Excel File Extensions and Their Uses

A file extension is the group of letters that appear after the last period in a file name. File extensions are usually 2 to 4 characters long, although they can be of any length. Excel uses a handful of standard extensions to disambiguate certain kinds of spreadsheet files.

XLS vs. XLSX

The current default file extension for an Excel file is XLSX. Prior to Excel 2007, the default file extension was XLS. The main difference between the two is that XLSX is an XML-based open file format and XLS is a proprietary Microsoft format. But, the newer versions of Excel save and open XLS files for the sake of compatibility with earlier versions of the program.

Determine if a file contains macros before you open it. Macros contain code that could damage files and compromise computer security if they come from untrusted sources. Excel files containing VBA and XLM macros use the XLSM extension.

XML and HTML

XML stands for extensible markup language. XML is related to HTML, the extension used for web pages. Advantages of this file format include:

• Smaller file sizes for storage and transfer.
• Better recovery of information from damaged files.
• Easier detection of files containing macros.

XLTX and XLTM

If an Excel file has either an XLTX or an XLTM extension, it is saved as a template file. Template files are used as starter files for new workbooks. Templates contain saved settings such as the default number of sheets per workbook, formatting, formulas, graphics, and custom toolbars. The difference between the two extensions is that the XLTM format can store VBA and XML macro code.

Excel for Mac

Macintosh computers do not rely on file extensions to determine which program to use when opening a file. However, for the sake of compatibility with the Windows version of the program, Excel for Mac uses the XLSX file extension.

Excel files created in one operating system can be opened the other. One exception to this is Excel 2008 for the Mac, which does not support VBA macros. As a result, it cannot open XLMX or XMLT files created by Windows or later Mac versions that support VBA macros.

Change File Formats With Save As

To change an Excel format (and its extension), follow these steps:

1. Open the workbook and select File > Save As. In Excel 2019, select Save a Copy instead.
2. In the dialog box, accept the suggested file name or type a new name for the workbook.
3. In the Save as type or File Format list, choose the format for the resulting file.
4. Select Save to save the file in the new format and return to the current worksheet.
5. If a file is saved in a format that does not support all the features of the current format, such as formatting or formulas, an alert message box appears prompting you to continue or to cancel.

Source: LW