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The file format can be defined as the layout and organisation of data in a file. There are hundreds of proprietary formats, and specific applications typically need a file to be organised in a certain way in order to be able to read the information contained by it. Each program has a different way to define the data storage. Therefore the data exchange between two programs is only possible when both programs “understand” the same file format or can import it. Otherwise, conversion programs have to be used.
Some examples of file formats are, among others, the text format (.txt) (which stores any kind of text), the HTML format (.html) (which is an especial text format because it also contains some specific rules for particular purposes), and the JPEG format (which stores static images).
Why is this information important for translators and translation teachers?
It is particularly important for translators and translation teachers to know that there are file formats which can be used with different software applications and some which are software specific and therefore need to be converted first before being opened or viewed with a different application.
Sometimes file formats can only be converted into a different format by importing them in the software application and then exporting them into the other format. Trying to open a file with a specific file format with an inappropriate software application can corrupt the data in the file.
Knowing the differences between some file formats and how to properly convert them if needed is a prerequisite for translators who want to use translation memory tools, DTP tools, as well as terminology management tools, among others.