Document File Types, PDF, and how to Redact with OCR Technology

When sending text or document files to friends, coworkers, and colleagues, there are a variety of file types to choose from. Whether you are looking to send a menu to a friend prior to attending a birthday brunch or are looking to redact confidential information from documents using an automatic redaction software program, online users will face a multitude of situations in which they need to send documents for a particular reason. To this point, different document file types will be needed to take on different situations, as an unprecedented amount of information is shared via the World Wide Web on a daily basis. With this being said, five common document file types include PDF, DOC or DOCX, HTML or HTM, XLS or XLSX, and TXT.

Portable Document Format

Portable document format or PDF files are arguably the most common type of file that is shared online around the world today, even outside of the context of document files. As PDF files maintain the original layout of documents and written information, they are ideal for sharing text via the internet in virtually any situation. Moreover, online users can send PDF documents via email, scan PDF documents, and print PDF documents, making them widely accessible to the least technologically savvy individuals within the general public. To this end, PDF documents are particularly useful within the professional business world, as the file format can be used to send contracts, resumes, and other pertinent documents.

Word Document Files

Word document files, also known as DOC or DOCX, are the original document file type that was created by multinational technology corporation Microsoft for use within their landmark word processing software Microsoft Word. Based on this point alone, DOC or DOCX files are widely used by online users around the world, as virtually every word processing program in 2022 has the capability to convert document files into DOC or DOCX files. Due to this wide level of accessibility, it is very common for hiring managers within the U.S. to require prospective applicants to provide their resumes, cover letters, and other relevant documents in DOC or DOCX form.

Microsoft Excel Spreadsheet Files

In keeping with the theme of Microsoft, the technology giant also introduced the Microsoft Excel spreadsheet file, also known as XLS or XLSX, into the general marketplace. As the file type was created for use within Microsoft Excel, Microsoft’s innovative spreadsheet software program, the file type is ideal for sending and receiving documents that contain numerical data or mathematical values, such as graphs, spreadsheets, tables, and databases. Through the advent of this file type, online users can easily send and receive documents containing spreadsheets without hassle, for use in social, professional, and educational settings.

Hypertext Markup Language

On the other end of the spectrum, Hypertext markup language, also known as HTML or HTM, is the standard markup language that is used for documentation that will be displayed within web browsers. As such, this file type allows online users to convert text into various elements within a particular web page, effectively defining the structure and meaning within the content of said web page. To illustrate this point further HTML or HTM can be used to implement and structure a set of bullet points, paragraphs, or data tables and images within an online web page, allowing users to easily navigate these pages and find the information or data they need.

Text Files

Text files, also known as TXT, is a file type that is used to support simple text documents. A common example of this are notes applications within products created by multinational technology company Apple. When utilizing such applications, users can easily write down basic notes, thoughts, details, or other forms of relevant information. What’s more, this file format can also be used within major word processing software applications such as Microsoft Word, enabling online users to transfer their notes into actual documents. Nevertheless, when looking to do more complex or nuanced things within a word document, such as changing the font type and color of written text, other file types are most suitable.

As written documents represent one of the original forms of human communication, it is fitting that online documents are representative of the most common type of online communication. When formatting written information using a PDF, DOC or DOCX, HTML or HTM, XLS or XLSX, or TXT file type, online users have numerous options to choose from as it concerns sending and receiving documents and other forms of written content via the internet. From sending work emails to fellow employees within a business setting to jotting down notes relating to a sale on popular food items at a local market or grocery store, choosing the right document file can go a long way in ensuring that online users can communicate in the most efficient manner possible.