Document file format

A document file format is a defined encoding for storing a document’s text, structure, and other content in a computer file. Formats differ in how they represent layout, metadata, and editable elements.

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Character encoding: A system mapping characters to numerical values and, usually, byte sequences. Document formats rely on character encodings to store text consistently.
Office Open XML: A family of XML-based formats standardized for office documents, spreadsheets, and presentations. It is a common format for editable word-processing documents.
Plain text: Text stored as character data without embedded document-level formatting or layout. It preserves readable text but lacks the rich structure and styling of many document formats.
Digital preservation: The managed maintenance of digital information so it remains accessible and usable over time. Preservation depends on formats that can still be interpreted as software changes.
Markup language: A system of annotations that describes a document’s structure, presentation, or meaning. Many document formats use markup to distinguish text from headings, links, and other elements.
OpenDocument: An open XML-based family of formats for office documents, spreadsheets, and presentations. It offers an interoperable alternative for editable office documents.
Page description language: A language that specifies the appearance of a rendered page for printing or display. Unlike editable document formats, page description languages focus on final appearance.
File format migration: The conversion of digital files from one format to another to maintain access or functionality. Migration can rescue documents from obsolete formats but may alter their features.
File signature: A characteristic sequence of bytes used to identify or validate a file’s format. Signatures can identify document formats even when filenames have misleading extensions.
PDF: A page-description format designed to preserve document appearance across software and devices. PDF prioritizes stable page layout over convenient editing.