Information Formats: There are several document and formatting codes used to store information. This can create compatibility problems when you want to share information with others or access it yourself on different computers. The ability to effectively share information requires an appropriate choice of encoding, an important step in the communication process. The following are recommendations for the most flexible and universal formats, listed in order starting with the best:

1. Plain Text: This is written information in its raw form, with no special coding associated with it. The value of having information in plain text is the flexibility of being able to copy-and-paste it into a variety of applications (e.g. email, websites, spreadsheet, database). This makes sharing the content with others very easy because there are virtually no compatibility issues. Plain text can be saved as a TXT file that can be opened in any text editor including simple ones like Notepad on Windows operating systems. There are some tricks for plain text to add elements of style that enhance the visual display like the use of dashes, line spacing, and other punctuation rarely used symbols that are part of a standard keyboard.
2. Basic HTML: When the text needs some visual dressing up, HTML is the way to go.  This is the original code for website design, but it is so popular that information saved in HTML can be viewed by anyone. The key is to still keep the formatting simple and just use simple elements like lists (numbered & unnumbered), italics, bold, and links. A common place to use these codes is in text entry boxes for adding content to websites. An example of how to make a phrase display in italics in HTML code is to add tags like this: <i>title of a book</i>. Many websites have text editors in the entry boxes that add the code automatically by clicking on a button. Most word processing programs will also save to HTML. Knowledge of some basic HTML code is very useful though. 
3. PDF: If you have a document with a lot of formatting and graphics, PDF is the way to go because it is the best format for ensuring something retains it's original appearance. In other words, what you see is what the viewer will see. In order to view PDF, the user must have Adobe Acrobat Reader installed on their computer. Some word processors and applications will allow you to save documents in PDF. Otherwise, the Adobe Acrobat software is required to make these documents. Acrobat’s Distiller works in the same manner as a printer, except that the information is “printed” to a PDF file. Basically anything that you can print from your computer can be made into a PDF file by choosing the distiller as your printer. OpenOffice.org and Google Docs are good free applications for saving documents in PDF.
4. RTF: This format is a recommended universal format for sharing text files. It is more universal than DOC, and the files can be opened in any word processor and retail most of the basic formatting. The advantage is that the person you are sharing with can edit or revise the file, which you cannot easily do with PDF.
5. DOC & RTF: These are formats from Microsoft Word. Because Word has been such a popular program, you can likely share these files with others without any problems. The coding in these files makes transfer of content via copy-and-paste very difficult. Furthermore, there are several compatibility issues because of format changes Microsoft has done over the years.

Information Storage

• Be organized: Make sure to keep all your computer files organized in a file system that makes access to various files easy. It takes some time figuring out how to organize all your information, but the folder system within Windows is a good way to keep everything organized. This is especially important for backing up data.
• Backup: You should be systematic and paranoid about backing up information especially when you data start amassing. There are several ways to backup, such as online storage systems (high speed connection essential), external hard drives, second computers, CD-R, DVD-R, DVD+R, and USB drives. The method depends on how much data you are trying to backup. There are also backup software programs that shrink files before backing them up. Whichever method is used, make sure to make multiple backups and store these in various locations as a safeguard against theft or fire.