File Formats in MS Excel

Ever wondered how to save your Excel work so it works perfectly for you or others? Microsoft Excel lets you save your spreadsheets in different file formats, like XLSX, CSV, or XLS, each with its purpose. These file formats or extensions of MS Excel are important because they determine the structure of the stored data. Now, whether you are making a budget, sharing data, or working with other programs, picking the right file format is very important. In this blog, we’ll break down the most common Excel file formats in simple terms, show you when to use them, and help you avoid common mistakes.

How to Choose the File Format in Excel

If you want to explore the types of file formats offered by MS Excel, then you can save a workbook, and to save the workbook, follow the steps below.

Step 1: Click on the file option at the top of the ribbon.

 

Step 2: Select the Save As option. The Workbook can be saved on local devices (like a computer) and the internet (e.g. OneDrive).

 

Step 3: Click on the option Browse and save as the dialog box opens. 

 

Step 4: Choose the Save As option and you will see a list of file formats. Depending on the type of active Worksheet in your Workbook, several file types will be displayed (Data Worksheet, Chart Worksheet, or another type of Worksheet).

Step 5: Select the desired file format by clicking.

List of Excel File Formats

In this section, we have discussed all the file formats that are offered by Microsoft Excel. Here you will get the details about the extensions, Excel support, features and more.

Excel Workbook

Extension: .xlsx

Spreadsheet files were created using Excel version 2007 and later have this extension. Currently, the default file extension for Excel files is XLSX. XML is the foundation of the file format XSLX. With the aid of this technology, XSLX files are significantly lighter and smaller than XLS files, which immediately results in space savings. Excel documents may be downloaded or uploaded more quickly. The only drawback of this XSLX extension is that it cannot open files created before Excel 2007.

Important Features

• Compatibility: Works with Google Sheets, LibreOffice Calc, and Apple Numbers; older Excel versions (pre-2007) need a compatibility pack.
• Advanced Features: Supports up to 1,048,576 rows, 16,384 columns, PivotTables, advanced charts, and complex formulas.
• Cross-Platform: Open standard format, easily shared across Windows, Mac, and cloud platforms like OneDrive.
• Use Cases: Perfect for budgets, reports, dashboards, and data analysis with formatting and formulas intact.

Excel Macro-Enabled Workbook

Extension: .xlsm

With Excel 2007 and later, including Excel macros, the spreadsheet produces files with this suffix. It’s simple to deduce that a file contains a macro with the aid of an extension. This version was created for security purposes to prevent computer viruses, harmful macros, infecting machines, etc. from accessing a file. When it comes to security and macros, this file extension is quite dependable.

Important Features

• Purpose: Used for Excel workbooks that include macros (automated scripts) written in Visual Basic for Applications (VBA).
• Compatibility: Opens in Excel and some other software (e.g., LibreOffice Calc), but macros may not run in non-Microsoft programs or require enabling.
• Advanced Features: Supports all XLSX features (1,048,576 rows, 16,384 columns, PivotTables, charts) plus macro functionality.
• Cross-Platform: Works on Windows, Mac, and cloud-based Excel, but macro execution may be limited on non-Windows platforms.

Excel Binary Workbook

Extension: .xlsb

When it comes to compressing, storing, opening, etc., this file extension type completely supports excel files that include a lot of data or information. It takes a lot of time to open and process an excel file with a lot of data. It occasionally hangs while opening and regularly crashes.

Important Features

• Purpose: Designed for faster loading and saving of large or complex Excel workbooks, ideal for handling extensive datasets.
• Compatibility: Primarily supported by Excel; limited compatibility with other software (e.g., Google Sheets, LibreOffice Calc may not open XLSB files).
• Advanced Features: Supports all XLSX features (1,048,576 rows, 16,384 columns, PivotTables, charts) and macros, with no feature loss.
• Use Cases: Best for large-scale data analysis, financial modeling, or databases (e.g., processing sales data with millions of records).

Template

Extension: .xltx

A template made by the spreadsheet program Microsoft Excel, part of the Microsoft Office family, is known as an XLTX file. It has predetermined layout options that may be used to produce several Excel spreadsheets (typically.XLSX files) with the same formatting and characteristics. XLTX files that give you a head start when making spreadsheets like bills, calendars, and budget plans. Additionally, you may make unique templates using your spreadsheets.

