Join Nick Brazzi for an in-depth discussion in this video Opening downloaded files in Word, Excel, and PowerPoint, part of Migrating from Google Apps to Office 2013.
- When you take a file on Google Docs and you download and convert it to an Office file you're gonna have to jump through a few hoops to open it and edit it in Office. It's not hard, but I want you to understand what's going on. I'm gonna start by double-clicking to open one of the Word documents that I downloaded in the previous movie. So I'll just double-click on this one here. Once it's opened up this doesn't quite look right. That's because it's opened in the Protected View mode. Office has a way of recognizing that files have been downloaded from the web, and of course downloading files from the web is one of the most common ways to get viruses on your computer.
So to protect you from possible virus threats Office does this with every document that you download from the web. So the first thing that you'll need to do, assuming that you are confident that this file is virus-free, is hit this button up here at the top that says Enable Editing. Since this came from my Google Drive I'm confident that there are no viruses. If you get a file as an email attachment or from a website that you don't completely trust you may want to run a virus scan before enabling editing. So I'm gonna go ahead and hit the Enable Editing button so that I can work on this file.
If you're opening up a lot of files that you've downloaded from Google Drive and you don't wanna have to tell it to Enable Editing each time you open a file you can disable this security feature. To do that I'm gonna go to the backstage view by hitting the File button, I'm gonna go to Options, inside of the Options window I'm looking for Trust Center, I'm gonna hit this button that says Trust Center Settings, and then I wanna select the option for Protected View.
To set Word so that I do not have to Enable Editing each time I open a downloaded file I just have to turn on this option to Enable Protected View for files originating from the Internet. If I do that here in Word I would also have to do it separately inside of Excel and PowerPoint. Now please approach this with caution. Turning off this feature will leave you open to possible infection on files that you've downloaded from any location on the web, not just Google Drive. It will make things more convenient, but you do open yourself up to possible risk of viruses.
So I'm gonna say OK here, and OK here, and we're back to the document. Either way, once you Enable Editing and you're past the Protected View you can get to work. But I'm still in Compatibility Mode. I can see up here at the top of the window, I see my file name and it says Compatibility Mode. When Word opens a file that was created in a different application, or in a different version of Word it is in Compatibility Mode. The same in true in Excel or PowerPoint.
This is a way of protecting you and making sure that you're aware that some of the formatting, or layouts, or fonts may be different as a side-effect of converting this file. Generally I would not expect to see any problems with files converted from Google Docs. You're much more likely to have a conversion error going in the other direction, from Office to Google Docs. Still you should scroll through the entire document and make sure that everything looks right before continuing. Now one of the important differences between the Google apps and Office is that you have to save any changes that you make to a file in Office.
In Google apps you don't have to save, it automatically saves changes as you go. But here in Word if I make any change to this file, let me just make a small change, I'll remove this word with. Once I make that change I'm gonna need to save this file or I'll lose that change. Now Word does have a save auto-recover feature that will usually restore your file if Word crashes, but that's a safety net. In general you need to save your changes. So I've made a small change and now I'm gonna save it.
Usually I would do this in one of two ways. I could hit this tiny little Save button up in the quick access toolbar. I'll just go ahead and hit that and now my file has been saved. Or I could hit the File button here to go to the backstage view and I can hit the Save button right here, same thing. We'll be talking more about both the quick access toolbar and the backstage view in the movie about touring the interface. But since I'm in Compatibility Mode I might want to do Save As instead.
If I go to the backstage view again there's this option for Save As. Save As will make a duplicate version of this document. So I'm gonna do that. I'll hit Save As, I have to choose a location, so I'm gonna select my Computer, I'm gonna hit Browse, because I want to choose my Documents folder. I'll call this AllRecipes and I'll just add v.2 at the end of it, and I'll hit Save. It gives me a little message telling me that my document will be upgraded to the newest file format and that's what's gonna get me out of that Compatibility Mode, which is great.
I'm gonna hit OK. Now that I've used Save As to save a duplicate version of this file I'm no longer in Compatibility Mode. If I look up here at the top I can see my new file name because now I'm in this other file and I do not see the Compatibility Mode message. Saving this duplicate updated it to the native file format for Word 2013. Now you don't have to do this, you can continue working on your document in Compatibility Mode every time you work on it. But updating the file by doing Save As is a little cleaner and will avoid compatibility issues in the future, as unlikely as they may be.
There are two big takeaways here that I want you to remember. First, you'll need to Enable Editing to get out of Protected View, and then you'll have to save a new copy of the file if you wanna get out of Compatibility Mode. And of course, the other big thing is that you need to save your files when you work in Microsoft Office. Office will not automatically save your changes like the Google apps.
- Converting Google files to Office documents
- Getting familiar with the Office interface
- Working with Word: Track Changes, styles, and more
- Using formulas and functions in Excel
- Making charts and graphs in Excel
- Creating presentations with PowerPoint
- Setting up email in Outlook
- Storing files in the cloud