Overview

As part of the continuous development of IT services, the IT Center is discontinuing support for legacy Microsoft Office file formats dating back to the 1990s. The following formats are affected:

• Word: .doc
• Excel: .xls
• PowerPoint: .ppt

These formats will gradually be fully replaced by the modern XML-based Office formats:

• .docx
• .xlsx
• .pptx

The goal of this transition is to sustainably improve the security, stability, compatibility, and future viability of IT services.

Download and extract the script:

Office_Scanner_und_Konvertierung

Open the script using PowerShell

(Note: If the script closes immediately after being launched, please open PowerShell manually as described in the detailed guide and execute the script from there.)

Specify the desired RootPath (Desktop in this example)

.\Skript_Office_Konvertierung.ps1 -rootPath "C:\Users\abc12345\Desktop\"

(Note: Running the script on network drives is generally possible. However, the conversion should be performed separately for each drive and carried out gradually depending on the number of files.)

After the scan, start the conversion by entering j + Enter

Afterwards, verify that the conversion was completed successfully.

This can be checked using the PowerShell output and the log files located in the script directory.

The original files are stored in the Backup_Originale folder.

Files that cannot be converted remain unchanged.

The discontinuation of legacy file formats is based on several factors:

• Security: Legacy formats provide only limited support for modern security mechanisms and pose an increased risk of malicious code.
• Compatibility: New Office versions and other applications only offer limited support for these legacy formats.
• Stability & Performance: Modern formats are more robust, less error-prone, and better suited for large or complex content.
• Long-Term Support: Microsoft and other software vendors continue to develop their products exclusively for the current file formats.

• Documents in the legacy formats .doc, .xls, and .ppt will no longer be supported in the future.
• New documents must only be created and saved in the formats .docx, .xlsx, and .pptx.
• Existing files in legacy formats should be gradually migrated to the new formats.

First determine: How many files, which formats, and where they are located.

There are several options:

• PowerShell Script (`Office97-Scanner.ps1`) – creates a CSV file containing the file path, actual internal format, file size, and last modification date. Does not require Office and therefore works even when Intune/File Block restrictions are in place.
• Windows Explorer with grouping by file type (not quite as reliable for finding all files)

Depending on the number of files found, different conversion approaches may be appropriate.

A search path can be passed to this script. The specified path is searched recursively and all results are stored in a CSV file.

This script can be executed on all devices and is intended to provide an initial overview of affected files. No files are converted during this step.

• The script can be executed on any Windows PC or laptop
• No administrative rights are required
• Can also be used by professors and staff members

The script can be downloaded here:

Office_Scanner_und_Konvertierung

Extract the file and copy it, for example, into a (temporary) folder on your desktop:

When executed, the script creates a CSV file in the same directory where the script is located.

• Open PowerShell and change to the directory containing the script (or execute it directly from the folder using the context menu option Run with PowerShell).
• Run the script in PowerShell using any desired search path (e.g. “C:\Users\abc12345\”)

.\Office97_Scanner.ps1 -rootPath "C:\Users\abc12345\Documents\"

• A first summary of the files identified is displayed directly in PowerShell:

Open the generated CSV file.

The report provides an overview of how many legacy files were found within the selected search path, where they are located, which internal format they use, and when they were last modified.

After reviewing the results, the files should either be converted, archived, or deleted.

If you do not wish to use the script, the files can also be located using File Explorer.

Open the desired folder in File Explorer.

In the folder, select “Sort”.

Sort or group the files by the “Type” column.

Legacy Office files will then be clearly displayed, for example as:

Microsoft Word 97–2003 Document (.doc) Microsoft Excel 97–2003 Worksheet (.xls) Microsoft PowerPoint 97–2003 Presentation (.ppt)

This makes it possible to reliably distinguish them from modern file formats.

Procedure in Microsoft Word / Excel / PowerPoint

1. Open the file in the legacy format (.doc, .xls, .ppt).

2. Select File → Save As.

3. Select the appropriate file type:

• Word Document (*.docx)
• Excel Workbook (*.xlsx)
• PowerPoint Presentation (*.pptx)

4. Save the file.

5. Briefly verify that the document is displayed correctly and functions as expected. If everything works properly, the file in the legacy format can be deleted.

Recommended for: Individual or infrequently used documents====== Converting Multiple Files at Once (Including Subdirectories) ======

If several files need to be converted at once, especially when they are distributed across many folders and subfolders, it is recommended to use the following PowerShell script.

