If you plan to share your workbook with users who have different versions of Excel, and you don't mind a larger file size, the most versatile Excel file format is the Microsoft Excel 97-2003 & 5.0/95 Workbook format. This format saves two versions of a workbook (one with the Microsoft Excel 97-2003 file format and one with the Microsoft Excel 5.0/95 file format) in the same .xls file. Users of Excel 2003 can continue to work in the workbook and use any of the features or formatting unique to this version. Users of Microsoft Excel version 5.0 or Microsoft Excel 95 can open and use the workbook without having to convert the file.
It is recommended that users with older versions use the workbook read-only. If the workbook is saved in the earlier version of Microsoft Excel, features and formatting unique to the current version will be lost.
| Formats that save the entire workbook | File name extension (Windows only) |
|---|---|
| Microsoft Excel Workbook (Microsoft Excel 2003) | .xls |
| Template (Microsoft Excel 2003) | .xlt |
| Workspace (Microsoft Excel 2003) | .xlw |
| Microsoft Excel 97-2003 & 5.0/95 Workbook | .xls |
| Microsoft Excel 5.0/95 Workbook | .xls |
| Microsoft Excel version 4.0 workbook (saves only worksheets, chart sheets, and macro sheets) |
.xlw |
| HTML | .htm |
| Web Archive | .mht |
| XML Spreadsheet | .xml |
| Formats that save only the active sheet | File name extension (Windows only) |
| Microsoft Excel version 4.0 sheet formats (including Microsoft Excel macro or international macro sheets) |
.xls, .xlc, .xlm |
| Microsoft Excel version 3.0 formats | .xls, .xlc, .xlm |
| Microsoft Excel version 2.x formats | .xls, .xlc, .xlm |
When you open a .wk1 or .wk3 file in Excel, Excel applies the formatting in the associated .fmt, .fm3, or .all file. If you save a Lotus 1-2-3 file in Excel format, Excel saves the spreadsheet data and formatting in a single workbook file.
The WK1 (1-2-3) (*.wk1) and WK3 (1-2-3) (*.wk3) formats save only limited worksheet formatting. To save an Excel workbook in Lotus 1-2-3 format and retain borders, cell shading, fonts, and other formatting, select a Lotus 1-2-3 file format that stores formatting in a separate .fmt, .fm3, or .all file.
| Lotus 1-2-3 file format | Release | Notes |
|---|---|---|
| WK4 (*.wk4) | 4.0 | Saves the entire workbook |
| WK3 (*.wk3) WK3, FM3 (*.wk3) |
3.x and Lotus 1-2-3/W | Saves only worksheets and chart sheets |
| WK1 (*.wk1) WK1 (FMT) (*.wk1) WK1 (ALL) (*.wk1) |
2.x | Saves only the active sheet |
| WKS (FMT) (*.wks) | 1.0 and 1.0A | Saves only the active sheet |
| .pic (when included in an .all file) | 3.x and Lotus 1-2-3/W | Excel can open but cannot save this format |
You can open and save files in the following text formats. If you save a workbook in text format, all formatting is lost.
| Format | Notes |
|---|---|
| Formatted Text (Space-delimited) (*.prn) | Lotus space-delimited format Saves only the active sheet |
| Text (Tab-delimited) (*.txt) (Windows) Text (Macintosh) Text (OS/2 or MS-DOS) CSV (comma delimited) (*.csv) (Windows) |
If you are saving a workbook as a tab-delimited or comma-delimited text file for use on another operating system, select the appropriate converter to ensure that tab characters, line breaks, and other characters are interpreted correctly. Saves only the active sheet. |
| DIF (data interchange format) (*.dif) | Saves only the active sheet |
| SYLK (symbolic link format) (*.slk) | Saves only the active sheet |
Other spreadsheet and database formats
| Format | Program | Notes |
|---|---|---|
| DBF 2, DBF 3, DBF 4 (*.dbf) |
DBASE II, III, and IV | Opens and saves only the active worksheet |
| WQ1 (*.wq1) | Quattro Pro for MS-DOS | Opens and saves only the active worksheet |
| .wb1 | Quattro Pro version 5.0 for Windows | Opens only, only available with converter loaded |
| .wb3 | Quattro Pro version 7.0 for Windows | Opens only, only available with converter loaded. |
| .wks | Microsoft Works version 2.0 for Windows and Microsoft Works for MS-DOS | Opens only Microsoft Works version 2.0 for Windows or Microsoft Works for MS-DOS spreadsheets |
You can paste data from the Microsoft Office Clipboard into Excel by using the Paste or Paste Special command on the Edit menu if the Office Clipboard data is in one of the following formats:
| Format | Clipboard type identifiers |
|---|---|
| Picture | Picture (Windows enhanced metafile, EMF)
Note If you copy a Windows metafile (WMF) picture from another program, Microsoft Excel pastes the item as an enhanced metafile format (EMF) picture. |
| Bitmap | Bitmap (BMP) |
| Microsoft Excel file formats | Binary file formats for Microsoft Excel versions 3.0, 4.0, 5.0/95, Microsoft Excel 97-2000, Microsoft Excel Workbook (BIFF, BIFF3, BIFF4, BIFF5, and BIFF8) |
| Symbolic link format | SYLK |
| Lotus 1-2-3 Release 2.x format | .wk1 |
| Data interchange format | .dif |
| Text (tab-delimited) format | Text |
| Comma-separated values format | .csv |
| Formatted text (only from Microsoft Excel) | Rich Text Format (RTF) |
| Embedded object | Microsoft Excel objects, objects from properly registered programs that support OLE 2.0 (OwnerLink), and Picture or another presentation format |
| Linked object | OwnerLink, ObjectLink, Link, Picture, or other format |
| Office drawing object | Office drawing object format or Picture (Windows enhanced metafile format, EMF) |
| Text | Display Text, OEM Text |
| HTML | .htm
Note When you copy text from another program, Microsoft Excel pastes the text in HTML format, regardless of the format of the original text. |