schedules.

The Difference Between XLS and XLSX File Extensions

Aside from their “age”, XLS and XLSX also differ from each other in terms of the file format they use. XLS uses a proprietary binary format known as “Binary Interchange File Format” (BIFF). Whereas XLSX uses the format called “Open XML”, hence the last X in the acronym.

When (And Why) Should You Convert XLS to XLSX?

Just as you can convert Pages, as well as PDF and DOC files to DOCX, you can do the same with XLS to XLSX. The big question is, when and why exactly should you do that?

Here are a few instances — and reasons — to convert files with a .xls extension into .xlsx.

To Save Excel Files In a Compressed Format

By switching from XLS to XLSX, the file compression process becomes automated. Since your files get automatically compressed, you get to save hard drive space.

To Make Data Recovery Somewhat Easier

In 2018, almost two-thirds of surveyed consumers experienced the pain of data loss. A lot of these were due to accidental deletions, but many also resulted from data corruption.

That said, one reason you’d want to convert your XLS files into XLSX is for easier data recovery. With XLS, you won’t be able to view anything once you get that message about a workbook having corrupted data. XLSX, on the other hand, still lets you view undamaged sections of the file.

That’s because XML saves file information in separate containers. So, even if one container gets damaged, it won’t automatically damage the rest of the file.

Keep Malicious Macros at Bay

As awesome as MS Office is, it has become one of the most common malware delivery methods. In fact, in August 2018, MS Office docs were the leading malware loader throughout the world. They accounted for 45% of all analyzed malware delivery mechanisms.

Older versions of MS Office docs are the powerhouse of such malware loaders. That’s because .doc and .xls files can run macros, whereas .docx and .xlsx can’t.

Macros are scripts that can automate tasks, so they can be quite useful. Cybercriminals, however, can easily exploit them to deliver malware and launch attacks.

So, if you want to better protect your files — especially if you’ll send them online — it’s best to go with .xlsx.

Converting XLS to Other File Types

Aside from .xlsx, you can also convert .xls files into PDF, CSV, and many other file formats.

It’s a good idea to convert XLS into PDF to make your files easier to share across the web. PDF, which stands for Portable Document Format, is compatible with all devices. Meaning, regardless of the device used to open the file, the PDF version will look just like the XLS one.

In addition, PDF is among the most common online file format — there are over 2.2 billion PDF files on the public web alone. The popular cloud storage service, Dropbox, also houses another 20 billion.

You may also want to convert .xls files into .csv files if you need to import and export large amounts of data. CSV, which stands for “Comma-Separated Values”, will render the XLS file into plain text. This removes the format, and instead, separates the values by commas.

Get Started on Converting Excel Files Now

There you have it, your ultimate guide on what an XLS file is, and when it’s best to convert such a file. Now that you know about .xls alternatives, it’s best to make the switch, whether to XLSX or PDF. The sooner you do, the more space you’ll have in your hard disk drive, and the safer you will be from malicious macros.

Ready to convert your XLS files to smaller, safer .xlsx versions? Our secure online XLS to XLSX file converter can make things easier for you!

how to show file extensions

How to Show File Extensions in Windows 10

Windows 10 has been around for a few years now, but some people are only upgrading to it now. That’s because Microsoft only ended support for Windows 7 in early 2020, which encouraged many people to stick with an operating system they knew.

If you’ve recently made the switch to Windows 10, you’ve probably noticed many changes. You might have some questions about how you can make the system more to your liking.

One thing you might be wondering is how to show file extensions. Windows 10 hides them by default, which isn’t always helpful.

The good news is there are quite a few ways to get Windows 10 to show file extensions. This guide will walk you through them.

How to Show File Extensions with File Explorer

The easiest way to show file extensions in Windows 10 is to use the File Explorer. With this method, you’ll navigate to File Explorer by clicking on the icon on the Task Bar. Double-clicking any folder will also take you there.

Once you’ve launched File Explorer, you’ll want to switch to the “View” tab. There should be a checkbox that says “File name extensions.” Check the box.

Once you’ve done this, file extensions should display for all your files.

