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    Home»Blog»How To Share Assignments To Keep Formatting Intact
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    How To Share Assignments To Keep Formatting Intact

    Allie HerryBy Allie Herry07 Oct 2024Updated:18 Oct 2024No Comments5 Mins Read
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    Table of Contents

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    • Share Assignments On Word Documents With Formatting Intact
    • Share Assignments On PowerPoint Presentations With Preserved Formatting
    • Share Assignments On Excel Spreadsheets With Consistent Formatting
    • Additional Tips For Maintaining Formatting When Sharing Assignments

    Being able to share assignments with classmates and coworkers is very important for teamwork. However, following the study format while assigning a task may be difficult at times. Formats can be distorted or messy, and various software programmes can interpret them differently. 

    Share Assignments On Word Documents With Formatting Intact

    Microsoft Word offers several options for sharing assignments while retaining formatting:

    • Copy and Paste: This is the simplest method, but sometimes can be a problem with complex content formats. Highlight the desired text copy with the right mouse button> click and then paste it onto the document of the recipient or a separate one. The content might be in bold and italics while the other complex formats such as layout or tables might not.
    • Save as PDF: This is a more reliable means of sharing assignments especially when we want to ensure that the formatting has been retained. Click on “File” and then on “Save As” then select “PDF” as the file type. This generates a document with everyone seeing the layout as you intended in the Word processor. However, the recipients will not be able to make direct edits to the content within the PDF unless you use Adobe Acrobat, which not only helps you edit PDF but also helps in converting PDF to Word.
    • Use OneDrive or SharePoint: Another example of effective file sharing includes using OneDrive or SharePoint as cloud-based storage that also provides a collaborative platform. Save your Word document as a file and then upload it to the cloud and give the link to the concerned member. It means they can collaborate, look at the same document and make changes while working on it, and retain formatting with others.
    • Export as XPS: Another choice that can be employed for sharing assignments to maintain formulation is XPS, or XML Paper Specification. Like PDF, in XPS, the documents are exact copies in terms of layout restrictions, but editing functionality is restricted to some extent. In the ‘File’ tab, select ‘Export’, and from the drop list, select ‘XPS Document’.

    Share Assignments On PowerPoint Presentations With Preserved Formatting

    The appearance of formats of the content presented in front is crucial to positively influencing the audience. Here’s how to share assignment presentations while ensuring formatting is preserved:

    • Save as PPSX: This is the standard format for PowerPoint and using it in sharing assignments will guarantee compatibility wherever the work is taken. Click ‘’File’’ at the top left of the programme, then click ‘’Save As’’ and choose the format as ‘pptx’ (PowerPoint presentation).
    • Embed Fonts: If you have used special fonts in the input that do not follow the standard type, their embedding ensures presentation on other devices. Click on “File,”  then click on “Info.”. Under compatibility mode, check on ‘Embed Fonts in the File,’ this makes the file larger but saves it on the viewing end.
    • Export as PDF: Like with Words, converting your presentation into a PDF maintains style and design but restricts the amount of changes that can be made. With the document still open, click “File” then “Export” then click “Create a PDF/XPS Document”.
    • Use OneDrive or SharePoint: OneDrive or SharePoint share enables the collaborators to view and edit the presentation without distortion of formatting.

    Share Assignments On Excel Spreadsheets With Consistent Formatting

    data in document formats

    It helps in the proper presentation of data in Excel spreadsheets which is a key feature of formatting. Here’s how to share assignment spreadsheets while ensuring formatting is maintained:

    • Save as XLSX: This is the normal format of Excel sheets and the one that allows for interactivity among assignees and students. Select “File” and then “Save As” and type in “Excel Workbook” then select “xlsx”.
    • Use OneDrive or SharePoint: By publishing your spreadsheet to the cloud storage, the collaborators can view it and even work on it simultaneously and the formatting of the cells will always be preserved.
    • Convert to Google Sheets: For those working with Google Sheets, this approach may well turn out to be feasible if you decide to convert your Excel. In the “File” tab open the “Export” sub-tab select, “Change File Type” and further to, “Google Sheets. ” 

    Additional Tips For Maintaining Formatting When Sharing Assignments

    Minimise Custom Formatting: With customisation, your work can be improved, but if different fonts, colours, and styles are used to the utmost, it may create display problems on other devices. It is always best to stick to standard styles and fonts or those preferred by the publication.

    Test on Different Devices: It is advisable to preview your shared assignment on a given platform, as well as in different operating systems and confirm that the formatting is okay. This assists in determining if there are any problems at all before forwarding it to your co-workers.

    One can save Word documents, PowerPoint presentations, and Excel spreadsheets using methods like saving as PDF, cloud storage, and embedding fonts, and be assured there will be no problematic formatting on the end of the receiver. Those who want a solid solution for document formats and collaboration improvement will find consideration of the tools offered by platforms like Adobe Acrobat to work best for them. 

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