How to choose the right spreadsheet file format: .xls .xlxs .ods .csv .pdf

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How do we choose the right file format to save our spreadsheet?

We have a few different options available to us, including the following:

MICROSOFT EXCEL 2007/2010 XML (*.xlsx) is one of the most commonly used formats for spreadsheets. This format will allow you to share your spreadsheet with anyone else using a recent version of Microsoft Excel.

MICROSOFT EXCEL 97/2000/XP/2003 (*.xls) is another commonly used spreadsheet format. This is an older version of the Excel format. Using this format will allow you to share your spreadsheet with someone who's using an older version of Microsoft Excel.

ODF SPREADSHEET (*.ods) is the default spreadsheet format for open-source programs like LibreOffice and OpenOffice.org. If you're only using LibreOffice and you're not planning to share your spreadsheet with anyone else, it's fine to use this format. Otherwise, you'll probably want to use one of the Excel formats to make it more convenient for other people who might be using Excel.

TEXT CSV (*.csv) is useful when you just want to transfer raw data from one application to another. This kind of file format doesn't save formulas or even formatting for that matter — it just save the raw numerical data in text format. If you're just a beginner, you probably won't use it very much. But it's handy to know about. "CSV" stands for "Comma Separated Values" and that's exactly what these files look like if you open them up in a plain text editor — just a list of values separated by commas.

PORTABLE DOCUMENT FORMAT (*.pdf) is useful if you want to share or publish a non-editable PDF version of your spreadsheet.

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Thanks for watching!
Kathleen, [email protected]