Understanding File Types and Formats

Knowing which file type to use is an important digital skill for university.

This page brings together practical guidance on the most common file types used for coursework, presentations, and other academic work, and when to use each one.

If you need step-by-step instructions, use the Microsoft help links below.

This page covers file types used for saving, sharing, and submitting work. If you need help with file organisation or cloud storage, see Cloud Storage and File Organisation.

These Microsoft help guides show you how to convert files and choose the right format when saving or submitting work.

Save or convert to PDF
Save a document in another file format

Common file types

Different file types are used for different purposes. Use this guide to check which format is usually appropriate before saving, sharing or submitting your work.

Format	Use it for	Notes
`.docx`	Writing and editing in Word	The standard editable format for Word documents. Use this when the assignment asks for a Word file.
`.pdf`	Submission, fixed layout and sharing	A fixed-layout format. Use this when the assignment asks for a PDF, or when layout must not change. Always check the PDF opens and looks correct before submitting.
`.pptx`	PowerPoint presentations and posters	The editable format for PowerPoint files. Some submissions ask for a PDF export of slides or posters, so check the assessment brief.
`.xlsx`	Spreadsheets and data	The editable format for Excel files. Check carefully before submission, as spreadsheets may display differently depending on settings.
`.rtf` or `.txt`	Plain or lightly formatted text	Sometimes accepted by submission systems, but rarely required unless your tutor asks for them. Most coursework submissions should usually be `.docx` or `.pdf`.
`.pages`, `.numbers` or `.key`	Apple Pages, Numbers or Keynote files	These may not open correctly in Word, PowerPoint or submission systems. Convert them to `.docx`, `.pptx` or `.pdf` before submitting.
`.odt`	LibreOffice or OpenOffice documents	These can often be opened in Word, but conversion can affect formatting. Convert to `.docx` or `.pdf` if your assessment guidance requires it.

Always follow the file format stated in your assessment brief or MyLearningSpace submission point.

Submitting files to MyLearningSpace

This page helps you choose the right file type. For step-by-step guidance on uploading your file to MyLearningSpace, see How to submit an assignment.

If you have created work in Adobe Express, download the file before submitting it. Do not submit a shared live link unless your assessment instructions specifically ask for one. If your Adobe Express file contains text and the submission point uses Turnitin, download it as a PDF Standard file with accessibility tags. Turnitin will not recognise text in image files. For step-by-step guidance, see Submitting files from Adobe Express.

Why file types matter

File types affect:

whether your tutor can open your work
whether Turnitin or MyLearningSpace accepts your submission
whether others can edit, comment on, or read your work
whether your file is accessible to screen reader users
how clearly and professionally your work is presented

Choosing the wrong file type can cause problems such as submission errors, files that cannot be opened, or formatting issues.

File type can also affect accessibility. If you are saving or exporting a document as a PDF, check that the final file is still accessible. For more guidance, see Accessibility in Office Documents.

Common mistakes

Watch out for these common problems when choosing file types and formats.

Submitting the wrong format. For example, submitting a PDF when the brief asks for a Word file, or a Word file when the brief asks for a PDF.
Confusing fixed-layout and editable formats. A PDF is usually for sharing or submission, while Word and PowerPoint files are easier to edit and comment on.
Not knowing how to convert files. For example, converting from Pages to Word, or from PowerPoint to PDF.
Using unusual formats from other software. Files such as .pages, .numbers or .key may not open correctly for staff or submission systems.
Assuming PDFs are always the best option. PDFs are useful, but only when the task or submission point allows them.
Submitting a scanned PDF or image-only file. This may not be readable by Turnitin or accessible to screen reader users.
Not checking the final file after conversion. Formatting, page breaks, images and tables can shift when a file is converted.

If you have used AI tools to help create or edit content, you are still responsible for checking the final file, following the assessment guidance, and making sure your submission is complete and in the correct format. For wider guidance, see Using AI in your studies.

Check the file format before you share or submit

Check that:

you are using the file type required for the task or submission point
the file can be opened on a different device if needed
the file type matches what you need it to do, such as editing, commenting, or fixed layout
unusual file types have been converted before submission or sharing
the final file still looks correct after conversion
accessibility has not been reduced by the file format you have chosen
any PDF contains selectable text, not just scanned images

Need more help?

For technical problems with Microsoft 365 tools, OneDrive, syncing, or account access, contact itservicedesk@abertay.ac.uk
For wider guidance on studying and assessment, explore Skills Hub.

Last modified 1 week ago by Student and Academic Services