If you’re used to Windows Vista or Windows 7, you might be familiar with a slightly different process. To see file extensions, you needed to alter the File Explorer options.

This method still works in Windows 10. Open the File Explorer Options control panel. Then select the “View” tab.

You’ll be given a fairly extensive checklist of options under the advance settings. One of these is “hide extensions for known file types.”

If this box is checked, file extensions won’t display. If you want them to display, simply uncheck this box. Windows should now display file extensions.

Showing File Extensions with the Registry Editor

This is a slightly different method that’s best for more advanced users. When done correctly, it will also result in file extensions displaying in Windows 10.

First, you’ll need to open the Registry Editor. To do this, hit the WINKEY + R button combination. This will launch the Run utility.

Once you’ve opened the Run utility, type in “regedit” and press Enter. This will open the Registry Editor so you can make changes.

You’ll need to navigate to the following key:

  • Computer\HKEY_CURRENT_USER\Software\Microsoft\Windows\CurrentVersion\Explorer\Advanced

Once you’re there, look up the DWORD entry labeled “HideFileExt.”

Double-click the DWORD entry and set its value to 0. This will display the file extensions. If you set the value to 1, it will hide the extensions.

When you’ve reset the value, you can exit the Registry Editor. Note that you’ll need to reboot the computer to see the changes.

Showing File Extensions with Windows Command Prompt

You can also use Command Prompt to get Windows 10 to display file extensions.

Start by using a bootable drive of Windows 10 installer. Next, hit WINKEY + X . You’ll then launch Command Prompt (Admin).

This launches Command Prompt with administrator privileges. You need those privileges for this method of showing file extensions to work.

Once you’re in the command line, navigate to the root location of the bootable device. Next, you’ll need to enter the following command:

  • reg add HKCU\Software\Microsoft\Windows\CurrentVersion\Explorer\Advanced /v HideFileExt /t REG_DWORD /d 0 /f

Once you’ve done that, hit Enter.

Why Use Registry Editor or Command Prompt?

Windows 10 includes a fairly easy way of showing file extensions. Using File Explorer, you just need to click a couple of buttons. So, why bother using the Registry Editor or Command Prompt methods described here?

There are a couple of advantages to using the Registry Editor or Command Prompt methods. The biggest one is that it’s a little more difficult to reset the setting from here.

You may also want to try them out if you’re learning how to use Command Prompt or the Registry Editor.

Any of these methods will allow you to see the file extensions in Windows 10, though.

Why Show File Extensions Anyway?

You might wonder why anyone needs to know how to view file extensions anyway. It can be important for a few different reasons.

One common reason is that you may have a file that you’re not able to open. Being able to see the file extension helps you identify what file type it is. From there, you may be able to find out what program you need to open it.

Another issue users sometimes run into is files that have the same name, but different formats. For example, you might have a Word document that’s saved in both the DOC and DOCX formats. If you can’t see the extension, you may not be able to tell which version is which.

That can be important when you want to open the file in another program or send it to a friend or coworker.

You’ll also need to know what type of file you’re dealing with if you want to convert it to another file type. You may also want to reset the default program that opens a file, but you’ll need to make sure the program you want to use handles the file type.

Knowing the file type can also help you identify files that could pose a threat to your system as well. It can even help you identify files that are crucial to keeping your computer running smoothly.

Knowledge is Power for File Management

Once you know how to show file extensions in Windows 10, you’ll be able to improve the way you manage your files.

Looking for more great advice on handling files, including conversion and other tips? We have a library of helpful guides designed just for you. With the right advice, you’ll be a master at managing your files in no time.

odt file

Everything You Need to Know About an ODT File

More than a billion people might use Microsoft Word, but that doesn’t mean it’s the only word-processing software out there. Many of these other options save in formats other than the familiar DOC or DOCX format, though. It’s a good idea to get familiar with them, even if you are a Word user.

One of the other common file types people encounter is an ODT file. You may use a program that saves to ODT or you may have received one from a friend or coworker.

If that’s the case, you might have questions, like where do these files come from, and how do you open them? This guide will tell you everything you need to know to work effectively with ODT files.

