Most files in the Data Room can be opened in the document viewer or Excel viewer. If a file is non-viewable, it can't be displayed online and can't be downloaded as a secured PDF.
Best practice
If users have permission to View online or Download secured PDF, but the file is non-viewable, the recommended solution is to mark the file as Download only on the non- viewable files page.
This allows users to review the file outside the Data Room when online viewing is not possible.
Below are the six possible reasons and what you can do alternatively.
1. File type is not supported
Only certain file types can be displayed in the viewer. Unsupported types can't be viewed online.
File types supported by document viewer:
- PDF and fixed-layout formats: (.dwf, .pdf, .pcl, .svg, .xps)
- Word and document formats: (.doc, .docm, .docx, .dot, .dotm, .dotx, .odt, .ott, .rtf)
- PowerPoint formats: (.potm, .potx, .pps, .ppsm, .ppsx, .ppt, .pptm, .pptx)
- Email formats: (.eml, .msg)
- Text and web formats: (.bat, .cmd, .css, .htm, .html, .js, .mhtml, .shtm, .shtml, .txt, .xml, .xhtml)
- Image formats: (.bmp, .emf, .gif, .jpg, .jpeg, .png, .psd, .tif, .tiff, .wmf)
File types supported by Excel viewer:
- (.ods, .xls, .xlsb, .xlsm, .xlsx)
- Maximum size for online viewing: 25 MB
Files such as ZIP files, DWG/CAD files, and other compressed or technical formats are not supported for online viewing.
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What you can do:
- Convert unsupported files to PDF before uploading
- Extract ZIP files and upload individual documents
2. File exceeds limits
A file may be too large to display online.
Size limits:
- Excel files: maximum 25 MB
- Other supported files: maximum 100 MB or 1,500 pages
What you can do:
- Split large files into smaller parts
- Reduce file size (for example, compress PDFs)
- For Excel files larger than 25 MB, allow users to download the original file
3. File is not supported
Some files can't be displayed due to:
- Corruption or damage
- Unsupported internal elements
- Built-in security settings
What you can do:
- Open and re-save the file on your computer
- Export or print to PDF
- Upload the updated version
4. File is password protected
- Excel files: can be opened in the Excel Viewer if the password is known
- Other documents: can't be displayed online
What you can do:
- Remove the password and re-upload the file
5. File is a portfolio or document collection
PDF portfolios (multiple documents inside one PDF container) can't be displayed in the viewer.
What you can do:
- Open the portfolio on your computer
- Extract the individual files
- Upload them separately
6. File contains external data sources
Files may contain external data connections or linked content that prevent them from being displayed.
What you can do:
- Remove external links or embedded connections
- Re-save or export the file (for example, print to PDF)
- Upload the updated version
Need help?
Our Support team is available 24/7.
support@virtualvaults.com
+31 (0)88 238 2240