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How to Specify the Default Format in Which to Save Files

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How to Specify the Default Format in Which to Save Files

This content is no longer actively maintained. It is provided as is, for anyone who may still be using these technologies, with no warranties or claims of accuracy with regard to the most recent product version or service release.

When users save a file in Microsoft Office 2000, the file is saved in the Office 97-2000 file format by default — that is, the Office 97, Office 98, and Office 2000 file format. If Office 2000 users need to share files often with users of other versions of Office or other applications, you can change the default format that Microsoft Word, Microsoft Excel, and Microsoft PowerPoint 2000 use for saving new files.

Users select a default file format by using the Options dialog box (Tools menu). You can set one default file format for your organization by using the System Policy Editor.

Change the default file format in Word, PowerPoint, or Excel

To specify a default format for Word 2000 or PowerPoint 2000, use the Save tab in the Options dialog box (Tools menu). In the Save Word files as or Save PowerPoint files as box, select a file format. If you want to disable Word 2000 features that Word 97 does not support, select the appropriate check box when saving documents.

To specify a default format for Excel 2000, use the Transition tab in the Options dialog box (Tools menu). In the Save Excel files as box, select a file format.

After you set the default file format, all new documents, workbooks, and presentations are saved in the default format unless you specify a different format in the Save As dialog box (File menu) when you save a file.

Use a system policy to set a default file format

In Microsoft Windows 95/98, Microsoft Windows NT Workstation 4.0, and Windows 2000 Professional, you can set system policies for a single user, a specific group of users, or all users in a workgroup. The Office policy templates include a system policy to change the default value for the Save as type option in the Save As dialog box (File menu). This policy allows you to set one default file format for all the users in your organization.

To set a policy for the Save as type option for Word, Excel, and PowerPoint

  1. In the System Policy Editor, double-click the Default User icon.

  2. In the Default User Properties dialog box, click the plus sign (+) next to the application you want to change.

  3. Click the plus sign next to Tools | Options.

  4. For Word, click the plus sign next to Save, and then select the Save Word files as check box.

    – or –

    For Excel, click the plus sign next to Transition, and then select the Save Excel files as check box.

    – or –

    For PowerPoint, click the plus sign next to Save, and then select the Save PowerPoint files as check box.

  5. In the Save Word files as, Save Excel files as, or Save PowerPoint files as box, select the file format you want to use as the default.

    When you save and distribute this policy, all new files are saved in this default format.

When you set a Save as type policy, you can customize a message for users. For example, you can create a custom message to alert users if they are about to save a file in a format that is not the default format in a Save as type policy.

To prompt users to save in the default file format

  1. In the System Policy Editor, double-click the Default User icon.

  2. In the Default User Properties dialog box, click the plus sign (+) next to Microsoft Office 2000.

  3. Click the plus sign next to Custom error messages.

  4. Select the Default save prompt text check box.

  5. Type the text you want to use as the custom error message.

    When you save and distribute this policy, the message appears when a user tries to save a file in a format that is not the default format you specified in a Save as type policy.

When you distribute your system policies, all the users in your workgroup save Office files in the same format.

See also

You can set policies for other Office 2000 options by using the System Policy Editor and the Microsoft Office policy templates. For more information, see Using the System Policy Editor.




Friday, March 5, 1999