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Excel supports a diverse array of file formats that have been designed to cater to different needs and functionalities of various types of users.
There are currently 14 different types of specific Excel file formats you can choose when saving and sharing your Excel sheets. In addition to this, you can also choose from an additional 10 text file formats when saving your workbooks.
So that’s 24 file formats in total – does anyone else’s head feel like it’s going to explode at just the thought!?
This is something a lot of people don’t even realise. Most tend to think that saving your workbook just means saving your workbook. But that’s not the case.
Making sure you have the right type of file format is an important consideration when working with Excel, as different formats allow different capabilities within your workbooks.
In this article, I’m going to take you through 8 of the most useful formats and explain their capabilities and when you should be using them. But before I do, there’s one question that I want to address…
The answer to the question of why there’s such a varied range of Excel file formats lies in the evolution of Excel and the diversification of the requirements of Excel users.
In its journey from a basic spreadsheet tool to the ACE data management system that it is now, Excel has continually evolved to meet the expanding needs of users.
The introduction of different file formats over the years has been a strategic response to the expanding range of demands from users including data processing, storage, and collaboration.
Each of the different Excel file formats addresses different needs of users. So without further ado, let’s take a look at the formats and what they mean.
The .csv format is widely embraced for its simplicity and universality.
It stores data in plain text, with values separated by commas. This straightforward structure makes it an ideal choice for exchanging data between different applications and is easily readable by both humans and machines.
If you regularly import data from external sources, the .csv format may become your go-to choice as it seamlessly facilitates data integration into Excel through Power Query.
This one isn’t a native Excel format, but it’s still useful. PDFs are often used for sharing spreadsheets in a non-editable form.
Leveraging Power Query, you can seamlessly import data from both .csv and .pdf files into Excel, expanding your ability to work with diverse data sources.
This feature enhances collaboration and ensures a smooth workflow, especially when dealing with data from non-Excel sources.
The .xls format represents the legacy version of Excel files. It’s a very old file format, but will still open on newer versions of Excel.
While it lacks some advanced features of newer formats, it serves as a historical bridge between legacy and modern spreadsheet practices.
If you’re dealing with older files or collaborating with users on different versions of Excel, the .xls format is still a valuable choice.
.xlsb files are often overlooked and I’ll admit I’ve never worked with one (but maybe I should!)
This file type is used for binary-encoded Excel workbooks. They are more efficient in terms of file size and faster to open compared to the XML-based .xlsx format.
While it’s not as commonly used, exploring .xlsb may be worthwhile, especially for large datasets or when you’re looking to optimise for performance.
If your work involves handling substantial amounts of data, .xlsb could be a hidden gem worth considering.
If your spreadsheet involves macros, the .xlsm format is essential.
Macros are sequences of instructions that automate tasks, and .xlsm supports their storage. It’s crucial for maintaining functionality when macros are a part of your workflow. If you’ve ever downloaded any of my products, you’ll notice several of them use this format to maintain the macros they contain.
By choosing .xlsm, you ensure that your Excel files not only contain data but also retain the automation that can significantly enhance productivity.
This one is the default and most widely used format, .xlsx. If you’re just hitting save without selecting a specific Excel file format, it’s most likely your workbooks are being saved as an .xlsx file, which stores data in XML format.
It’s suitable for most spreadsheet needs and ensures compatibility with newer Excel features.
If macros aren’t a requirement, .xlsx is often the preferred choice due to its balance of features and file size. It strikes the right chord between performance and functionality, making it a versatile choice for everyday spreadsheet tasks.
Both .xltm and .xltx are template file formats and they tend to save into a Templates folder on your machine.
Templates provide a standardised starting point for new workbooks and .xltm supports macros, making it suitable for templates with automated functions.
These files open as read-only to prevent accidental overwrites and while I don’t use them frequently, these formats can be a lifesaver when creating consistent, automated templates.
Understanding the different Excel file formats and what they mean will help you to make informed choices on how to store your sheets based on your specific needs.
While .xlsx remains the default and a versatile choice, exploring formats like .xlsm or leveraging templates (.xltm/.xltx) can enhance your efficiency and productivity.
Remember, each format serves a unique purpose, and choosing the right one can significantly impact your Excel experience.
Whether you’re a seasoned Excel user or just getting started, being aware of these file formats opens up ACE new possibilities for effective spreadsheet management. So next time you’re working in Excel, instead of just hitting the SAVE button, refer back to this article and save with purpose.
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