Weird File Formats Still Used in Modern Offices

Ever stumbled upon a file in your office drive and thought, “What on earth is this?” You’re not alone. Despite our cloud-driven, AI-enhanced, and ultra-modern workspaces, weird and obscure file formats still haunt office folders like digital relics from the past. You’d think they’d be extinct by now, but nope — they’re alive, well, and confusing teams everywhere. Let’s dive deep (and we mean deep) into the strange world of file formats that somehow survived the tech evolution and still sneak into our modern office workflows.

Why File Formats Matter in a Modern Office

File formats dictate how data is stored, opened, and interpreted by software. In a modern office environment, where speed and compatibility are everything, the file format you choose can make or break your productivity. Imagine receiving a crucial report in a format your system doesn’t recognize. Now you’re scrambling to find the right software, hoping it doesn’t corrupt the file—or worse, completely fail to open it. This isn’t just an inconvenience; it can delay projects, break collaboration, and lead to serious frustration in your workflow.

We live in a time when office tools should make things faster, not slower. But legacy or obscure file formats can drag the entire team down. When someone sends a document in an ancient format like .wps or an oddball database file that only works with 20-year-old software, it creates instant barriers. Not everyone knows how—or has the tools—to deal with these kinds of files. In today’s fast-paced business world, wasting even 15 minutes troubleshooting one document can throw off a tight schedule.

Let’s not forget about the hidden costs. Trying to open or convert outdated file formats can eat up valuable time. Employees may end up googling converters, downloading sketchy third-party tools, or reaching out to IT for support—when they should be focused on meaningful work. It might seem like a small hiccup, but when these issues happen regularly, they snowball into major productivity losses across entire departments.

Ultimately, consistency in file formats should be part of every company’s digital hygiene. Standardizing how documents, images, and data files are shared and stored reduces friction and keeps everyone on the same page—literally and figuratively. It’s not just about being tech-savvy; it’s about being efficient, collaborative, and future-proof. Choosing modern, accessible file formats means fewer roadblocks and smoother communication across the board.

The Persistence of Legacy Systems

WPS – Microsoft Works Word Processor Document

• Small businesses stuck in time
  Some mom-and-pop operations still use the same desktop tower from 2004—and guess what? It’s running Microsoft Works. If they only ever write invoices or internal memos, they haven’t felt a need to upgrade. These files continue circulating in certain networks purely because “it still works.”
• Legacy data archives
  Organizations that digitized documents early—back in the floppy disk era—often stored text in .wps From old HR records to patient files, these formats are buried deep in backups and rarely touched until someone suddenly needs them. That’s when the panic begins.
• Government and municipal offices
  Believe it or not, some slow-moving bureaucracies still cling to systems from decades past. Updating software means budget proposals, approval processes, and retraining staff. So instead, .wps files remain locked inside municipal archives, causing issues whenever they’re resurrected.
• Educational institutions with outdated labs
  Some schools—especially in underfunded regions—still use old PCs preloaded with Works. Students save homework as .wps files, unaware the format is all but extinct. When they try to open it elsewhere, chaos ensues.
• Old personal files from retired users
  Retirees or less tech-savvy users who once used Microsoft Works to type letters, recipes, or journals may still have dozens (or hundreds) of .wps files sitting on their hard drives. They only realize it’s a problem when they upgrade to a new laptop and everything becomes unreadable.
• Digital packrats and data hoarders
  You know the type—they keep every file ever made. If they started using .wps in 1999, they probably have archives dating back to dial-up days. Even if they’ve since moved on, their hard drives are haunted by ghost files from the Works era.
• Lack of awareness about better formats
  Not everyone understands what a file format is or why it matters. Some users just save documents the way they always have, with no clue that .wps is a relic. As long as it opens on their machine, they assume all is well—until it isn’t.

DBF – Database File (dBase, FoxPro)

Long before Excel became the king of spreadsheets, .dbf files were the go-to standard for managing structured data. Originating from the dBase program in the early 1980s, this format quickly spread across industries and platforms. It was simple, flexible, and, at the time, revolutionary. But here’s the catch—decades later, .dbf is still hanging around, like a retired employee who never left the building. The format lingers in the digital underbelly of organizations that haven’t updated their systems in years. And when you run into one today, you’re likely dealing with a software relic that hasn’t seen an upgrade since floppy disks were mainstream.

Even though the average office worker might not recognize a .dbf file, certain sectors still rely on it every day. Local banks and credit unions with niche legacy software often export financial reports in .dbf, because that’s what their systems were built to do. Government statistical departments also continue using the format, not necessarily by choice, but because the software ecosystems they depend on were developed decades ago and are deeply embedded. In the field of geospatial analysis, engineers working with GIS (Geographic Information Systems) still encounter .dbf regularly—many shapefiles used in mapping software rely on it for storing attribute data.