Important Features

• Purpose: Used to create reusable templates with predefined layouts, formatting, formulas, and settings for consistent workbook creation.
• Compatibility: Opens in Excel and some other software (e.g., LibreOffice Calc), but template functionality is best supported in Excel.
• Use Cases: Ideal for standardized tasks like budgets, invoices, or reports (e.g., a monthly expense template with pre-set formulas).
• Supported Versions: Available in Excel 2007 and later (2010, 2013, 2016, 2019, 2021, Microsoft 365), but not a default save format.

Template (code)

Extension: .xltm

A Microsoft Excel spreadsheet template with macro support is known as an XLTM file. It may also keep settings, spreadsheet data, and information about the layout in addition to one or more macros. When looking to generate several spreadsheets (primarily. XLSM) with the same data and style, Excel users save spreadsheets as XLTM files.
XLTX files and XLTM files are related. XLTM files, on the other hand, enable macros, which are collections of instructions that a user has organized so they may swiftly carry out a time-consuming or difficult operation, including formatting a document, inputting data, or conducting computations.

Important Features

• Purpose: Used to create reusable templates with predefined layouts, formatting, formulas, and macros for consistent, automated workbook creation.
• Compatibility: Opens in Excel; limited support in other software (e.g., LibreOffice Calc), with macros often unsupported outside Excel.
• Use Cases: Ideal for automated tasks like generating reports, invoices, or dashboards with pre-set macros (e.g., a sales report template).
• Supported Versions: Available in Excel 2007 and later (2010, 2013, 2016, 2019, 2021, Microsoft 365), but not a default save format.

Excel Add-In

Extension: .xlam

The spreadsheet program Microsoft Excel, part of the Microsoft Office family, uses XLAM files, and add-ins that support macros. It is used in Excel to add new features and instructions. While some XLAM files are produced by Microsoft, others are produced by Excel users and third-party developers. Microsoft Excel users can add more features since different users use the program for various, specialized purposes. Users must install an XLAM file-based Excel add-in to add this functionality.

Important Features

• Purpose: Used to create and distribute add-ins that extend Excel’s functionality with custom tools, functions, or automation.
• Compatibility: Primarily supported by Excel; limited or no support in other software (e.g., Google Sheets, LibreOffice Calc) due to macro dependency.
• Use Cases: Ideal for custom tools, such as financial calculators, data analysis functions, or automation scripts (e.g., a custom budgeting add-in).
• Supported Versions: Available in Excel 2007 and later (2010, 2013, 2016, 2019, 2021, Microsoft 365), but not a default save format.

XML Spreadsheet 2003

Extension: .xml

A plain text document is an XML file, and to distinguish them, they are saved with the.xml file extension. The XML file format was created to convey data over the internet and can hold hundreds of entries in the computation. Either humans or machines can read it.. The majority of programming languages make use of XML libraries to do the parsing. Down-converting is the process of converting XML files to other required forms.

Important Features

• Purpose: Facilitates data exchange between Excel and other systems (e.g., databases, web apps) while preserving basic spreadsheet structure.
• Compatibility: Opens directly in Excel; partial support in other software (e.g., LibreOffice Calc); complex formatting may not transfer accurately.
• Use Cases: Best for exporting/importing structured data, such as product lists or financial records, to/from external systems like CRMs or web platforms.
• Supported Versions: Available in Excel 2002 (XP), 2003, 2007, 2010, 2013, 2016, 2019, 2021, and Microsoft 365, though less common in modern versions.

XML Data

Extension: .xml

Other description languages like RSS, DOCX format, XSL, and Microsoft don’t employ XML as a format. The text editor notepad++ can open this XML file natively. We need to have a few interactions with the various file organizations to manage the different file formats. The only organization that is required for data and web pages is XML. Next, you could double-click the browser—the file’s default viewer—on occasion to examine a file.

