File types for excel

Probably 99% of all Excel workbooks are saved in the XLSX file type these days. But there are various other file extensions available: For example XLSM, XLSB or “older” Excel users might still remember the XLS file type. What are the differences of these file types? And even more important: Which one should you use?

When you save an Excel workbook for the first time or use the “Save As” function, you are asked for a folder, file name as well as the file type. By default, Excel suggests the XLSX file type (unless your file has VBA macros). The window looks similar to the screenshot on the right side.

So which file type are you going to use? The answer – like so often: It depends. Before we conclude in a decision tree, we we take a look at the most important file extensions in Excel with their advantages and disadvantages first.

XLSX

The “default” file extension is XLSX. The large majority of Excel workbooks uses this format these days. Microsoft says in the Excel help text about the XLSX file format:

The default XML-based file format for Excel 2007-2013. Cannot store Microsoft Visual Basic for Applications (VBA) macro code […].

Most of the time you use the XLSX format: It’s save (can’t store malicious code), has the maximum number of rows and columns and is best known. XLSX is available since Excel 2007 and replaces the old XLS file type. It uses the open XML standard so which is documented well.

Knowing these quick facts, there are the following advantages and disadvantages for the XLSX file format:

Advantages	Disadvantages
The default file format and because of that the best known and widest spread file type. Can use up to 2^20 (1048576) rows and 2^14 (=16384) columns. Uses the open file format and is in general accessible with other applications. Secure because it can’t save VBA macros. Can use and save all the functions available in Excel.	A little bit contradicting: But not being able to include VBA macros can be an advantage and disadvantage at the same time. Needs more disk space than other file formats (e.g. XLSB). Can’t be opened with Excel versions before 2003 (e.g. 2003, at least without any further conversion of Excel extension/ add-in).

XLS

The XLS file type has been the default Excel file extension and format before Excel 2007. In Excel 2007, XLSX replaced the XLS format. Therefore, XLS is kind of outdated right now. In the daily life you won’t find it often any more. But some data base tools still export data as XLS files.

The XLS file type has some disadvantages towards the newer file types XLSX or XLSM: It’s rather unsafe as it can contain VBA macros with malicious code. Also, it needs more disk space than the other file types and at the same time has less rows and columns.

On the other side the only advantage: You can easily open XLS files with older versions of Excel.

Advantages	Disadvantages
Can be opened with Excel versions before 2007 (e.g. 2003).	Unsafe as it can contain VBA macros. Needs more disk space than most of the other file formats (e.g. XLSX, XLSB). Can’t use all newer Excel functions, e.g. formulas or functionality (you will be warned when saving an XLS file though). Can only use up to 65,536 (2^16) rows and 256 (2^8) rows. Outdated…

XLSM

If you include VBA macros in your XLSX file, you will be asked to change the file extension to XLSM. Only that way you can save your macro within the Excel file (there are other file types possible, e.g. XLSB – but you can’t use XLSX for VBA macros). Therefore, it has most of the advantages and disadvantages of the XLSX file type. Positive: You can immediately identify Excel files with VBA macros.

Advantages	Disadvantages
The default Excel file type for workbooks with VBA macros. Can use up to 2^20 (1048576) rows and 2^14 (=16384) columns. Uses the open file format and is therefore accessible with other applications. Can use and save all the functions available in Excel. Uses the open XML standard.	Unsafe: Can contain malicious code within the VBA part. Needs more disk space than other file formats (e.g. XLSB). Can’t be opened with Excel versions before 2003 (e.g. 2003, at least without any further conversion of Excel extension/ add-in).

XLSB

Many people don’t know that there is an actual alternative to the XLSX and XLSM file type: The XLSB file extension. XLSB files store the data a little bit different than the XLSX or XLSM file types: They don’t use the XLM file structure. Instead, XLSB files try to save disk space because the data is stored in the binary structure. The main difference: Binary files are computer- but not human-readable. For more information on binary files in general, please refer to this Wikipedia entry.

The main disadvantage: Binary Excel files can contain VBA macros. So unless you don’t know the origin of a file, please consider well before opening them. Besides that: All the other disadvantages seem minor.

Advantages	Disadvantages
Smaller file size. Faster opening and closing of files. Formulas with more than 8192 characters allowed. Can use and save all the functions available in Excel.	Security: Files can contain VBA code whereas XLSX files can’t. You can’t change the Excel ribbon. Some third party tools (e.g. OpenOffice) might not be able to open your file. You can’t open your files with Excel 2003 or earlier (which nowadays should not be a problem any more…). Not very well known. So people might get confused receiving XLSB files from you.

