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Document file format types and extensions.
Choose the document file types that best fit your needs.
Whether you need to write an important report for work or just want to export contact information, your digital life relies on various file types. XLSX files are a must-have for data scientists, while .PAGES documents are a go-to for Mac users. PDFs are the standard for everything from signing legal contracts to sharing your kids’ soccer schedule in a printable format.
Some file formats are better suited for your project than others. This guide explains the different document file types and which are best for your project.
The file type you use will differ based on the use case. Text-based files, like Word DOCX, are great for both work reports and printing DIY calendars. Spreadsheets are helpful for budgeting, while presentation-friendly formats like PPTX make your content ready for sharing. Data-focused files like VCF and DAT might not be a regular part of your vocabulary, but we guarantee these document file types play a big role in your daily digital life.
Learn about different text, spreadsheet, presentation, and data document file types to decide which file format is best for your project.
Text.
Text files are one of the most common document file types. They’re central to everything from writing blog posts to formatting simple tables for a work presentation. Text files are one of the most basic file types that include plain text with basic formatting. Simpler text files don’t support images, while others do. Some extensions, like DOCX, offer more complex formatting options.
Compatibility is a big focus for text document file formats. Most devices can easily read and edit text files, albeit with minor formatting issues. Some text files, like .pages files, are unique to specific software or operating systems.
TXT
TXT is a document file format for plain text files. This is the simplest file type that contains plain, unformatted text. It doesn’t support fonts, colors, images, or any other type of formatting. TXT files don’t have bells and whistles, but they’re ideal for lightweight, universal text storage. You can always convert TXT to PDF to ensure your file looks the same across any device. If you need to edit again, you can convert PDF to TXT.
DOCX
Microsoft Word generates DOCX file extensions, which are XML-based DOC files. You may want to use DOCX files if you’re writing a paper from scratch or editing an existing document. DOCX also supports images and table formatting, making it one of the most popular text document file formats in the world.
Still, if you plan to share this text with others, you should convert DOCX to PDF. Conversion preserves your formatting and secures the content against unauthorized changes.
EML
Email message file (EML) is a document format used to save the text of individual emails. Not only does EML save the text of the email, but it also saves attachments and metadata. If you’ve ever had to save an important email, it is likely saved to your device in EML format. The upside is that EML makes it easy to preserve email data, but you can only open it in an email client like Microsoft Outlook. If you plan on sharing this email with others, consider converting the EML to a PDF so they can view the message without an email client.
RTF
Rich text format (RTF) is like a TXT file but supports basic formatting you won’t find in a TXT file, such as bold, italics, and font sizes. Still, RTF is more limited than advanced options like DOCX or Pages. Most word processors can open and edit RTFs, so this is a lightweight option for sharing text-heavy files with basic formatting.
Pages
The .pages document file format is proprietary to Apple devices running iOS or macOS. Like Word, Pages supports rich text formatting, images, and advanced layout options like tables. While .pages files work well in the Apple ecosystem, non-Apple users can’t open them — they must convert them into PDF or TXT files. Acrobat can help you convert Pages to PDF to ensure you can view the file.
ODT
OpenDocument Text (ODT) files are a text-based document file type used by open-source text editors like LibreOffice and OpenOffice. This file type is very similar to Microsoft Word and Pages but allows you to enjoy their features without purchasing a subscription. However, keep in mind that formatting may not come across correctly if you share an ODT document with other people. Convert it to PDF if you need to preserve formatting during collaboration.
Spreadsheets and data management.
Spreadsheet file types allow you to organize, analyze, and present numerical data. Whether you’re using a spreadsheet to create next month’s budget or generate a report at work, these document file types are crucial for making sense of otherwise disorganized numbers. Most spreadsheet files contain rows and columns of cells in a grid or table layout. You can then fill these cells with numbers, functions, or formulas and format everything to your liking.
Check out the different types of spreadsheets and data management file types to bring order to your life.
CSV
A comma-separated values (CSV) file is a plain text file, but many spreadsheet users rely on CSVs to share their data with external systems. As the name suggests, CSVs store data by separating entries with commas.
People often convert XLSX and other spreadsheets into CSV to make it compatible with other programs. In fact, CSVs will open in text editors and spreadsheet programs like Excel. The great thing about this is that if two different programs can open a CSV file, they can share data with each other.
XLSX
Microsoft Excel document file types are incredibly common. From sorting contacts alphabetically to calculating last quarter’s earnings, XLSX document file types can store and organize a lot of important information.
XLSX is the modern file extension for Excel, although you might also see Excel Open XML Macro-Enabled Spreadsheets (XLSM). An XLSM file has macros, which allow you to set up more complex commands and features in your spreadsheet.