The Basics of the ODT File

First things first. What is an ODT file and where does it come from?

The .odt file extension is a type of text document, similar to Word’s DOCX format. It’s most commonly associated with Apache OpenOffice suite, specifically OpenOffice Writer.

“ODT” actually stands for “OpenDocument Text.” This identifies it as being a document created with open-source software and specifies it as a text type file.

It’s not only used by OpenOffice Writer, though. Other freeware and shareware like LibreOffice Writer and Doxillion also save to this file format.

What Does the ODT File do?

An ODT file is actually very similar to a DOCX file. It’s able to incorporate many of the rich text and multimedia aspects of DOCX files. In fact, your ODT file might not be solely text.

ODT files can include:

  • Images
  • Objects

They also retain styles, which makes them different from plain text or rich text files. This is thanks to the file type’s use of XML.

Much like DOCX files, ODT files can be opened by a wide range of software.

How to Open ODT Files

If you’re working with OpenOffice Writer, LibreOffice Writer, or another open-source word processor, you should be able to open your ODT file with that program.

If you’re working on a Mac, then you might have the macOS version of one of these programs. There are also Mac-specific programs, like NeoOffice. For Linux users, there are programs like Calligra Suite.

If you were sent the ODT file, you might be worried that you’ll need to download new software to open it. There’s often no need to get additional software to work with an ODT file, though. You might already have something that can open it up.

Both Microsoft Word and Corel WordPerfect can open ODT files. Of course, you’ll have to have purchased these programs to use them with your ODT files. Neither Microsoft Office nor WordPerfect are free.

That’s one reason people choose to use OpenOffice in the first place. If you don’t have Word, you can also look online for a solution.

There are a few programs that will allow you to view ODT files, like the free online ODT viewer. Keep in mind that this software only lets you look at the file, though. If you want to make changes, you’ll need something more powerful.

Some online solutions, like Google Docs, will let you upload an ODT file. Microsoft Word online can also work with ODT files.

Opening ODT Files on Mobile

There’s good news for those of you working on mobile devices. You can open ODT files on your phone or tablet too.

If you’re an Android user who needs to open an ODT file on the go, you can grab the OOReader app. For iOS, you have a few more choices.

Converting ODT Files

Suppose someone sent you an ODT file. You could use an online viewer to look at the contents, but you need to make changes to the document. Simply viewing the file isn’t enough.

You could also download OpenOffice. That’s a lot of work to be able to work with one file, especially if you already have other word-processing software installed.

If you can get the file open in Word, you may be able to save it to a preferred format like DOCX.

This solution isn’t always perfect, because Word sometimes has trouble rendering the styles in the ODT file. If you tried opening the file and noted it seemed hard to read, then it might make more sense to convert the file before opening it.

There are free online tools you can use to open ODT files and convert them. Converting the file beforehand means you’ll be able to open it up in your program of choice.

Saving to Another File Format

Once you’ve opened an ODT file in a program like Word or WordPerfect, you can save it to another file format. In Word, select “File,” then pick “Save As.” You’ll be able to pick another file format to save to.

If you used an online file converter, you don’t need to save the file to a new format when you open it. You can just save it as normal.

Can You Change the File Extension?

You might wonder if you can just change the file extension to change an ODT file to another format. This trick doesn’t work for ODT files. In some cases, it may even cause problems with the file.

It’s better to look for a trusted conversion service. That way, you can be sure you don’t lose any data or formatting.

The File Still Won’t Open

In rare cases, you may try all of these methods to open an ODT file and it still won’t open. If that’s the case, you might not actually have an ODT file on your hands.

Some file types look very similar. An ODM file is sometimes mistaken for an ODT file, but this is a totally different format. There’s also another type of ODT file, the Origin Dialog Theme.

Handle Any File with Ease

If you have an ODT file, there are plenty of ways to work with it.

Looking for more tips and tricks about converting other types of files? Check out more of our informative guides, and make working with any file a breeze!

odt document

The Difference Between a Word Document File and an ODT Document File

Every business and individual has used a word processor. Whether it’s for a paper, an invoice, or a project, you can utilize a number of programs to format your projects.

