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Best Practices And Tips For Working With PDF To Word, OpenOffice And RTF

One of the most frustrating problems of converting PDF to other digital file formats is compatibility. Ever have one of those moments? You receive a converted file which you can’t open or view, let alone edit? If you have, then you know what we’re talking about.

Converting PDFs to the right format can get more confusing because some word processors can support certain file formats, while others can’t. Then depending on the version of the application, it can get even more complicated.

If you’re trying to figure out which file format to convert to, here are a few general guidelines and some information about each format to help you make the right choice.

Microsoft Word 97, 2000, XP, 2003 (.DOC)

A .DOC file is the number format for creating general documents like essays, brochures and formatted resumes.  The format can handle mixed content very well and can be used to create all different types of printed material such as labels and business cards.

That being said, when your main focus is on sharing and making the textual PDF content editable, a standard PDF to .DOC conversion is all you need.  PDF text, graphics and tables will be transferred over into a multi-purpose document users can easily access. A few tips and notes:

  • .DOC is backwards compatible with all MS Word versions.
  • Mac users can create .DOC files with Word for Mac and work easily with Windows users.
  • Convert to .DOC when you aren’t sure which version of MS Word your recipient is using.
  • In Able2Doc, the Word conversion output is set to the default setting which detects and converts to whichever MS Word version you have installed. Change this via the Options menu
  • Change the default saving format in Word (via Office button>Options>Save) to formats you regularly share and send.

Microsoft Word 2007, 2010, 2013 (.DOCX)

The DOCX file format was released with MS Word 2007. It is now the default format for MS Word 2007, 2010 and 2013. Like the .DOC format, a .DOCX file is used for generating editable documents. The major difference is in the technical specifications of the .DOCX format, which has a hard time playing nice with other applications.

MS Word 2007 DOC

Although more suites are now getting support for the format, double check with your recipient if he or she can open a .DOCX file before you convert. Users with older MS Word versions will need a workaround to interact with the file (uploading it to Google Docs, downloading a plug-in, or converting the file), which can be a huge hassle. When in doubt, convert PDF to .DOC instead. Tips:

  • .DOCX isn’t compatible with older versions of MS Word without a plug-in
  • If you always convert PDF to .DOCX but have earlier versions of Word, you can change the default setting in Able2Doc and always convert to .DOCX (Word 2007) as a default
  • Some MS Word 2013 features might not show up in version 2010 or 2007, and the Word 2013 file will open in Compatibility Mode.
  • iWork Pages on Mac can open .DOCX files
  • You can convert .DOCX to .DOC  for free online.

OpenOffice Writer (.ODT)

As the popularity of open source grows, the .ODT is fast becoming one of the main formats to work with. The vendor neutral .ODT file is OpenOffice’s native word processing format used primarily within open source environments. As such, convert PDF to .ODT when working with open source applications and users. Also, pay attention to how .ODT files interact with MS Word. By doing so, you can side-step any compatibility issues that pop up with the converted file.

A few things to know:

  • Different versions of MS Office have slight differences in support for ODF. Versions 2007 and 2010 can save to ODF 1.1, but can’t open ODF 1.2. MS Office 2013 can’t save to ODF 1.1.
  • Saving .DOCX to ODT in Open Office will have an effect on which features from .DOCX will remain supported in the new .ODT file.
  • Able2Doc converts PDF to both OpenOffice Writer and MS Word. No plug-in needed
  • Starting from MS Word 2007, you can save your documents to .ODT with SP2 installed.
  • .ODT can be imported by most word processors and online productivity suites.

Rich Text (.RTF)

A rich text file is a Microsoft text file that can keep basic formatting elements like bold, underlined or italic fonts.  It can also support formatted content such as text alignment and bulleted lists.