Important Features

• Purpose: Designed for data interchange between Excel and other applications, enabling structured data export/import while preserving basic spreadsheet elements.
• Compatibility: Opens in Excel and text editors (e.g., Notepad); partially supported by other spreadsheet software (e.g., LibreOffice Calc), but complex formatting may not transfer.
• Use Cases: Ideal for exporting Excel data to databases, web applications, or other software (e.g., importing sales data into a CRM system).
• Supported Versions: Introduced in Excel 2002 (XP) and supported in Excel 2003, 2007, 2010, 2013, 2016, 2019, 2021, and Microsoft 365.

Microsoft Excel 5.0/95 Workbook

Extension: .xls

A spreadsheet file, known as an XLS file, can be produced by Microsoft Excel or exported by another spreadsheet application, like OpenOffice Calc or Apple Numbers. It includes one or more worksheets that store and present data as tables. The Microsoft Excel Spreadsheet (XLS) binary format was introduced together with the initial 1987 version of Excel. Up to the introduction of Excel 2007, XLS files became one of the most used file formats for preserving spreadsheets. Microsoft replaced XLS files with the Microsoft Excel Open XML Spreadsheet (XLSX) format with this version. Excel spreadsheets are often saved in XLSX files.

Important Features

• Purpose: Stores spreadsheet data, including cells, formulas, formatting, charts, and macros, for data management and analysis.
• Compatibility: Widely compatible with older Excel versions and some other software (e.g., LibreOffice Calc, Google Sheets), but may lose modern features in non-Excel programs.
• Use Cases: Suitable for sharing with users on older Excel versions or for maintaining legacy spreadsheets (e.g., old financial records).
• Supported Versions: Default format for Excel 97–2003; still supported in Excel 2007 and later (2010, 2013, 2016, 2019, 2021, Microsoft 365) for backward compatibility.

Excel 4.0 Workbook

Extension: .xlw

Workspace files, which are saved in the well-known spreadsheet program Microsoft Excel, have the .xlw file extension. Workbook file references and screen locations are stored in files with the .xlw extension. When .xlw files are opened, the program can move them back to the spot on the screen where they were stored. .xlw files are essential for restoring layouts when a user is working on many workbooks at once. .xlw files only refer to workbook layouts on the screen, therefore they should not be mistaken for files that contain workbook data. These files are primarily utilized by Microsoft Excel 2010 and 2011, and users need to have all workbook files to correctly reopen these files.

Important Features

• Purpose: Used to restore a specific workspace setup, allowing users to reopen multiple workbooks in their exact layout for efficient multitasking.
• Compatibility: Opens in Excel but not widely supported by other software (e.g., Google Sheets, LibreOffice Calc); may not work if referenced workbooks are moved or deleted.
• Use Cases: Useful for users working with multiple related workbooks (e.g., financial reports, project trackers) to maintain a consistent workspace.
• Supported Versions: Primarily used in older Excel versions (e.g., Excel 97–2003); limited support in Excel 2007 and later (2010, 2013, 2016, 2019, 2021, Microsoft 365).

Works 6.0-9.0 spreadsheet

Extension: .xlr

The file format specifications for XLR files were not made publicly available and were instead kept as binary files. Developers are consequently unable to examine the file system and create programs that read from and write to these files programmatically. The Works Spreadsheet saves data to.xlr files using the same Excel file format.

Important Features

• Purpose: Designed for basic spreadsheet tasks like data entry, formulas, charts, and simple data analysis, primarily for personal use.
• Compatibility with Excel: Some Excel versions (e.g., 2007 and later) can open XLR files created in Works 8 or 9, but older versions may struggle.
• Use Cases: Suitable for personal tasks like budgeting, small lists, or simple charts, but outdated for modern business needs.
• Other Software: OpenOffice Calc and LibreOffice Calc can open XLR files; Google Sheets and other modern apps may not support it.

Text File Formats

Formatted Text (Space-delimited)

Extension: .prn

A PRN file is one that was made using the Print to File checkbox that may be found in several Windows Print dialogue boxes. A printer, fax machine, or other device utilizes it to print a document because it contains a set of device-specific instructions. Depending on the device the file was produced for, PRN files may include text or binary information.