You’re more likely to receive a .dbf file from a payroll or accounting export than from a colleague’s email. And when you do, it often brings confusion. Why this format? Why not just send a CSV or Excel sheet? But the truth is, some legacy systems simply haven’t caught up to modern conventions. In fact, you might open your company’s payroll tool, hit “Export,” and out comes a .dbf, whether you want it or not. Then it’s up to you—or your IT team—to figure out how to crack it open. Sometimes Excel can handle it, sometimes you’ll need specialized tools, and occasionally, you’ll need a conversion tool just to get the numbers into a readable format.

The challenge with .dbf isn’t just its age—it’s the assumptions baked into it. Unlike modern formats, .dbf files can be finicky when it comes to compatibility, and they often lack the flexibility needed for today’s data-rich applications. There’s limited support for complex data types, and formatting can get scrambled when moving between platforms. Plus, as more offices embrace cloud-based tools and real-time data syncs, the static and rigid .dbf format feels painfully outdated. Yet, it endures—because updating core systems is expensive, disruptive, and sometimes not a priority until it absolutely has to be.

XPS – XML Paper Specification

PUB – Microsoft Publisher File

Microsoft Publisher is like that one dusty tool in the office supply closet—ignored, overlooked, but occasionally, someone swears it still works wonders. Unlike flashy tools like Adobe InDesign or easy drag-and-drop platforms like Canva, Publisher never really captured the creative crowd. It had its moment back when desktop publishing was more localized and less cloud-connected, but it never became a standard. Still, .pub files—Publisher’s native format—continue to pop up, especially in small business environments or old shared drives.

• A surprising number of office administrators continue to use Publisher for quick design needs like event flyers, internal newsletters, or even business cards. They’ve been using it for years and don’t see a reason to change.
• In many cases, Publisher was bundled with older versions of Microsoft Office, making it the default desktop publishing tool for budget-conscious offices and freelancers who didn’t want to pay extra for Adobe software.
• Some small businesses still rely on Publisher templates they created years ago. Rather than redesign or migrate them to new platforms, they continue tweaking the same files.
• Non-profits, local community centers, and schools also use it because it’s simple enough for non-designers to create visual materials without going through a steep learning curve.
• Legacy marketing departments still have folders full of .pub files—old brochures, print ads, menus, and more—archived in Publisher format. Digging into those folders often feels like opening a time capsule.
• Some users simply don’t want to learn a new tool. Publisher has familiar Microsoft-style menus and buttons, so sticking with it feels safer than switching to an unfamiliar interface.
• There are no online Publisher equivalents that fully support .pub That makes it a “sticky” tool—once you’re in, it’s hard to get out unless you start fresh somewhere else.
• Shared files in .pub format often circulate internally without issue—until someone without Publisher needs to open one. Then the trouble begins.
• The resistance to change is real. Publisher users often feel it “gets the job done,” and that’s enough for them. Even if better options exist, they see no urgent need to switch.
• Despite being less relevant today, Publisher still has niche appeal in places that never adopted more modern cloud-based tools.

CDR – CorelDRAW Image File

In a world where Adobe Illustrator seems to reign supreme, the CorelDRAW .cdr file quietly continues to thrive in specific creative circles. This vector-based file format might not be as mainstream as .ai or .svg, but it’s far from extinct. Walk into any traditional print shop, signage company, or custom merchandise business, and there’s a decent chance they’ll be using .cdr files like it’s still the early 2000s. CorelDRAW has carved out a loyal following, and that loyalty means the file format refuses to go quietly.

Part of the reason for .cdr’s ongoing presence is that it’s just a solid design tool. It’s fully vector-based, which means scalability without losing quality—a must for things like large banners, vinyl decals, or even detailed embroidery templates. The software supports intricate layers, text manipulation, and effects that are perfect for commercial applications. While many in the West have migrated to Adobe’s subscription-based tools, CorelDRAW remains a more affordable and familiar option in parts of Eastern Europe, Southeast Asia, and especially in India. Some designers also appreciate its different interface and workflow, even if it means sacrificing broader compatibility.

But that loyalty comes with baggage. Share a .cdr file in a modern office that leans heavily on cloud tools like Canva or Figma, and you’ll immediately hit a wall. There’s no native support in those platforms, and even converting the file to something usable like .svg or .pdf can result in layers getting flattened or text being misaligned. In collaborative environments, especially remote ones, .cdr becomes more of a roadblock than a design asset. The few online converters that exist are either limited in functionality or require paid plans, making last-minute edits frustrating at best and impossible at worst.

And here’s where things really get sticky: if someone in your office downloads a .cdr file and expects to open or tweak it without the original CorelDRAW software, they’re in for a rough ride. Unlike Adobe formats that have a suite of third-party tools and preview options, .cdr is notoriously closed. It’s not readable in Photoshop, Illustrator (unless specifically exported), or any of the modern web-based design platforms. For offices trying to streamline workflows and rely on cross-platform tools, .cdr sticks out like a sore thumb—an obscure but necessary relic that refuses to fade away.