Document Format Convertor – Documentation

Document Format Convertor icon Document Format Convertor allows you to select multiple Word documents and quickly convert them to the following formats: DOCX, DOC, RTF and PDF.

Detailed information about Document Format Convertor

How Document Format Convertor can help you in your work

Document Format Converter provides a convenient way to convert many Word documents to another format without having to do this manually for each individual document. You can convert from RTF / DOC / DOCX formats to RTF, DOC, DOCX, PDF and TXT formats.

Screenshot: Document Format Converter dialogue

The list below summarizes some common usage scenarios for Document Format Converter:

  1. You receive a number of Word documents in various formats and wish to convert them to DOCX format for better experience in your CAT tool (DOCX documents are better integrated into common CAT tools like memoQ, SDL Trados Studio, etc. than DOC / RTF files: there are more options when you import these documents, text has less tags, etc.).
  2. You receive a number of Word documents in various formats and need to convert them for translation in a CAT tool that does not support RTF / DOC files, such as OmegaT, CafeTran, etc.
  3. You normally supply your client with PDF versions of all translated documents and wish to convert all translated documents to PDF format.
  4. You want to align documents with LF Aligner. In this case it is often easy to save Word documents to TXT format prior to alignment.

Where to find the tool

To run Document Format Convertor, click its button on TransTools ribbon in Word:

Document Format Convertor button

Using Document Format Convertor

First, add documents you wish to convert to the list (DOC, RTF and DOCX documents are supported). There are two options:

  • Click Add files… to add one or more files located in a specific folder.
  • Click Add files from folder… to select a folder which contains the documents you wish to convert. If this folder contains subfolders, the program will ask you whether you also want to convert the documents located in the subfolders of the selected folder.

To remove one or more documents from the list, click Remove selected files. To remove all documents from the list, click Clear.

If you accidentally add documents that are already in the format you wish to convert to, they will simply be ignored during the conversion process, so there is no need to remove them from the list.

Finally, select the intended format from the Format list. The available options include DOCX (if you have Word 2007 or any newer version), PDF (if you have Word 2010 or a newer version), DOC, RTF and TXT.

Click Convert button to convert the documents to the selected format. After the operation is completed, the program will report how many documents were converted successfully, how many were skipped and how many could not be converted. A detailed report will be copied to the clipboard so you can paste it in a text editor and analyze why some documents could not be converted.

All documents will be saved in the same folder as the source documents. Original documents will NOT be deleted.

PDF conversion options

If you want to convert documents to PDF format, there are additional save options you may need to configure. These options are identical to the options available from the Options dialogue when you save a document to PDF format from Microsoft Word:

Screenshot: PDF conversion options

You can change any parameter by selecting it from the Save Options list and choosing its value from the Option Value picklist at the right side of the dialogue.

TXT format conversion options

If you choose TXT as the target format, you can select one of the following encodings: UTF-8 (default) or Unicode.

Notifications and possible problems

Before converting the documents you selected, Document Format Converter may ask you some additional questions:

  1. If some of the documents you wish to convert are currently open in Microsoft Word and have unsaved changes, you will be asked whether to save the changes or skip these documents.
  2. If some of the documents you wish to convert already exist in the intended format, you will be asked whether to overwrite the existing files or skip these documents.

Document conversion may fail to convert a document due to one of the following reasons:

  • A document cannot be opened from the selected location (insufficient access rights to open a file).
  • You do not have permissions to save to the folder where the original document is located (the folder is read-only – this may happen if you are on a corporate network).
  • A document in the target folder already exists and is currently opened by another user or by another application on your computer.

Important Notes

The available conversion formats depend on your Microsoft Office version. PDF format is only available under Word 2010 and newer versions (Word 2013, etc.), and DOCX format is supported under Word 2007 and newer versions (Word 2010, Word 2013, etc.).