WD97: Questions About Saving in the Word 6.0/95 File Format (162602)

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1. Q. What is the best method to use to share documents between Word 97 and Word 6.0 or 7.0?
   
   A. The best method is to use the Word 97 import converter for Word 6.0 and 7.0. When you use the Word 97 import converter, Word 6.0 and Word 95 can read Word 97 documents directly. There are several advantages to this method:
   • The file size does not increase. That is, the file will be no larger than when you saved it from Word 6.0, Word 7.0, or Word 97.
     
     
   • You will not have to remember to use the Save As command to save the file in a different format. You just save the document as a Word Document. With the converter, you can use Word 97 to open Word 6.0 and Word 7.0 documents easily, and you can use Word 6.0 or Word 7.0 to open the Word 97 documents easily. Because you won't have to save the document in a different format, you will also avoid the prompts that ask you if you want to overwrite the existing format with a new format.
   • Using the Word 97 import converter is the best way to preserve formatting from Word 97 documents. This will give you the best results when you move documents from Word 97 to an earlier version of Word.
   
   
   
2. Q. Where can I get the Word 97 import converter?
   
   A. The converter is available in the "wrd97cnv.exe" file. This file, a self-extracting executable file, automatically installs the converter on your computer.
   
   For additional information about how to obtain the Word 97 converter, please see the following article in the Microsoft Knowledge Base:

   162214 How to Obtain the Word 97 Converter

3. Q. How does the Word 97 import converter work?
   
   A. You can work on a document in Word 97 and save it as a "Word Document" (Word 97 native format). You can then take this document to another computer running an earlier version of Word with the Word 97 import converter installed. You can open the Word 97 document in the earlier version of Word directly. You can work on it, and when you save the document, save it as a "Word Document" (Word 6.0 or Word 7.0 native format). Because Word 97 can read Word 6.0 and Word 7.0 files without a converter, you can then take the document back to the computer running Word 97, open the document, work on it, and once again save the document as a "Word Document" (Word 97 native format). On both computers, you will be saving in native Word Document format, without having to change the file type.
4. Q. When I double-click Wrd97cnv.exe, a Setup program is run. What files does this Setup program install?
   
   A. Depending on the version of Word you're using, Word installs either the Mswrd832.cnv file (32-bit version of the converter for people running Word 7.0) or the Ms.cnv file (the 16-bit version of the converter for people running Word 6.0). This Setup program also installs a Readme file called "Wrd97cnv.doc " and it updates the necessary registry settings. For more information, see the Readme (Wrd97cnv.doc) file installed with the Word 97 converter.
5. Q. In Word 97 I can use the Save As command and save a file in the Word 6.0/95 format. When is this a good method to use?
   
   A. This is a good method to use if you do not have the Word 97 import converter installed on the computers running the earlier versions of Word. Some disadvantages to this method are that
   • The document generated when you save a Word 97 document using the Save As Word 6.0/95 option can have a significantly larger file size than the original Word 97 document.
     
     
   • The Word 6.0/95 export converter generates a Rich Text Format document with a .doc file extension. This file extension may cause confusion when you exchange files because Word will prompt you with questions about overwriting one file format with another.
   
   
   
6. Q. Why is the Word 6.0/95 file larger than the original file?
   
   A. When you save a document from Microsoft Word 97 for Windows to Word 6.0/95 format, you generate a Rich Text Format (RTF) file. RTF is a text representation of a binary file. It is the format that most converters are based on. Because of its nature, RTF inherently generates a larger file than the original binary file when the document includes a great deal of formatting, pictures, or other objects.
   
   Relatively small documents containing little formatting and few objects may actually be smaller in Rich Text Format than in the native Word Document format.
   
   An updated version of the Word 6.0/95 export converter is now available. This converter will allow you to save from Microsoft Word 97 into a true Word 6.0 or 7.0 binary format.
   
   To obtain the updated export converter, do one of the following:Install Office 97 Service Release 2
   
   For additional information, click the article number below to view the article in the Microsoft Knowledge Base:

   151261 OFF97: How to Obtain and Install MS Office 97 SR-2

   Obtain the Office Converter Pack
   
   For additional information, click the article number below to view the article in the Microsoft Knowledge Base:

   212265 WD: Additional Text Converters and Image Filters Available in Microsoft Office Converter Pack

7. Q. What is RTF (Rich Text Format)?
   
   A. The Rich Text Format (RTF) standard is a method of encoding formatted text and graphics for easy transfer between MS-DOS, Windows, Windows 95, OS/2, and Apple Macintosh applications.
   
