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).

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PowerPoint files are generally used for presentations, and they are built in the program Microsoft PowerPoint. In this post, we explain how you can convert PPT files to PDF, how you can add PDFs to PPT, and how you can convert PDFs into PPT.

What is a PowerPoint?

Some people use the branded term “PowerPoint” to refer to any presentation, kind of like the way all tissues became “Kleenex” decades ago. Still, PowerPoint is a branded term that, technically, refers to presentations that are created by the Microsoft PowerPoint program. However, the term is also used to refer to presentations created in other programs like Google Slides, Apple Keynote, Canva and others. 

They can be spotted by the .PPT or .PPTX file extension at the end of the file name. PowerPoints are unique in that they’re not entirely text-based like most documents. PowerPoints commonly have graphics, pictures, graphs, and other visual elements, including animations. 

What Are PowerPoints Used For?

Although PowerPoints are an incredibly useful and unique tool for presentations, they’re not the easiest to send and receive. Depending on the operating system or version of the program that’s used to open and view the .PPT file, the presentation may look dramatically different from what the original creator intended. Also, original PPT files can be massive because they may include photos, GIFs, videos, and other design features that take a lot of memory.

If you’re planning to share a PowerPoint and are unsure if recipients are using the same version or program, consider converting your PowerPoint to a PDF. The PDF is one of the best file formats for sending information through the web, as they will always appear with the same formatting settings across any device or program. PDFs can easily be opened with a web browser, so anyone can view the PowerPoint as the original creator intended it. 

In this guide, we’ll be answering some common questions about PowerPoints and PDFs, so you can work with .PPT files like a pro. 

Answers to FAQs about PPT and PDF Files

How to insert or add a PDF into a PowerPoint? 

PDFs can be put into a PowerPoint, but the process can be tricky. You can insert a single-page PDF into a PowerPoint and use it as an image on a slide. Alternatively, you can convert a multi-page PDF into an editable PowerPoint, using a PDF to PPT converter. Some versions of Microsoft PowerPoint will allow you to embed PDFs as objects, but the process can be glitchy, depending on the version of PowerPoint that you are running. To troubleshoot the PDF-PowerPoint insertion process, see this article on Microsoft’s support site. 

PowerPoint does accept many common image formats (JPG, GIF, PNG to name a few) if you’d like to place a graphic in your presentation that was originally in a PDF. Consider taking a screenshot or using the snipping tool on your computer to grab an image from the PDF. You can then copy and paste the image directly into your presentation. 

How do you save a PowerPoint as a PDF? 

Most versions of PowerPoint have a function that allows you to save a PowerPoint as a PDF. To do this, click File and then Print. In your Destination tab, select Save as PDF. 

Alternatively, select File and then Download if you’re using a cloud-based PDF editor such as Google Slides. You can then download your presentation directly as a PDF. 

Finally, you can use PDF.Live’s PPT to PDF converter to quickly convert any PPT to a PDF without having to open a PowerPoint editing software. 

How do you open a PDF in PowerPoint? 

PowerPoint editing software will only allow you to edit files with .ppt extensions. Trying to open a PDF in PowerPoint will not convert it into a PPT. Fortunately, it’s possible to convert your PDF on your own with PDF.Live’s PDF to PPT converter feature in the PDF.Live studio. 

Simply drag and drop the document you want converted to a PowerPoint into the converter and your PDF will be converted to a .ppt file. You can also select a PDF that you’ve already uploaded or edited with the PDF.Live editor under the From PDF.Live tab. 

Once you’ve found the document you want to convert to a PowerPoint, click Continue. 

Select Convert to PowerPoint. 

This presentation can then be downloaded opened in Microsoft PowerPoint. 

How do you embed a PDF in a PPT? 

PowerPoints allow you to insert links in text and to pictures and objects, similar to the way web pages may have hyperlinks that navigate you to another webpage like this. This means that you can embed a link to a PDF within a PowerPoint presentation. 

Use a cloud-based web storage site like Google Drive to do this. Upload a PowerPoint to Google Drive and then copy its URL (right click >> Share >> Copy Link). Highlight a piece of text or image that you want to connect the PDF to. Right click it and select Link. You will then be able to insert a link that will navigate a user to a specific web page when clicked. 

How do you save a PPT as a PDF with notes?

If you’re using a PowerPoint software and included important notes in your presentation, you may want to include them in the PDF version of your PowerPoint. In the process we described above, when you save a PPT as a PDF, there’s an extra step that you can take to ensure that the PDF version of your PPT still has the notes you made. 

When selecting File and Print in your PowerPoint app, look for options called Show Details and/or Notes. This will differ slightly depending on what presentation editing software you use. For example, if you use Google Slides, when you enter the Print Preview of your presentation, you’ll see a dropdown menu to print your PDF with notes attached. 

Note that if you select this option, your PDF’s format may be skewed or changed dramatically. 

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