File formats that are standardized present many opportunities for efficiency improvements for your clients.  Documents can be shared between users of different versions of applications.  As well, the files created in previous versions are able to be used when the file formats are standardized.

These benefits along with the cost savings from not having to upgrade the software every time a new version comes out, make file format standardization a very wise option for your clients to consider.  

Here are some issues you can use as discussion points with your clients to help then decide whether file format standardizing is what they should do.

File Format Discussion Points:

  • Are there different versions of Microsoft Office applications in use at various client sites?
  • Are the different Microsoft Office file formats causing compatibility problems and preventing staff members from working more effectively with each other?
  • Are any of these file format compatibility problems with Microsoft Access database applications? If so, is anyone running Microsoft Access 97, or are all Microsoft Access users running Microsoft Access 2000 or Microsoft Access 2002?
  • Are any of your clients’ employees having a problem sharing Microsoft Office files with customers or vendors? Have they tried using HTML file formats to remedy these external compatibility problems?
  • Do any of your clients’ employees work with Microsoft Office documents that go back and forth between their file and Web servers? Have they explored using HTML file formats, in lieu of native Microsoft Office file formats?
  • Have you helped your clients toggle the backward compatibility settings in Microsoft Office applications?
Bottom Line of File Formats
Clients do not have to suffer with compatibility and inefficiency issues related to file format inconsistencies between application versions.  Discuss the various friction points caused by incompatible file formats and help your client determine the best course of action to remedy the problem.  

In this article, you’ve been introduced to File Formats. To learn more about how you can improve your knowledge about File Formats, just click here now to get access to a free one-hour audio training program on 5 Easy Ways to Grow Your Computer Consulting Business.