   The RTF standard provides a format for text and graphics interchange that can be used with different output devices, operating environments, and operating systems. RTF uses the ANSI, PC-8, Macintosh, or IBM PC character set to control the representation and formatting of a document, both on the screen and in print. With the RTF standard, you can transfer documents created under different operating systems and with different software.
8. Q. What happens when I save a document as Word 6.0/95 from Word 97 and what types of problems will I see?
   
   A. If you are working on a document in Word 97 and then decide to save the file in Word 6.0/95 format, you save the file as a modified RTF document with a .doc extension. If you then open this document in Word 6.0 or Word 7.0, you may notice the following behaviors:
   
   
   • If the "Confirm Conversions" option is enabled, a dialog box will appear asking you to convert from Rich Text Format rather than the Word Document format you may expect. This occurs because Word can detect that the document is actually an RTF file even though it has a .doc extension.
     
     
   • If the "Confirm Conversions" option is not enabled, you may notice a message on the status bar stating that Word is converting the document. Because the document is an RTF file, a conversion is needed to convert it to the Word 6.0 or Word 7.0 format even though the file has a .doc extension.
   • If you click the Save As option on the File menu, you may notice that Word is proposing a file type of Rich Text Format (.rtf) and is suggesting a new file name with an .rtf extension. You have a few options at this point:
   
   
   Option 1: Change the "Save file as type" option to "Word Document (.doc)."
   
   This change will save the new version of your document over your previous version and change the file format to Word 6.0 or Word 7.0 format. Because Word 97 has a built in converter that allows it to read Word 6.0 and Word 7.0 files , this is the best solution in most situations.
   
   Option 2: Choose OK.
   
   The updated version of your document will be saved with the new file name with an .rtf extension. You can save your work to this file and continue to use this file with the .rtf extension.
   
   NOTE: By default, Word only lists files with a .doc extension in the Open dialog box. You must change the "List files of type" option to "Rich Text Format (.rtf)" to see .rtf documents.
9. Q. Why can't I just save my file in Rich Text Format?
   
   A. There are several advantages to saving in Word 6.0/95 format over saving in Rich Text Format:
   • The Word 6.0/95 export converter preserves more formatting than the standard RTF export converter. To preserve the most formatting possible, use the Word 97 import converter with Word 6.0 or Word 7.0.
     
     
   • The Word 6.0/95 RTF file that is generated is actually smaller than the RTF file that is generated by the standard Rich Text Format export converter.
   
   
   
10. Q. Where can I find more information about the Word 6.0/95 Save option and the Word 97 converter?
    
    A. Additional information about file converters is available from the following sources:
    • The Microsoft Office 97 Resource Kit (ORK). The ORK is available on the Microsoft Web site at:

      http://www.microsoft.com/office/ork/

      For more information about how to obtain the Office Resource Kit (ISBN: 1-57231-329-3), call (800) MS-PRESS in the United States or (800) 667-1115 in Canada.
      
      
    • The WDREAD8.TXT readme file. This file is installed in the \Program Files\Microsoft Office\Office folder when you run the Office 97 Setup program.
    
    
    
11. Q. Where can I find more information about formatting that is retained through the conversion process?
    
    A. Click the Office Assistant, type "Save as Word 7.0" click Search, and then click to view "Results of saving Word 97 documents in other formats."
    
    NOTE: If the Assistant is hidden, click the Office Assistant button on the Standard toolbar. If Word Help is not installed on your computer, please see the following article in the Microsoft Knowledge Base:

    120802 Office: How to Add/Remove a Single Office Program or Component

    Chapter 15 of the Office Resource Kit also contains information about formatting that is retained through the conversion process. The ORK is available on the Microsoft Web site at:

    http://www.microsoft.com/office/ork/

    For more information about how to obtain the Office Resource Kit (ISBN: 1-57231-329-3), call (800) MS-PRESS in the United States or (800) 667-1115 in Canada.