Please don't send Word Documents by email!

Of course, if you do know what you're doing, then go ahead. But it's generally not a good idea.

How to convert the document to another format

Choose "Save As" in the file menu in word. It should then be possible to specify the format to save it into. "Plain text" is the best option if you're sending a simple message; plain text takes very little space, and it's completely standard, runs at computer, including very old computers, cellphones and handheld devices. If you think it's important to keep the fonts and layout as it is, you can choose PDF. The RTF format is also an alternative. If your documents are big, ment for a wider audience, and/or contains pictures and stuff, you should probably save it as a web page, and send only the URL for it. Or you can just write (or copy) the text directly into the mail program; but check that your mail program is configured to send plain text.

Reasons why Word Documents are bad

  1. "Word" is not a standard! Microsoft Word documents can (with some exceptions) only be read by Microsoft Word; and sometimes not even that. It is wrong to assume that everybody has Microsoft Word; it doesn't even exist at a lot of operating systems, different kinds of computers, old computers, cellphones and handhelds, etc.

  2. The files are darn big. You won't notice it at all if you send word files forth and back between computers connected by a local network or a broadband internet .. but still you ought to care a bit;
  3. Because the format is secret, it's difficult to do operations with it. For example, if I'd like to searching through all my emails to find the one containing the words "hotel", "booking" and "reference", I probably wouldn't find it in a word document.
  4. Microsoft Programs have really a lot of security problems, making it possible to transmit viruses by Word documents.
  5. There are other security risks; the sender might unintentionally send away secret hidden information in the document, as recovery information is embedded in the document (I haven't got this confirmed, but it should in some cases be possible to "recover" totally unrelated documents from the word file you just sent away as an attachment).

Related pages

Meta

This document is ment to work as a reference that can be sent to those sending word documents. It is important that those web pages are polite and relevant. Comments and suggestions are welcome; send an email to tobias@stud.cs.uit.no, preferably with the subject "web/word-rejection.html".

Suggestions to return messages

I'd recommend anyone receiving word files to send a polite feedback to the sender, telling that it's inappropriate. A reference to this page can/should be used. I think most of those people are not even aware that it can be a problem. The shorter the message, the better (that's why I decided to put up a web page for the longer explainations). Probably something like "I'm sorry, I don't have Microsoft Word. Can you send it to me in plain text please?" is the best. Here are some other suggestions: If you have other suggestions, send an email to tobias@stud.cs.uit.no, preferably with the subject "web/word-rejection.html".

Footnotes