CSV

CSV stands for comma separated values. These files are basically plain text – so there are no formulas or formatting. CSV is often used for data exchange. Excel provides the functionality to import or even directly open CSV files.

The basic application for CSV files: Import or export data. Data base programs often export data as CSV files. Also if you want to transport Excel data into a database program, often the CSV file type works.

Advantages	Disadvantages
Smaller file size. Faster opening and closing of files. Unlimited rows and columns. No code or macros possible and therefore save to open.	CSV files are basically text documents and therefore can’t contain formulas or formatting, pure data. No more than one “worksheet”.

ODS

ODS stands for Open Document Spreadsheet. The file type is designed to work on both Excel and other applications, e.g. LibreOffice. From the Excel point of view, ODS doesn’t support all the features. Text and data is usually saved well though. But formatting and many other features (for example charts, tables, conditional formatting) might run into problems.

Advantages	Disadvantages
Can be opened in Excel and LibreOffice.	You might lose formatting or features which are not supported. For a detailed lists of the features supported, please refer to this website.

XLSX (Strict)

Besides the regular XLSX format, Excel offers to save your Excel workbook as “Strict Open XML Spreadsheet”. So what is the difference between those two? Basically, the two file types use the same structure. But:

The Strict variant has less support for backwards compatibility when converting documents from older formats.

Furthermore:

The Strict variant of XLSX disallows a variety of elements and attributes that are permitted in the more common Transitional variant […]

Advantages	Disadvantages
Same as XLSX. Additionally: Opening in other applications than Excel might work better.	Some backward compatibility problems might occur.

PDF

As you’ve probably heard of PDF files, we won’t go much into detail here. PDF stands for portable document format and has the reputation of not easily being manipulated. Also, it’s quite save to say that how a PDF file looks on your computer, it will most probably look like this on most other computers.

And that’s it for the advantages. I recommend using it when you present your final results in the following cases:

• The recipient of your file should not edit it any more.
• Formatting should be exactly preserved.
• There is no database included, just the summarized results.

That could be the case if somebody wants to check your results on an iPad or a similar device. But: In many cases it would be professional (and nice) to also send at least parts of your Excel file. That way, your recipient could at least take a look at the calculation process.

Advantages	Disadvantages
Static, therefore contents can not (easily) be manipulated. The document always look the same. No macros.	Formulas etc. will be lost. Difficult (and troublesome) to further edit the file. (Depending on the contents) large file size.

XLAM

XLAM is the file extension for Excel add-ins. Also our add-ins (for example the popular “Professor Excel Tools“) are XLAM files. They can contain VBA macros, worksheets as well as forms, images and individual ribbons. If you double click on such file, it will open in Excel and you can use the funcationality of the add-in. But next time you open Excel again, it won’t be available any longer. You rather have to enable the add-in within the options (File –> Options –> Add-Ins).

As the XLAM file type is not really an alternative for all the other file extensions above, we skip the advantages and disadvantages.

Comparison of file types

So if we put all the advantages, disadvantages and facts from above together, we come to the following comparison:

Which file type should you use?

Decision Tree

In order to define the best file type for your Excel workbook, please follow the decision tree.

• The first question: Do you just want to display your results only? Then you could also consider the PDF format. But if the recipient of your work wants to edit or follow up your calculations, you shouldn’t use PDF.
• Does your file contain VBA macros?
  • If yes, choose XLSB if you have a large file. Choose XLSM for a file size smaller than app. 10 MB.
  • If no and you got a large file (larger than app. 10 MB), also choose XLSB.
  • If no (you don’t have macros) and your file small, follow the tree on the right hand side.
• The lower two levels of the decision tree are just about compatibility: If you want to open and edit your workbook with another software, choose the strict XLSX or ODF format.
• If you want to make sure that you can open it with versions of Excel 2003 or earlier, go for XLS.

Summary

In conclusion, you can distill a quite short table (if you don’t need to consider old file types and other applications as LibreOffice). You just have to answer two questions: Do you need VBA macros and do you work with a large amount of data?

Microsoft created and released the spreadsheet program known as Excel. It comes from the Microsoft Office family of productivity programs. Excel groups data into columns and rows as opposed to a word processor like Microsoft Word. A cell is a location where rows and columns cross. Data, such as text, a number, or a formula, are contained in each cell. They might not be able to display every feature of a file, programs that are compatible with a file format can present an overview of a file. When we want to save our files, we will have numerous file formats including Excel workbooks, templates, etc. These file formats are divided into various types, including Excel, Word, and PowerPoint presentations.

File formats in Excel are of various types, but to determine how many formats exist in Excel, we must follow the procedure outlined 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.

Excel File Formats

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.