WordPad RTF File

Because .RTF files are easily accessible across different platforms, they make a good conversion output alternative when problem files can’t be opened. Other things to know:

  • .RTF files are generated with WordPad–included free with Windows OS via Accessories.
  • Able2Doc offers PDF to .RTF conversion as a default setting
  • The format can support inserted .JPG and .PNG images
  • Imported and exported by most word processing applications.
  • May lose the more advanced MS Word features (annotations, WordArt, drawing objects) when saving to RTF.

File Format Compatibility At A Glance

Below is a quick glance summary. Included are links for more detailed information about supported file versions, limitations, and downloads.

File Format and Word Processor Compatibility
Word Processor Being Used: File Format Supported?
DOC DOCX ODT RTF
Older versions of Microsoft Word (2000, XP, 20003) Yes Microsoft Office Compatibility Pack for Word, Excel and PowerPoint required ODF add-in for MS Office required Yes
Microsoft Word 2007 Yes Yes Yes, with MS Office suite 2007 SP2 installed Yes
Microsoft Word (2010, 2013) Yes Yes Yes Yes
iWork  Pages Yes Yes No Yes
Microsoft Word for Mac (2008, 2011) Yes Yes No Yes
Apache OpenOffice Writer Yes Yes.  Version 3.0 and later. Yes Yes
LibreOffice Writer Yes Yes Yes Yes

This table shows compatibility of MS Word, OpenOffice and RTF formats with different Word processors.

There are many other applications out there, so let us know which ones we’ve missed and if you have any other best practice advice or tips yourself.

How To Download And View Wikipedia Offline

The Internet is a great resource. There are tons of ways to find the information you’re searching for. One example, the popular go-to resource: Wikipedia. When you search the Internet for anything, a Wikipedia article is probably one of the first Google results you click on.

But what if you’re in an Internet black hole and need to do some preliminary research? We’re always looking up quick details on vacation destinations, historical events, celebrities, word definitions, and perhaps even PDF conversion.

You’d be hard pressed to find a research source as accessible as Wikipedia without the Internet. Or would you?

In the past, we showed you how to create a PDF file of Wikpedia articles you could take with you. Well, we came across yet another neat solution where you can actually create your own offline version using WikiTaxi.

What is WikiTaxi?

WikiTaxi is an app that lets you download Wikipedia’s database to your computer which you can view, search, and browse offline. According to the project page, it’s a “single-file application” that “does not require a database engine or HTML browser.”

So how does WikiTaxi do it? The app uses Wikipedia’s original database dumps. Data dumps, in general, are outputs of data that are used as a backup. But it can also be used to replicate the database. This is essentially what you’ll be doing with WikiTaxi.

How To Download Your Own Wikipedia

To start getting your own offline Wikipedia, you’ll be downloading a Wikipedia database file and the WikiTaxi application from the Internet. The application has the offline Wikipedia viewer and importer you need. Then you’ll be importing the database file into a WikiTaxi database you can use.

Let’s get started.

*A word of warning: you’ll be dealing with large file sizes. So download times may be slow.

1. Download one of the Wiki backups. Some of the ones recommended on the project’s site:

You can also check the main Wikipedia database download list for yourself. It is updated on a regular basis. So you’ll want to look for the latest version, though you can choose any dated data dump you wish (we used the August 23 version for this tutorial).

It may look complicated, but don’t be intimidated. Zero in on the –pages-articles.xml.bz2 file. Download this file type only.

Wikipedia Database File Selection

2. Once that’s done, download the WikiTaxi app.  You can find the latest download in the upper left hand corner of the project page

3. Extract the WikiTaxi zipped application file to a folder of your choice

4. Once extracted, click on the WikiTaxi_Importer.exe file

5. In the XML dump file to import section, click on Browse and select the database file you downloaded in step one

6. For the WikiTaxi database file section, click on Browse and select where you want the folder installed. Type in a name for the database to be created, and click on Save

Naming your WikiTaxi Database

7. Click on Import Now!  

Importing a Wikipedia Database

8. Once the import is finished, click on the WikiTaxi.exe in the application file folder. This is your viewer. Click on Options> Open *.taxi Database…

Accessing WikiTaxi Options

Opening the WikiTaxi Database

9.  Browse for and select the database file you created (our “Wikipedia.taxi” from step 7). The application will then start at a random page, but you can easily start browsing away from it to other articles.