Download: Office_Scanner_und_Konvertierung

• Converts legacy Office formats (.xls, .doc, .ppt) into the new formats (.xlsx, .docx, .pptx) using COM automation.
• Requirement: Microsoft Office must be installed locally (Excel, Word, PowerPoint).
• No LibreOffice required.
• The source folder is searched recursively (including all subfolders). Logs and backups are stored in the script directory (not in the source folder).
• A backup is created before any file is converted.

Requirements / Limitations

The script only works on SCCM-managed devices, not on pure Intune-managed devices (due to stricter policies).

If there are Intune devices containing a large number of legacy files, the data must first be copied to an SCCM-managed PC, converted there, and then copied back to the original device.

Automated Conversion Process

1. Scan: All files are opened, checked, and classified. At the end, a summary with counters is displayed.
2. Confirmation: Prompt (j/n). Conversion starts only after entering j. Any other input results in no changes being made.

For each successfully converted file:

1. Backup: The original file is copied to Backup_Originale\ – the source folder structure is mirrored (no naming conflicts).
2. Conversion: The new file is created in the same location as the original (same folder, new file extension).
3. Deletion: The original file is deleted only if both the backup and the newly created file have been verified to exist.

SourceFolder\Subfolder\file.xls
   ├─ Copy -> Backup_Originale\Subfolder\file.xls
   ├─ New  -> SourceFolder\Subfolder\file.xlsx
   └─ Original file is then deleted

Files that cannot be converted are skipped unchanged and recorded in a log file.

Classification

Not all files are converted by this script.

In particular, very old files (internal BIFF2/3/4 format, Excel 2.0 - 4.0) as well as password-protected files cannot be converted automatically.

Files containing macros are skipped. In such cases, manual conversion and verification of functionality are recommended (.xls → .xlsm).

A separate .log file is created for each category, containing all affected files.

Skipped files are not modified. They remain unchanged and can be reviewed individually using the corresponding .log file.

These files should subsequently be converted manually, archived, or deleted.

• Only user data paths selected (no system or application folders)
• Backup location has sufficient free space (corresponds to the script storage location)
• A test run has been performed on a small folder
• The scan summary has been reviewed before confirming with “j”

1. Download the conversion script and store it, for example, in a folder on the desktop (the backup files will also be stored here).
2. Open PowerShell and switch to the script directory.
3. Execute the script as follows: .\Skript.ps1 -rootPath “C:\Users\abc12345\Documents\”

• In the first step, the script scans all files, performs the classification, and displays a summary in PowerShell.
• After reviewing the summary, you can decide whether the files should be converted.

Enter j in PowerShell to start the conversion.

Depending on the number and size of the files, this process may take some time. Progress is displayed directly in the PowerShell window.

Once the conversion has been completed, another summary and the paths to the individual log files are displayed.

Review the log files and process the affected files manually.

Keep the \Backup_Originale\ folder temporarily in case any problems occur during conversion.

If no issues (formatting, formulas, etc.) are found in the converted files, the folder may be deleted or archived.

Word (.doc → .docx)

• Verify styles, headers/footers, and embedded objects.
• Macros are not transferred automatically (see below).

Excel (.xls → .xlsx)

• Verify:
• Formulas
• Pivot tables
• Links to other files
• Files containing macros must be saved as .xlsm.

PowerPoint (.ppt → .pptx)

• Verify animations, transitions, and embedded media.

Files containing macros are automatically detected during saving. In this case, Microsoft Office will indicate that the .docm / .xlsm / .pptm format is required.

Use the following formats instead:

• .docm (Word with macros)
• .xlsm (Excel with macros)
• .pptm (PowerPoint with macros)

Please review macro-enabled files particularly carefully and consult the IT Center if you have any uncertainties.

If a file in a legacy format (.doc, .xls, .ppt) cannot be opened locally, it may be converted using the corresponding Office Online application.

Procedure:

Upload the file to OneDrive or SharePoint.

Open the file using Microsoft Office Online:

https://www.office.com

Confirm the notification regarding the “legacy file format”.

File → Save a Copy (online or locally).

The newly created copy will automatically be saved in the current format (.docx, .xlsx, .pptx).

The IT Center supports you via OTH Regensburg Support with:

• Questions regarding the migration
• Problems during conversion
• Handling complex or macro-enabled files