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Career development30 Different Types of Files and How to Use Them

30 Different Types of Files and How to Use Them

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Updated January 29, 2025

document file format

If your job involves working with computers, emails, social media, or software, you may often need to
send and receive different types of files. When saving a file, there are various file types and formats to
choose from. Understanding these file types and their characteristics can help you select the file
extension to suit your specific professional needs.

In this article, discover common types of files, including document file formats, and learn their uses and
potential benefits to enhance productivity and efficiency.

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Why is it important to know different types of files?

Understanding different file types is helpful for selecting the right format for your tasks. Professionals in
various fields, such as business, marketing, education, and technology, often need to save and share
different files. Knowing which file formats to use can help you communicate effectively with clients,
colleagues, and managers.

Certain programs or emails may only accept specific file formats. Learning about these different types
can help you efficiently manage various workplace tasks. For example, when sending a logo design,
choosing the correct image format ensures it maintains quality and resolution for your website.

7 types of document file formats

Document file formats are valuable for sharing written text with colleagues and clients. Here are some
common document file formats you may encounter in the workplace:

1. Portable document format (PDF)

A PDF file is a widely used format in various professional settings. It preserves the original layout of
documents, making it ideal for signing paperwork and sharing plans. You can easily email, print, and scan
PDF files. This document file format is particularly popular for sending or uploading resumes, as it retains
the document's formatting and overall appearance.

2. Word document (DOC and DOCX)

This file format, created by Microsoft, is the standard for documents created in the Word processing
software. If your organization uses this software, you can use this format to easily send and receive
documents. It also facilitates sharing and editing documents with multiple individuals. Many hiring
managers prefer this file format for resumes and cover letters, so consider using this format when
submitting job application materials if specified in the job posting.

Related: How To Create an Editable PDF From a Word Document (Plus Tips)

3. OpenDocument text (ODT)

The ODT file format serves as an alternative to DOC and DOCX, and can handle text, objects, images, and
styles. It is commonly used with free document editors like OpenOffice and LibreOffice. If you do not
have software that supports ODT, you can easily convert it to DOCX for accessibility, as some formatting
differences may arise when opened in Microsoft Word.

4. Hypertext markup language (HTML and HTM)

HTML files are critical for developers and professionals creating websites or web content. This file
format transforms text into various elements on a webpage, allowing users to modify fonts and layouts
effectively. By using HTML, you can structure and design your website to enhance the user experience
and presentation.

Related: How To View HTML Using Different Internet Browsers

5. Microsoft excel spreadsheet file (XLS and XLSX)

These formats are useful for sharing spreadsheets, graphs, and databases. By utilizing spreadsheets, you
can effectively measure and track a wide range of information, including numerical data and contact
details, enhancing your organization and data management capabilities.

Related: 9 Excel Tools for Professionals (And How To Use Them)

6. Text file (TXT)

The TXT file format is ideal for simple text documents. You can use a TXT file to write notes, instructions,
or plain text. This format is compatible with various computers and word processing software. However,
if you need advanced formatting options or different fonts, you may want to consider using a different
file type.

7. Comma-separated values (CSV)

A CSV file separates values with commas and records with newlines. It stores tabular data, making it
easy to export and import information. Each line typically represents one data record, making CSV files
ideal for managing large datasets. Programmers often use this format to store code, and it can also be
used to save phone contacts for easy export.

7 types of image file formats

You may need to send images to showcase logos or graphics for a website or presentation.
Understanding common image file types can help ensure the quality and compatibility of your files. Here
are some of the most common image file types you might encounter in the workplace:

1. Joint photographic experts group (JPEG or JPG)

JPEGs or JPGs are some of the most common image file types. You might use this format when sending
images for your company’s website or social media page. JPEG files compress the image while
maintaining clear colors and graphics, making them ideal for online use.

However, repeatedly saving a JPEG will continue to compress the file, which may reduce its quality over
time. Consider using this file when you plan to use it immediately or need a smaller file size.

