Tips for converting legacy documents in Microsoft Word
We love working with clients to develop new template management solutions for Microsoft 365. Experience has shown us however, that this is only one side of the equation.
Organisations often struggle with converting existing legacy documents to their newly branded templates in Microsoft Word. It can be a challenging task especially when dealing with many documents with complex formatting, older file types and compatibility issues.
In the era of generative AI this is further amplified, where the formatting of all legacy content that lives within your knowledge ecosystem has never been more important to ensure that it’s on brand.
Here are some best practice tips for converting legacy documents in Microsoft Word to make the task less daunting and facilitate a smooth transition.
#1. Get a head start by factoring legacy templates into your new template design
Where possible leverage Word’s native capability to do some of the heavy lifting by retaining the same style names, custom table style names and observe accent colour positions so that these elements update automatically when converting.
Typically, we advocate creating a universal styles set, cover pages, standard page elements, header/footers, etc. so these elements flow throughout your different document types.
#2. Assess your legacy documents and prepare them for conversion
How many documents are on the critical path for conversion? Are we talking hundreds or thousands? The quantum and priority of documents will often dictate the approach.
Determine all of the file formats that you're dealing with. Legacy formats like .doc (Word), .wpd (WordPerfect), Rich Text Format, Google Docs or LibreOffice may require special attention.
Review content and evaluate the complexity of the documents. Elements like tables, images, footnotes, cross-references, direct formatting and macros may not convert cleanly.
Use the opportunity to review and get rid of old content that is no longer relevant and/or used. Is there scope to simplify document formatting before conversion?
Consider grouping and prioritising documents by type or complexity for more efficient batch processing.
Always create a backup of the original files before starting the conversion process to ensure you have a fallback should anything go wrong.
Use Word’s built-in Open and Repair feature to check for and repair any potential issues in legacy documents before converting them.
#3. Select the most appropriate conversion method
Convert as you go – methodically copy and paste legacy content as unformatted text into the new templates and reformat. The simplest and most accurate method of conversion, particularly for very old and complex documents. However, the most time consuming and not practical when there are many documents to be converted.
Manual conversion – manually attach the new template to the existing legacy document and/or engage a third-party like TemplaBee to create a custom tool specific to your conversion requirements (refer sample Conversion Pane screenshot following).
Batch conversion – when you have many documents to convert, consider using batch conversion tools or scripts to help automate the conversion process.
Third-party tools – fit for purpose conversion tools can manage large-scale document conversion in an efficient manner with a high degree of accuracy.
#4. Review, test and validate converted documents
Regardless of the chosen conversion method, there will always be a need to critically review and spot check converted documents to:
“Eyeball” styles – reapply new styles to headings, paragraphs and other elements to address any direct formatting and ensure consistency with your new template branding and document standards.
Inspect images and tables – complex elements like images, tables and charts may need to be manually adjusted after the conversion process.
Remove deprecated elements – elements like fields or macros may not work correctly in modern Word versions. Remove or update these elements to ensure full functionality.
Review embedded objects and hyperlinks – like Excel sheets or charts and hyperlinks that may break or not convert correctly.
Print preview – always use the print preview function to catch any issues related to page layout, margins and other print-specific formatting.
Leverage Word’s built-in tools – like Find and Replace and Styles Inspector to quickly apply changes across large documents or multiple files.
Use macros – particularly if you have many documents that require the same set of adjustments post-conversion to automate these tasks.
Cross-platform testing – test the converted documents on different platforms (Windows, macOS) and devices (PC, tablet, mobile) to ensure consistent formatting and functionality.
Collaborative review – involve others in the review process to catch any issues that you may have missed.
#5. Save converted documents in the appropriate format
Once converted documents are reviewed and tested, save them in the modern Word .docx format to ensure compatibility and future-proofing.
Consider optimising documents for file size, especially if they contain high-resolution images or extensive graphics. Word offers options to compress images and reduce file size without significant quality loss.
If you have a document management system and retention policies, be sure to label/tag your documents with appropriate metadata to simplify searching for content and use version control to maintain updates.
#6. Document the conversion process and archive legacy files
Document the steps you took during the conversion process, especially if you had to make significant changes or encountered issues. This record can be invaluable if you need to convert similar documents in the future.
Share your findings and best practices with stakeholders and other teams to help streamline future conversions and ensure consistency across all documents.
Keep the original legacy files archived in case they are needed for reference or legal purposes. Ensure they are clearly labelled and stored securely.
If legacy documents are important for long-term use consider converting them to PDF/A format, which is designed for long-term preservation of electronic documents.
In summary, converting legacy documents in Microsoft Word requires careful planning and meticulous attention to detail. Following these tips will help lay the foundations for a smooth and efficient conversion process that preserves the integrity and functionality of your existing content.
Whether you're dealing with a single document or an entire archive, for further information or assistance contact TemplaBee to help you navigate legacy document conversion with confidence.