XLS and XLSM files are both excellent options for creating graphs and storing databases. However, if you want to share an Excel database and don’t want it to be editable, you may want to convert your file to a PDF.
ODS
OpenDocument Spreadsheet (ODS) is like its sister document file type, ODS. This open-source file type is accessible through free applications like LibreOffice and OpenOffice. ODS has similar functionality to XLSX file types but allows you to edit spreadsheets without proprietary apps. However, ODS isn’t as widely supported, so sharing an ODS file may require converting it to PDF or sharing it via cloud-based tools like Google Sheets.
Sharing and presentation.
You can share content and data with others using any of the file types in this guide. However, the document file types in this section are specifically designed to share information with others in a clear, digestible format.
ePUB
ePUB is a unique file format for eBooks. ePUB document file types automatically adjust to fit different screen sizes, making it ideal for reading content on smartphones, tablets, and eReader devices. You might encounter ePUB files if you download eBooks from your local library. They’re also ideal for sharing long-form text, like academic resources. Still, not everyone knows how to open ePUB files, so it’s often better to convert ePUB to PDF, which is smaller and more compatible with a range of devices.
Adobe created the portable document format (PDF) to create presentable, highly shareable files that look the same no matter which device you view them on. This document file type supports text and images, which look great when printed.
PDFs retain their formatting, making them ideal for signing important documents, sharing meeting agendas, and more. You can even add a password to the document or a watermark to prevent editing.
While PDFs aren’t editable on their own, you can use Adobe Acrobat to convert and tweak these files to your liking. Through Acrobat, you can also collaborate with teammates, leave comments on PDF files, and convert other file types to PDFs.
PPTX
Microsoft PowerPoint (PPTX) files are among the most popular document file types for presentations. PowerPoint allows you to present visual elements alongside your content to other team members or clients. Sharing a PowerPoint presentation with colleagues gives them easy access to important notes in a quick, easy-to-navigate way.
This document file type supports a range of multimedia, such as audio, videos, images, and animation, so your imagination is the only limit. While PPTX is the go-to presentation file extension, sharing a PPTX file with others allows them to adjust your slides. Convert PPTX to PDF to keep your presentation intact so it looks the same for everyone who views it.
Data files.
All document file types contain data. While there are a lot of data file types out there, these two are some of the most common.
DAT
Data files (DATs) store data in either a binary or plain text format. However, this data is usually in a machine-readable format that stores settings, logs, and raw data that’s difficult for humans to understand. Think of DAT as a document file type for behind-the-scenes data management. You’ll likely only see DAT files if you work in software programming because this file type stores system logs, application data, and other program-specific information.
VCF
Virtual contact file (VCF) document file formats are plain text files containing contact information in a structured format. You’ll encounter VCF files if you download contact information from a contact management system like Outlook or Google Contacts. VCF can include details like names, phone numbers, email addresses, and even custom data points. VCFs are human-readable, although the formatting can make it hard to find the data you need. Convert VCFs into PDF format to share contact information without worrying about excessive text or formatting.
Choosing the right file format streamlines your digital life. From PDFs that preserve formatting to DOCX files for editable documents, knowing which file type to use — and when — can save you time and frustration.
When in doubt, convert your file to a universally accessible format like PDF to ensure compatibility and consistency. With Acrobat, you can convert, edit, and share your documents effortlessly — whether it’s turning a DOCX into a polished PDF, protecting sensitive information, or collaborating on presentations. Simplify your workflow and ensure your files look perfect on any device — get started with Acrobat today.
Frequently asked questions.
What’s the difference between a file format and a file extension?
A file format describes how data is stored and structured, while the file extension (like .pdf or .docx) is the identifier that tells the software how to handle the file. For example, both DOC and DOCX are Word file formats, but DOCX is newer and supports more advanced features.
Can I convert one file type to another without losing formatting?
Yes. Tools like Acrobat allow you to convert files like DOCX to PDF, which preserves formatting. Keep in mind that converting files into anything other than a PDF could hurt the formatting.
Can I open proprietary file types, like .PAGES or .ODT, without specific software?
Yes, you can use file converters or cloud-based tools like Google Docs to open proprietary formats. For example, you can upload a .pages file to iCloud or convert it to PDF for universal access.
Which file format is ideal for archiving data long-term?
PDF/A (a specialized version of PDF) is the best format for long-term archiving because it’s designed to remain accessible and readable regardless of future software changes.
What file types are best for sharing editable documents?
DOCX, TXT, and RTF files are great for sharing editable documents because they allow recipients to make changes. Just ensure that the recipient has compatible software to open and edit the file. If you don’t want recipients to change the copy, convert the text into a PDF before sending it.
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