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What Does It Means to Change a File Format?
To understand what file conversion is, you first have to understand what a “file” is. Files on your computer or device will generally contain information in a certain format. The definition of a file format is the file type, identified by its extension, that tells your computer what program to use to open it. Common examples include:
- .pdf, a portable document format
- .doc, a Microsoft Word document
- .xls, a Microsoft Excel spreadsheet
- .jpg, a JPEG image file (joint photographic experts group)
A digital file conversion involves changing a file format from one format to another, giving it a new use and, therefore, a new way to open and use it.
What Changes When a File is Converted?
A file converter is a program that identifies the existing file type and converts it to a different file type.
The file converter must be able to recognize both the old and new formats. These converters are specific to their respective file formats. File converter examples include changing PDF to DOC and JPG to PDF.
In actuality, the file conversion process duplicates the original, giving it a new format.
For example, when you convert a Word doc into a PDF, you’ll retain your original .doc and have a second file with a .pdf extension. The new extension tells your computer how to store and open the file’s data.
What changes when you convert a file? Well, in the background, the coding of the file changes. Sometimes, the appearance will change and functions will disappear. For example, when you change an Excel sheet to a PDF, you’ll lose the cell-by-cell functions and formulas; this type of conversion delivers a snapshot of a spreadsheet rather than the full functionality. This is why you may lose features when converting — different formats support different functions.
Why Do You Convert File Formats?
There are four primary reasons to convert files:
1. Some file formats are easier to share than others.
PowerPoint files, for example, are excellent for presentations but tend to be large files that aren’t practical for sharing. Converting a .ppt to a .pdf makes it more shareable.
2. You may want to work with a file in a different program.
For instance, you might build a contract in Microsoft Word but need to send it to your legal team as a PDF so they can annotate and review it without altering the base document.
3. You may want to combine two or more files of differing types into a single file type.
JPGs are great for pictures, but you can have only one .jpg per file. If you want to create a digital photo album, you’ll need to convert the .jpg files and merge them into a single .pdf file.
4. Some formats can help protect the contents from being altered.
You might want to convert a file into a non-editable format, so you can share it without worrying about anyone changing the contents. Protecting the format of a document is a complicated process. Learn more about locking and unlocking PDFs.
How Do You Change File Format?
You can convert your files in three ways:
1. Save as…
Using a file’s default program (like Microsoft Word with .doc files), open that file and select File → Save As. You’ll see a list of available formats, which varies depending on the program. In document editors, your options may be limited. In photo editors, you will be able to save an image as a JPG, TIFF, PNG or other image format. If you don’t see Save As, check for File → Export As or File → Download As.
2. Use a file converter service
File converter services convert your files from one format to another. Most file converter services operate within a web browser, so you don’t need to download and install special software. It’s especially helpful if you don’t have the original default program. You simply drag and drop your file, and download the result. This post explains how PDF.Live works.
3. Rename the file with a different extension
Renaming a file and changing the extension manually may be an option for changing certain types of files. It won’t always work, as the type of data the file holds will need to be compatible with the app associated with the new file type. A couple of caveats: (1) changing a file extension does not duplicate the file — it modifies the original; (2) files may not work properly when you rename the extension, even if the data is technically compatible. Methods 1 and 2 are more fool-proof.
Quick Answers to FAQs About File Conversion
What is a PDF converter?
PDF converters change file formats to and from PDFs. For example, a PDF converter can reformat a PDF to a JPG or a PPT to a PDF. The converter translates the data within a file to a different format so that your computer can use a different program to open it.
What is a file converter?
A file converter is a program that identifies your existing file type and converts it to a different format. The converter recognizes both the old and new formats, duplicates your original file, and gives the copy a new extension so you can open it with a different program.
What does it mean to convert a file from one format into another?
Converting a file means changing it from one format to another, giving it a new use and a new way to open it. The conversion process duplicates your original file and creates a copy with a different extension. You keep both the original and the converted version.
How do you change a file format?
You can change a file format three ways: (1) use your program’s Save As function and select a new format from the dropdown menu; (2) use a file converter service that operates in your web browser; or (3) manually rename the file extension (though this doesn’t always work and may cause compatibility issues).