Viewing Wikipedia Offline

Aside from viewing Wikipedia pages, the application will also let you perform searches, find words in the page you’re viewing, select fonts for better reading, and create a desktop shortcut for quick access.

We always talk about how working on the cloud and over the internet offers a lot of convenience. But WikiTaxi just goes to show that there are ways you can make working without the internet just as convenient too!

How To Make The Modern Day Office Work For You

Computer desktop workspace setup

Image source: Hongkiat.com

As businesses strive to keep up with technology, they’re allowing more and more flexibility in how an employee works. And thanks to developments in technology and the internet, the modern day office now comes in all different kinds of shapes and sizes.

Naturally, one office space is never as effective as another. Each one generates a different atmosphere and environment that directly affects how you work. Fortunately, there are many ways to optimize your workspace no matter where it is.

We decided to take a look at 3 common types of the modern day office with a few basic tips on how you can improve your productivity at each one.

Personalize And Fine-Tune Your Desk

This standard office space is slowly being traded in for alternative working methods. It’s no mystery that your environment has a direct impact on your well-being. In most cases, we’re used to sitting an average of up to 8 hours in front of the desktop, which can take a toll on your health. From incorrect body posture and eye strain to carpel tunnel syndrome and back aches, the computer desk can be full of health risks over the long run.

Ergonomic office desk setup

Image Source: Lifehacker.com

But, you can improve them. While your office space might not be able to equal those of Google’s,  whose creative workspaces are geared to keeping their staff inspired, you can still try to get it suited to your own comfort level.  Try changing and practicing a few small things to improve your overall productivity like:

  • ergonomically adjusting your chair, desk and monitor
  • using bright and natural lighting
  • ensuring adequate temperatures and space around your desk
  • adding a personal touch like pictures, plants, and knick knacks
  • taking frequent breaks away from the computer
  • reducing stress while on your computer

Create A Distraction Free Home Office

This is usually the office space for freelancers, outsourced or online workers, work at home moms, pro bloggers, and employees who live too far to commute. This type of office comes with great benefits. You save on gas, traveling time, money spent on lunch, and you can easily fit in personal appointments or schedule home deliveries.

Unfortunately, a ton of distractions exist. Working from the comfort of your own home doesn’t give you the same busy feeling of a productive business office.  Instead, you have easy access to your entertainment system, a cozy bed, and your spacious backyard.

Home office computer station

Image Credit: Nico Kaiser

How do you keep your worker hat on? For starters, try to:

  • separate your work area from your relaxation areas  like your living room or bedroom
  • work in a place where you’ll be the least distracted
  • set up times for taking breaks around the house and follow them
  • keep the TV and other entertainment units off
  • set up your workstation just as you would have it set up in a regular office
  • keep your desk minimalistic and neat

Get A Tailored Set Up For Your Mobile Device

In a post-PC world that’s focused on mobile gadgets, the concept of the “mobile office” is now more widely accepted. Many companies in fact are turning to a mobile workforce, which makes sense as it saves time, increases productivity and reduces overhead costs. And you can get your work done from wherever you are.

Mobile smartphone keyboard

Image Credit: Johan Larsson

Despite this, working on a mobile device does have some drawbacks. You’re restricted to a small screen size, a touch-screen keyboard, and limited hardware resources.  Under those conditions, you need to find the right set up and the perfect balance to working effectively on a single device.

As a mobile worker, consider a few adjustments like:

  • getting a separate keyboard for your device
  • using a device with an adequate screen size
  • working on your device to get the small things done
  • getting mobile versions of desktop tools you use daily
  • backing up your work and data to one central location (desktop, online or removable storage)

There are a dozen of little tweaks you can make to keep your productivity levels up.  These are just a few. So start taking careful stock of your workspace and figure out if your current set up is helping or hindering your work.

