Microsoft Excel offers numerous file formats for saving your workbooks, each designed for specific purposes and compatibility requirements. Understanding these formats helps you choose the right extension for your needs, whether you’re sharing data with colleagues using older Excel versions, working with macro-enabled files, or exporting data to other applications.
Understanding Excel Save Options
When you save an Excel file, you can access different format options by clicking File > Save As. The available formats in the dialog box vary depending on your active sheet type—whether it’s a worksheet, chart sheet, or another sheet type.
Important: When you save a file in a different format, some formatting, data, and features may not transfer completely. Always verify your file after conversion to ensure critical information remains intact.
To open files created in other formats—whether from earlier Excel versions or different programs—simply click File > Open. If you open an Excel 97-2003 workbook, it automatically launches in Compatibility Mode. You can either save it to a modern format (xlsx, xlsb, or xlsm) to access new Excel features, or continue working in Compatibility Mode to maintain backward compatibility.
Excel File Formats Explained
Standard Workbook Formats
| Format | Extension | Description |
|---|---|---|
| Excel Workbook | .xlsx | The default XML-based format for Excel 2010 and 2007. Cannot store VBA macro code or Excel 4.0 macro sheets (.xlm). Ideal for everyday use without macros. |
| Excel Macro-Enabled Workbook | .xlsm | XML-based and macro-enabled for Excel 2016, 2013, 2010, and 2007. Stores VBA macro code or Excel 4.0 macro sheets (.xlm). Perfect for automated tasks. |
| Excel Binary Workbook | .xlsb | Binary file format (BIFF12) for Excel 2010 and 2007. Offers faster opening and saving times for large datasets. |
| Template | .xltx | Default template format for Excel 2010 and 2007. Cannot store macro code. Use for creating standardized workbook structures. |
| Macro-Enabled Template | .xltm | Macro-enabled template format for Excel 2010 and 2007. Stores VBA macro code for reusable automated templates. |
| Excel 97-2003 Workbook | .xls | Binary format (BIFF8) for compatibility with older Excel versions (97-2003). |
| Excel 97-2003 Template | .xlt | Binary template format for Excel 97-2003 compatibility. |
| Microsoft Excel 5.0/95 Workbook | .xls | Binary format (BIFF5) for very legacy Excel versions. |
| XML Spreadsheet 2003 | .xml | XMLSS format for 2003 compatibility. |
| XML Data | .xml | Pure XML data format for data exchange. |
| Excel Add-In | .xlam | XML-based, macro-enabled add-in format for Excel 2010 and 2007. Runs additional code and supports VBA projects. |
| Excel 97-2003 Add-In | .xla | Legacy add-in format for Excel 97-2003. |
| Excel 4.0 Workbook | .xlw | Legacy format saving only worksheets, chart sheets, and macro sheets. Can open but cannot save to this format in modern Excel. |
| Works 6.0-9.0 Spreadsheet | .xlr | Spreadsheets saved in Microsoft Works 6.0-9.0. |
Text File Formats for Data Export
When you need to export Excel data to other applications, text formats are your best option. However, be aware that all formatting is lost when saving to any text format.
| Format | Extension | Description |
|---|---|---|
| Formatted Text (Space-delimited) | .prn | Lotus space-delimited format. Saves only the active sheet. |
| Text (Tab-delimited) | .txt | Tab-separated text for Windows. Saves only the active sheet. |
| Text (Macintosh) | .txt | Tab-separated text for Mac operating systems. |
| Text (MS-DOS) | .txt | Tab-separated text for MS-DOS systems. |
| Unicode Text | .txt | Unicode character encoding standard format. |
| CSV (comma delimited) | .csv | Comma-separated values for Windows. Saves only the active sheet. |
| CSV (Macintosh) | .csv | Comma-separated values for Mac systems. |
| CSV (MS-DOS) | .csv | Comma-separated values for MS-DOS. |
| DIF | .dif | Data Interchange Format. Saves only the active sheet. |
| SYLK | .slk | Symbolic Link Format. Saves only the active sheet. |
Other Useful File Formats
| Format | Extension | Description |
|---|---|---|
| DBF 3, DBF 4 | .dbf | dBase III and IV formats. Can open but cannot save Excel files to dBase format. |
| OpenDocument Spreadsheet | .ods | Compatible with Google Docs and OpenOffice.org Calc. Formatting may be lost when saving and opening. |
| Preserves formatting for sharing and printing. Data cannot be easily changed. Not supported in Excel 2007. | ||
| XPS Document | .xps | XML Paper Specification. Preserves exact formatting. Not supported in Excel 2007. |
Clipboard Formats for Copy-Paste Operations
When pasting data from the Microsoft Office Clipboard using Paste or Paste Special (Home tab > Clipboard group), Excel supports these formats:
| Format | Extension | Description |
|---|---|---|
| Picture | .wmf or .emf | Windows Metafile or Enhanced Metafile Format |
| Bitmap | .bmp | Standard bitmap image format |
| Microsoft Excel file formats | .xls | Binary formats for Excel 5.0/95, 97-2003, and 2010 |
| SYLK | .slk | Symbolic Link Format |
| DIF | .dif | Data Interchange Format |
| Text (tab-delimited) | .txt | Tab-separated text |
| CSV (Comma-delimited) | .csv | Comma-separated values |
| Formatted text (Space-delimited) | .rtf | Rich Text Format (Excel only) |
| Embedded object | .gif, .jpg, .doc, .xls, .bmp | OLE 2.0 objects and pictures |
| Linked object | .gif, .jpg, .doc, .xls, .bmp | Linked objects and pictures |
| Office drawing object | .emf | Enhanced metafile drawing objects |
| Text | .txt | Display or OEM text |
| Single File Web Page | .mht, .mhtml | MHT or MHTML with inline graphics |
| Web Page | .htm, .html | HTML format (default for copied text from other programs) |
Unsupported File Formats in Modern Excel
The following formats no longer work in Excel 2016, 2013, 2010, Excel Starter, or 2007. You cannot open or save files in these formats:
| Format | Extension |
|---|---|
| Excel Chart | .xlc |
| Lotus 1-2-3 (all versions) | .wk1, .wk2, .wk3, .wk4, .wks |
| Microsoft Works (all versions) | .wks |
| DBF 2 | .dbf |
| Quattro Pro for MS-DOS | .wq1 |
| Quattro Pro 5.0 and 7.0 for Windows | .wb1, .wb3 |
What to Do With Unsupported File Formats
If you encounter a file format not supported in your Excel version, try these solutions:
- Search online for file format converters from third-party companies
- Convert through intermediate programs – Save to a format supported by another program, then export from that program into an Excel-compatible format
Key Takeaways for Excel Users
- Use .xlsx for standard workbooks without macros
- Use .xlsm when your workbook contains VBA macros
- Use .csv or .txt for exporting data to other applications
- Use .xls only when sharing with users on Excel 97-2003
- Always verify your file after conversion to prevent data loss
- Modern formats (xlsx, xlsm, xlsb) offer better features and security than legacy formats
Need Additional Help?
If you have questions about Excel file formats or encounter specific conversion issues, you can ask experts in the Excel Tech Community or get support through Microsoft Communities.
For more detailed information about formatting and features that may not transfer between formats, refer to Microsoft’s documentation on Excel formatting and features that are not transferred to other file formats.