File Cannot Open

How to Fix Word Opening Files with Square Boxes and Encoded Text Dialog

Muhammad Talha Sep 28, 2026 870 views

Question details

The user needs to resolve an issue where Word documents fail to display properly, showing square boxes instead of pictures and prompting an Encoded Text format conversion dialog.

How to Fix Word Opening Files with Square Boxes and Encoded Text Dialog

Product: Microsoft Word
Device & OS: not provided
Scenario: Opening an existing document in Microsoft Word
Observed behavior: Word displays square boxes in place of pictures and automatically opens a Convert File dialog with the Encoded Text option selected, suggesting the file has an incorrect extension or is damaged.

Before you start

Before attempting any fixes, copy the problematic file to a safe location on your computer so you have a backup during the troubleshooting process.

Solution 1Recommended

Verify and Restore the Correct File Extension

This issue is frequently caused by a file extension that does not match the actual file type. Restoring the correct extension helps Word read the file properly.

If a document was originally created as a different format (such as .rtf or .pdf) and manually renamed to .docx without proper conversion, Word will fail to recognize the contents and will prompt the Encoded Text dialog.

Enable File Name Extensions

Open File Explorer in Windows. Click on the 'View' tab at the top and check the box for 'File name extensions' so you can see the actual formats of your files.

Rename the File Extension

Right-click your problematic document and select 'Rename'. If you suspect it was originally an older Word file, change the '.docx' to '.doc'.

Confirm the Change

Press Enter to save. A warning will appear stating that changing the extension might make the file unusable; click 'Yes' to confirm.

Reopen the Document

Double-click the renamed file to see if Microsoft Word can now open it without triggering the Encoded Text dialog and square boxes.

Verify and Restore the Correct File Extension

Trying Other Formats: If changing to .doc does not work, try renaming the extension to .rtf or .txt in case the document was saved in those formats originally.

Solution 2

Use the Open and Repair Feature

If the file extension is correct but the document is slightly corrupted, Word's built-in repair tool can salvage the text and images.

Open Your Document Safely with WPS Writer

If Microsoft Word continues to display an Encoded Text dialog, opening the file in a highly compatible alternative program can bypass Word-specific corruption errors. WPS Writer is free, lightweight, and capable of recovering and displaying your text and pictures properly.

1. Download WPS Office: Visit the official WPS website and download the free version of WPS Office.
2. Open the File with WPS Writer: Right-click the problematic file, hover over 'Open with', and choose 'WPS Office' from the list.
3. Review the Document: Check if the square boxes have disappeared and if the text loads without the Encoded Text dialog.
4. Save as a New Document: Go to 'Menu' > 'Save As' and save the file as a new .docx document to permanently fix the formatting structure.

Excellent compatibility with Microsoft Word .doc, .docx, and .rtf formatsRobust file reading engine that often bypasses standard Microsoft Word rendering errorsFree and lightweight, allowing you to quickly check if your document is permanently damaged or just failing in Word

microsoft office alternative - wps office

Frequently Asked Questions

What does the 'Encoded Text' dialog mean in Word?

The Encoded Text dialog appears when Word does not recognize the structure of the file you are trying to open. This usually means the file has the wrong extension applied to it (e.g., a PDF mistakenly renamed to .docx), or the file's internal data is severely corrupted.

Why are pictures in my Word document replaced by square boxes?

Square boxes typically appear when Word cannot load the image source files embedded within the document due to file corruption. It can also happen if the 'Picture Placeholders' setting is accidentally turned on in Word's Advanced Options.

Can I recover the text if the file remains unreadable?

Yes. Open Word, go to 'File' > 'Open' > 'Browse', select your file, and in the file type dropdown menu at the bottom right, select 'Recover Text from Any File'. This will extract raw text data, though images and formatting will be lost.

Document & File Issues