Encoding errors in Microsoft Word are perplexing challenges especially when you are working with documents that contain special characters, non-ASCII text, or files from other sources.
In this blog, we will decode the mysteries of encoding errors in MS Word and preserve the integrity and readability of our written works.
So, join us and unravel the complexities of encoding errors and help the users navigate the digital landscape with clarity and precision.
To add double-space in Microsoft Word, follow this guide.
Root Causes Of Encoding Error In Word
Table of Contents
Some causes of encoding errors in Microsoft Word include:
- Incompatible character encoding
- Software compatibility issues
- Corrupt font files
- Virus or malware
- Abrupt file closing or interruptions during file transfers can relate to various topics
Also, read: How To Change The Background Color In Microsoft Word?
7 Quick Fixes For Encoding Error In Word
Here are the key steps to troubleshoot encoding errors in Word documents:
1. Check The Source Of The Document
Checking the source of the document will provide insights into the original encoding format used. This will help you to understand the source encoding and help you in selecting the correct encoding standard for saving or converting the file.
If you received the document from someone else, you can ask them to send it in a different format, like .docx or .txt.
Once you receive the documents, you can open them, and if the issue persists, proceed to the next solution.
2. Try Opening The Document With A Different Program
There are few simple text editors like Notepad or TextEdit that can open the document with fewer formatting issues.
If you are sure that you have the correct document and that it is in *.doc format, then this message indicates that the document is corrupted.
If you store your documents on a USB stick note then copying to such devices is OK. But, if you are saving directly to a USB stick from within Word, document corruption is an almost inevitable consequence that can happen.
Save your Word documents on your hard drive and copy them to removable media using File Explorer as needed.
Try not to open a document when it is located on a USB Drive. If you are unable to do so, please get in touch with support.
So, make sure you use Windows Explorer or File Explorer to copy or move the document from the USB Drive to the local hard drive, open it from that location, and save it back to that location.
3. Save The File As .docx
Saving the file as .docs can potentially cause issues if the encoding used in the document isn’t compatible with the .docx format.
This is how you can proceed:
- Open the problematic Word document.
- Navigate to the File menu and choose the Save option.
- Now, you can change the location and name of the file.
- In the Save As Type field, click on the drop-down menu and select Word document.docx.
- Next, click on Save. This should save the file in a new format.
4. Manually Save The Word File
By manually saving the Word file you will ensure that the file is saved in a compatible encoding format. Microsoft Word is known to save your file with the Autosave feature automatically, but you can also manually save your documents using these methods.
- Press the Ctrl + S key combination on your keyboard, and your document will be saved.
- Clicking on the cross icon at the top right corner of the Word document will also close it.
- You should see a prompt if you want to save the document.
- Click on Save, and the changes made to the file will be saved.
5. Convert Files From Encoded Text
Converting files from encoded text helps to fix the encoding error by ensuring that the text is correctly interpreted and displayed in the desired format.
The Convert File dialogue box should open automatically when it detects a file with corrupted encoding.If the dialogue box does not appear, it must be manually triggered.
Follow the steps below:
- Go to “File,” then go to “Options.”
- Then select “Advanced” and scroll down to the “General” section.
- In the “General” section, check the box that says “Confirm file format conversion on open.”
- Exit Word and reopen the corrupt document.
6. Repair A Corrupt Document
Repairing a corrupt document will be helpful in fixing the encoding errors in quite a lot of ways. By finding the root cause of the encoding error and repairing a corrupt document will effectively resolve the issue and help in restoring the file’s integrity and readability.
To repair Microsoft Office follow the steps below:
- Click on Windows Start Menu and select Settings. Ensure that all related applications are closed.
- Select Apps from the given options and scroll down to find Office from the installed apps.
- Click on the three dots menu and then choose Advanced options.
- Scroll down and select Repair.
- When you choose to Repair Office, the app’s data won’t be affected. Please ensure you save any open documents.
7. Save The Document As A Readable Plain Text File
By saving the file as a readable plain text file, you can ensure that the text is displayed correctly and accurately and any kind of encoding error gets resolved accurately.
You can save the document using standard text encoding, such as UTF-8 or UTF-16.
To do this follow the steps below:
- Click on the “File” tab in the top left corner of your document and choose “Save As” from the list.
- Choose a folder to save to, and select “Plain Text” as the file format. Then click “Save.”
- If a new “File Conversion” dialogue box opens from the list, choose an encoding for the final document.
- The preview box will highlight words that will not be saved correctly in red, so choose an encoding that complements the document.
- When in doubt, it is best to use a Unicode format as the encoding, designed to accommodate all the world’s writing systems.
Frequently Asked Questions (FAQs)
- How Can I Prevent Encoding Errors In Microsoft Word?
To prevent encoding errors in Microsoft Word, you can do the following:
- Save your files in the .docx format
- Manually save files before closing
- Maintain backups of your documents
- Make sure the encoding matches the requirements of the documents
- Can Encoding Errors In Word Affect The Readability Of My Documents?
Yes, encoding errors can impact your documents’ readability, making the content more accessible to understand.
Final Words
So, understand the underlying causes of encoding errors and then embark on this troubleshooting journey of maintaining the integrity of your digital documents.
Drop a few words in the comment section below if you stumble upon anything.