Back-To-School Tech Advice: 6 Things Every College Student Should Consider

Studying with Technology

Image credit: Zitona (Flickr.com)

The end of summer is near, and that means students will be heading back into the classroom in a couple of weeks. That being said, it’s time to sit down and think forward about the upcoming school year.

On top of the back-to-school shopping list and registration chaos, it’s a good time to start thinking about how technology will factor into your daily routine.  We’re talking about the nitty-gritty routine spent on studying, researching, writing, and sitting in class.

So in case you haven’t thought about it yet, we’ve hammered out some basic tech advice on 6 things you should consider.

Map Out Personal Tech Support Resources

No matter how well you know your tech tools, there will always be a random issue you can’t fix in a hurry. Knowing where you can go for help is key. There’s only so much Google can do for you with 10 million results.

Do yourself a favour and get your resources mapped out ahead of time.  Scout out, follow, and bookmark a good range of How-To sites, forums, and even basic support pages for your device.

Find Textbooks  Online 

When it comes to textbooks go digital wherever possible.  Digital textbooks can be significantly cheaper than original hardcopy or photocopied versions, and you won’t have to lug around heavy volumes.

As a starting point, sites like Project Gutenberg offer a vast selection of books in a variety of formats. You can also take advantage of Google’s latest textbook rental and purchasing offer from Google Play Books.  There’s also the iBooks app, whose iBookstore offers text books from notable publishers, such as McGraw-Hill and Pearson.

Flatworld Knowledge Online Textbooks

If those don’t pan out, you can check out FlatWorldKnowledge, an online catalog of textbooks where you can personalize textbook content according to your needs.

Shop Around For Free Software

You’re used to hearing of big name software applications like Microsoft Office and Adobe Photoshop that are above your price range.  But you can just as easily get free software that offers the same functionality as other paid programs.

Search for open source software alternatives. There are a ton of free tools out there. You can also find apps for your device like productivity suites, note takers, and mobile converter apps. In addition, desktop suites like OpenOffice and LibreOffice are great alternatives to Microsoft Office you can get for free.

Organize Your Gadgets & Devices By Task 

Mobile Devices
Image credit: sean hobson

If you have more than one device, you should try getting them organized according to task.  You may think this is counter-productive, but different sizes, apps and OSes can actually make working on multiple gadgets inconvenient.

Think about how you’ll be dealing with your school work this year.  Will you be typing up your papers on a laptop in a coffee shop? Does research work better for you on a desktop? Or will you be on a tablet for on-the-go convenience? You get the idea.

Some devices are more practical than others for certain tasks.  Figure out your studying habits and get a gadget strategy and workflow in place.

Adopt Different Study Habits For Online Classes

Some of your courses may be offered online or have an online bulletin board component set.  Keep in mind that online learning environments have different dynamics and hence, need a different approach.

Tip? For starters, keep focused.  It’s all too easy to get distracted with opened browsers, the comfort of your own room, and online networks. Moreover, we’re all used to scanning stuff online.  So when it comes to in-depth reading, you’ll need to really shift gears once you log in. Remember that a lot of it is about independent learning.

Also, timeliness is a big factor that can possibly affect your grades. You want to be one of the first ones to submit a discussion response. Remember there are others who can possibly cover the same points you want to make. Don’t let them steal your thunder by posting it up first. In short, constantly scout out other minor adjustments you can make to your studying habits.

Always Have A Back Up Plan

Google Docs Revision History
Image Credit: Support.google.com

All too often does a program crash on us in the middle of a paragraph, a USB gets lost, or we quickly close that 1,500 word paper without saving. But a few things can help prevent that.

Create a copy of your papers every few drafts to different storage media. Use cloud storage services like Dropbox to save a copy of your last draft.