Text (Tab-delimited)

Extension: .txt

An ordinary text document with simple text is known as a TXT file. Any text-editing or word-processing application may open and edit it. The most widely used text editors for producing TXT files are Apple TextEdit and Microsoft Notepad, which come pre-installed with Windows and macOS, respectively. TXT files are plain text files with very little to no formatting. They are utilized to manage manuscripts, detailed instructions, notes, and other text-based information.
When a user of TextEdit saves a document as a TXT file, those applications remove the document’s formatting (bolding, italicization, font style, alignment, etc.). Most users don’t store more complex text documents, including flyers, reports, letters, or resumes, as TXT files. Instead, they save them as other types of files.

Text (Macintosh)

Extension: .txt

This function guarantees that tab characters, line breaks, and other characters are properly understood when a workbook is saved as a tab-delimited text file for usage on the Macintosh operating system. only saves the active sheet.

Text (MS-DOS)

Extension: .txt

Ensures that tab characters, line breaks, and other characters are properly understood when saving a workbook as a tab-delimited text file for use on the MS-DOS operating system. only saves the active sheet.

DIF

Extension: .dif

Data interchange format, or DIF for short, is a widely accepted standard for exporting spreadsheets. Users can export data from a spreadsheet in a format that can be loaded by several other programs using DIF files. The format has the drawback of not supporting numerous spreadsheets. This indicates that just one spreadsheet may be stored in a DIF file. As a result, you will need to make numerous DIF files if you wish to export many spreadsheets in the DIF format.

Unicode Text

Extension: .txt

The workbook can be saved as Unicode text, a character encoding standard created by the Unicode Consortium.

SYLK

Extension: .slk

A file stored in the Symbolic Link (SYLK) format, developed by Microsoft to transmit data between spreadsheet applications and other databases, is referred to as an SLK file. It has semicolons between lines of text that describe the cell row, column, layout, and content. An ANSI text file format is used to hold SLK files. SYLK (Symbolic Link) codes, such “E,” which stands for an expression within a cell, are used to record complex formulae.

CSV (comma delimited)

Extension: .csv

The Comma Separated Value (CSV) file extension is frequently used to identify files in this format. An easy text format for a database table is a comma-separated values file. A row in the table is represented by one line in the CSV file. Fields from different table columns are separated inside the line by commas. The CSV file format is straightforward and is accepted by a wide range of software. Moving tabular data between two separate computer applications sometimes involves the usage of csv files.

CSV (Macintosh)

Extension: .csv

Ensures that tab characters, line breaks, and other characters are properly understood when saving a workbook as a comma-delimited text file for usage on the Macintosh operating system. Only saves the active sheet.

CSV (MS-DOS)

Extension: .csv

Ensures that tab characters, line breaks, and other characters are properly understood when saving a workbook as a comma-delimited text file for use on the MS-DOS operating system. only saves the active sheet.

Other File Formats

PDF

Extension: .pdf

Format for Portable Documents (PDF). This file format allows file sharing and maintains document layout. The format that you intended is kept when the PDF file is printed or read online. The file’s data cannot be readily altered. For papers that will be printed using professional printing techniques, the PDF format is also beneficial. Note: Excel 2007 does not support this format.

Open document spreadsheet

Extension: .ods

The spreadsheet in OpenDocument. You can save Excel 2010 files so they can be opened in spreadsheet software like Google Docs and OpenOffice.org Calc which supports the OpenDocument Spreadsheet format. Additionally, Excel 2010 supports opening spreadsheets in the. ods format. When. ods, files are opened and saved, and formatting could be lost.

DBF 3, DBF 4

Extension: .dbf

The database management system program dBASE uses a standard database file called a DBF. It divides the information into several records with fields kept in an array data type. Due to the ubiquity of the file format, other “xBase” database tools are also compatible with DBF files. DBF files have been extensively embraced as a standard storage format for structured data in business applications due to their early adoption in the database community and a very simple file layout.

XPS Document

Extension: .xps

XML paper specification files are the ones with the .XPS suffix. These files have a predefined layout and are used to safeguard the accuracy of the data they contain. The sole distinction between them and the well-known PDF file format is the .XPS format’s usage of XML standards for its file structure. The data in your file may be read, shared, and modified using XPS files, which are simple to distribute online. It has become a well-liked substitute for the PDF file format as a result. Any software that runs on Windows and has printing capabilities may produce XPS files.