Related: JPG vs. JPEG Image Formats: What's the Difference?

2. Graphics interchange format (GIF)

When working with short animated graphics, you may use a GIF file. This file type supports short clips or
moving images and is commonly used on websites, communication platforms, or social media. GIFs are
best suited for small, simple animations that do not require high-resolution quality, making them ideal
for lightweight, quick-loading visuals.

3. Scalable vector graphics (SVG)

SVG files are commonly used in website design. If you're creating a logo or graphic for a website, you
may work with SVG files. This format supports smaller image files and short animations while
maintaining clear resolution. SVG files are also search engine-friendly, which can help improve the
visibility of your graphics online.

4. Portable networks graphic (PNG)

PNG is a raster image file type often used by web designers. It is popular because it supports transparent
or semi-transparent backgrounds, making it ideal for use on websites rather than printed matrerials.
Related: How To Generate a PNG (Plus Definition and Reasons To Create One)

5. Tagged image file format (TIFF or TIF)

A TIFF file is a high-quality image format often used for scanning documents or printing high-resolution
materials. For example, when publishing a marketing pamphlet, you might use TIFF files to ensure clear,
detailed photos. Since TIFF files are large, it is recommended to avoid using them for websites or online
content to ensure smooth loading.

6. Web picture (WebP)

WebP is a modern image file format, developed by Google, and designed for web use. It offers both
lossless and lossy compression, allowing web developers to create smaller, high-quality images that help
websites load faster. This format is ideal for improving site performance without sacrificing image
quality.

7. Bitmap (BMP)

BMP files are raster image formats that consist of pixels, allowing them to store images with a wide
range of colors and details. This makes BMPs suitable for high-quality 2D digital photographs. Typically
uncompressed, BMP files can handle large amounts of image data while maintaining resolution during
transfers. However, their large file sizes can make them less practical for frequent use.

Related: 15 Image File Formats (Plus When To Use Them)

7 types of video file formats

Video files can help enhance websites, marketing campaigns, and presentations. Here are some
common video file types you may encounter in your work:

1. Moving picture experts group layer four (MP4)

The MP4 file format is widely used for video content. It is compatible with most computers and mobile
devices, making it an ideal choice for professionals and companies sharing videos. MP4 files can be used
to send, upload, and receive videos designed for websites or social media platforms. While it accurately
saves both visual and audio information, it may have a lower resolution compared to other video
formats.

2. Audio video interleave (AVI)

The AVI file format, developed by Microsoft, is a popular video file format you might encounter in the
workplace. While it is a larger file type and can consume significant storage space on your computer or
cloud system, it maintains high quality through multiple saves and edits. This video file format can be
used to share videos on social media platforms or through a company's website.

3. QuickTime Movie file (MOV)

The MOV file format, developed by Apple, is ideal for movies and longer videos, though it tends to have
larger file sizes. MOV files allow for editing in different sections, making them suitable for extended
projects. Depending on your industry, you might utilize this format for creating training videos or
promotional films.

4. Flash video format (FLV)

The FLV file format is designed for streaming services and websites. It is a popular choice due to its small
size and ease of sharing, although it may not be compatible with all mobile devices. If you plan to share
content with clients on their phones, consider using a different file type. However, if you are uploading a
video to a streaming platform, FLV can be an effective option.

5. Advanced video coding, high definition (AVCHD)

Professional videographers often utilize the AVCHD file format for its ability to maintain high-quality
visuals in both short and long projects. If you are producing a professional video for real estate,
marketing, or entertainment purposes, you may consider working with this video file format.

6. Matroska video (MKV)

MKV files support multiple audio, video, and subtitle tracks. They offer greater storage capacity
compared to formats like MOV and AVI, allowing for an all-in-one video experience. This means viewers
can enjoy videos with audio in various languages and corresponding subtitles. However, MKV files tend
to be larger and may face compatibility issues.