Or conversely, create your original copy online with Google Docs. It will save your changes automatically. In addition, it will create a back up of the file’s revision history. Let’s not forget that you can always send a draft to yourself as an attachment!

Once the year starts, a solid routine will be the only thing keeping you on top of things. So make sure you plan out your tech strategy well!

How To Work More Efficiently On Your Desktop With 4 Simple Tips

Computer Desktop with Shortcuts

Image Credit: Anders Sandberg

We all spend a good part of our time on the computer, and as paperless workers, we’re conditioned to find the fastest way to get things done. But are we ever working as effectively as we could? Probably not.

And it’s not because we don’t try. It’s just that we often overlook the most common place where we can tweak our routines to make them even more efficient. It’s the one place where we all start from: the desktop.

With a few simple changes and customizations, you can eliminate the seconds you spend on extra desktop clicks, searches, and toggling.  Take a look.

Audit Your Shortcuts

First thing to deal with is icon clutter. Everyone suffers from it. It’s easy to rack up stray shortcuts over time via software installations and quick saves to the desktop. If there are ones that you don’t need on a regular basis, delete them. Shortcuts are only good for tasks or software you access on a daily or weekly basis.

Desktop Shortcut Icons

Image Credit: jeanbaptisteparis

Second, consider the type of shortcuts you create. Ones that help you perform repetitive tasks are the most efficient.  Consider email reports you send on a daily basis. If they all contain the same formatting and the same outline, create a template for it and then generate a desktop shortcut to quickly call it up (right-click on the template file and select “Create Shortcut”). A desktop trick like that can shave minutes off your routine.

Organize Your Desktop(s)

Dexpot Virtual Desktop Thumbnails

Did you know that you don’t have to stick to just one desktop? Dexpot is a handy tool that will let you set up multiple virtual desktops. It’s perfect for anyone working on more than one project at a time. Each desktop is kept separate, but easily accessible via hotkeys, thumbnails and across different monitors, as well.

Fences Video Demo

You should also consider putting your desktop real estate to good use. Categorize and organize your icons. Tools like Fences and Nimi Places keep your desktop shortcuts organized into different zones for quick access.  Both tools come with customization features like filtering options that can keep your work area in order at all times.

Or you can take things up a notch by cleaning up your desktop completely.  RocketDock can give you a minimalistic work area by keeping all your favourite shortcuts, folders, and applications in one neat and tidy dock you can easily access when you need it.

Customizing WindowsTaskbar

Then there’s your Taskbar. You can adjust and customize it through the Control Panel. Auto-hide it, group similar buttons together, or show window preview thumbnails. Make it work with your everyday tasks. For example, if you take a lot of tutorial screenshots, you may want to auto-hide the taskbar completely so you don’t have to crop it out later on.

Customize Your Desktop Wallpaper

A desktop can also be effective in other ways.  Starting on a new task? Create a flow chart or cheatsheet reference image of the process and set it as your wallpaper. Or download a motivational image for those times when you need an extra push. Your desktop can be more than just a dumping ground for shortcuts and files.

Make Programs Instantly Accessible

Having quick access to programs is a necessity. While the desktop allows you to avoid the hitting Start menu button, you can get even more efficient with a desktop app like Launchy. Like its name suggests, it will let you launch applications from it just like you would with the Start button, but it can also launch documents, files, bookmarks, folders and more.
Chrome App Launcher

You can launch your daily web browser apps right from the desktop. Browser apps usually require an opened browser to access them. However, a tool like Chrome App Launcher, will not only let you access Internet based Chrome web apps directly, it will also let you access packaged Chrome apps that “run as separate, standalone software that can also be used offline, unlike traditional browsers,” according to PCWorld’s review.

It may seem like an insignificant thing to reorganize your desktop. You may even think that small details like desktop shortcuts won’t matter. But it’s the little things that add up. So keep your desktop in order. It can either make or break your productivity!