With different programs, you’ll have different file types. However, it isn’t always clear what file type you should use.

Read on to learn about the differences between an ODT document, DOC, and DOCX documents to dispel any uncertainty about which to use.

What is an ODT Document?

An ODT document is an open-source document type. This means that open-source applications utilize this document type to hold information in text-type documents. Some of these open-source programs are OpenOffice and LibreOffice.

ODT documents can contain images, graphics, tables, text, and much more. There are almost no limitations to ODT files, and since they are open source, they are constantly being improved.

Open-source material is able to be changed by anyone who knows how to program. This means that anyone in the world can improve the product which keeps it moving forward without the limitations that a large corporation has.

What are DOC and DOCX Documents?

DOC and DOCX documents are the filetype that is created when you save a document in Microsoft Word. Which version of Microsoft Word you use will determine which filetype is used. DOCX is the newer version which isn’t compatible with older versions of Microsoft Word.

Both of these file types can contain almost any media type and this makes them extremely flexible when it comes to creating invoices, contracts, learning material, and much more. Additionally, due to their popularity, the main operating systems are able to handle opening these filetypes without much effort.

The Difference Between ODT and DOC or DOCX Documents

For simplicity when DOC is mentioned, it will also include DOCX documents. This is because they are extremely similar and are both supported by Microsoft. DOC files are used by older versions of Microsoft Word and DOCX files are used by newer versions of Microsoft Word.

There are very few differences between ODT and DOC files because they have been designed to handle the same type of functionality. The main difference you’re going to see is that ODT is open-source and DOC file types aren’t.

Being open-source means that anyone can dig into how the file is working with ODT. DOC creates somewhat of a security issue in some people’s minds because Microsoft owns it completely. This means that Microsoft holds all the keys when it comes to what DOC file saves and what’s in the files.

Microsoft collects data while you’re using their program whereas programs that utilize the ODT format typically do not. This means that if you want to keep what you’re typing to yourself, you may want to move to open-source programs.

Additional differences are:

  • ODT is arguably more secure because more people are patching security holes in it on a regular basis
  • ODT is usable on any operating system whereas DOC or DOCX is only available on computers that use Microsoft Word
  • Programs that use ODT files are typically free or extremely cheap
  • ODT documents are kept up to date by the community instead of by one corporation
  • DOC and DOCX files are more widely used and won’t have as many compatibility issues

One more difference that needs some explanation is that ODT files are blocked by some email systems. This is because ODT files are related to free programs, and, as a result, malicious people may try to use them to try to compromise computers.

This is a very niche issue because if you’re a trusted sender with email, you will be able to send documents freely regardless. As a salesperson or with cold emailing, you’ll most likely want to stick with DOC or DOCX documents to avoid any potential blocks.

Programs For ODT Files

As we state above, OpenOffice and LibreOffice are the two most popular programs that use ODT files. They are both free, and thus a great replacement for Microsoft Word if you’re on a tight budget.

NeoOffice is another open-source program that will utilize ODT files. There are other programs out there that utilize ODT files but these three are by far the most commonly used in the free word processor sector.

If you’re utilizing Microsoft Word, you can open ODT files without any issue. There aren’t any compatibility issues that are disruptive between the two file types. You can also open ODT documents with almost any file viewer, so there shouldn’t be an issue if your company moved over to open-source software.

If you run into any other issues with any of these types of documents, you can also convert between these three file types very easily.

ODT, DOC, or DOCX Documents?

The main differences between the document types are security-related and preference. Open-source products, like ODT documents, are being kept up to date by a large community whereas the DOC and DOCX document types are proprietary and kept up to date by Microsoft alone.

Utilizing programs that save documents as ODT files can save companies money and the quality is no worse than with DOC or DOCX files. Even Microsoft has designed its software to be able to read ODT files because of its rising popularity.

If you’re looking to convert your files for free, then click on the links above. If you’re interested to learn more about file conversion, feel free to read through the other blogs on our site!