7. Web media (WebM)

WebM is an open-source, royalty-free media file format developed by Google, based on the Matroska
video file format. It is designed for web use and provides a compressed, high-quality standard for storing
audio and video content. WebM supports both video and audio formats and is highly efficient for HTML5
applications. This versatile format is compatible with most web browsers, making it a popular choice for
online media.

Related: 9 Video Format Files and When To Use Them

3 types of presentation file formats

Depending on your role, you may use presentation files to prepare for meetings or training sessions.
Here are some common presentation file types you might encounter:

1. PowerPoint presentation (PPT or PPTX)

The PPT file format, developed by Microsoft, is widely used for sharing and uploading presentations and
slideshows. If your company utilizes PowerPoint software, you can save your presentations in this
format. PPT files enable you to create and share visual presentations effectively with your team or
clients. For example, you might share a PPT file with your colleagues after a meeting, allowing them to
review the slides and notes.

Related: 20 Tips for Making a Good PowerPoint Presentation

2. Open document presentation (ODP)

ODP files are designed for use with OpenOffice programs, allowing you to create and share
presentations that include text, graphics, and animations. If your organization utilizes OpenOffice, you
may commonly use this file format for slideshows.

3. Apple Keynote file (KEY)

The KEY file format is associated with Apple's Keynote program, enabling professionals to create and
share dynamic visual presentations. This format allows you to incorporate text slides, images, audio, and
transition effects. Consider using KEY files if your company, team members, or clients utilize Keynote, or
if you are sharing a presentation directly from your computer with the software installed.

3 types of audio file formats

You may use an audio file to upload music, readings, or sound recordings. This is common in certain
industries, such as audio entertainment, education, or writing. Here are some common audio file
formats you may use in the workplace:

1. MPEG 4 audio (M4A)

The M4A file is a common audio file format often used for compressed audio recordings. Its smaller file
size makes it easy to share and upload, while still maintaining good sound quality. This format can be
helpful for recording lectures, presentations, or audio notes for yourself or your team. However, M4A
files may not be compatible with all devices or audio programs. Before using this file format, it is
recommended to check whether your preferred systems can play the file to ensure smooth playback.

2. MPEG layer audio 3 (MP3)

The MP3 audio file format compresses sound into smaller sizes, making it easier to share with others
while maintaining good sound quality. It is compatible with a wide range of software platforms. You
might use this file type to record and share audio notes, comments, or readings for your team or
projects.

3. Waveform audio file (WAV)

The WAV file format is a common type of audio file known for maintaining high sound quality. This
format is often used by professionals working with Microsoft Windows programs. Since WAV files are
typically uncompressed, they preserve good sound quality but tend to be larger in size compared to
compressed formats.

Upgrade your resume

Showcase your skills with help from a resume expert

3 types of compressed file formats

1. Zip file (ZIP)

A ZIP file is a compressed file format that combines multiple files into one, making it smaller and easier
to download or share. This file format is commonly used to reduce file sizes for easier storage or
transfer. Once received, the recipient can unzip the file to access the original content.

2. Roshal archive file (RAR)

A RAR file is a compressed format used to store multiple files and folders in one archive. Like ZIP files,
RAR files reduce file sizes, making them easier to share or store. RAR files can also be encrypted and
password protected for added security.

3. 7z compressed archive file (7Z)

A 7z file is a compressed archive format that uses advanced compression techniques to create smaller
file sizes compared to standard ZIP files. It can also support encryption and various pre-processing
algorithms. However, specialized software like 7-Zip is often required to open 7z files, unlike ZIP files,
which are compatible with most operating systems.

Related: How To Send Large Files

Please note that, at the time of this article's writing, the companies, institutions or organizations
mentioned in this article may or may not be affiliated with Indeed, and their mention in this article does
not imply a business relationship with Indeed.

 

The information on this site is provided as a courtesy and for informational purposes only. Indeed is not
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