Excel program - saving methods and its parameters. Saving a workbook in a different file format How to save a spreadsheet
Calling the command:
-group Books/Sheets -Books -Save all
The command saves all open books in the current session with one click.
What is it for? By default, there is no way to save all open books. It is only possible to close all books and save (to do this, you need to press the close application button while holding down the key Shift and when prompted to save, select Save All). But there is no need to close books often - you just need to save them. For example, when you simultaneously have to work with several open reports that are interconnected. And in such cases, as a standard, you have to switch to each book separately and press Ctrl+S or an icon on the panel.
With the team Save all This problem will no longer exist - just go to the menu - group Books/Sheets -Books and press Save all. All open books will be saved.
Please note that new books (which have not yet been saved to the computer) will be saved to the default folder (usually My Documents).
Note: in some cases, books are opened in such a way that each book belongs to a separate session (process). In this case, this command will not be able to save all the books and will only save those that belong to the process from which the command was launched. You can check how many Excel processes are running by pressing Cltr+Alt+Delete -Launch the task manager and in the window that appears, go to the Processes tab. If there is more than one process named EXCEL.EXE in the list, then several processes are running.
Writing Excel tables to a computer is called saving. This is a process in which we make a file from a table and add it to Local Disk. Then the file with the table can be opened on a computer, transferred to a flash drive, and sent over the Internet.
How to save an Excel table
1 . Click on “File” in the upper left corner of the program.
If there is no such inscription, click on the round button with colored squares. It is also located in the upper left corner of Excel.
2. From the list, select "Save As".
3. A small window will open. Through it you need to select a location on the computer where you want to write the table. This can be done through the left side.
Then I open the “Reports” folder.
If the required folder does not exist, you can create it directly in the window. To do this, click on the “New Folder” button at the top.
I'm checking to see if the save location is correct. It will be written at the top of the window.
4 . Type a name for your file or leave it as your computer suggests. The name can be changed at the bottom, in the “File name” line.
The window will disappear - this will mean that the file with the table has been written to the specified location.
Now you can close Excel and try to find the recorded file on your computer. To do this, open the location you selected when saving. There should be a file with the specified name or the standard name “Book 1”.
Important! When compiling a table, it is better to save it from time to time. To do this, use this button in the upper left corner of the program:
Clicking on it will overwrite the table. That is, the previously recorded option will be replaced by a new one. This is necessary to avoid accidentally losing data. After all, if the computer crashes (freezes, power outage), then there is a high probability of losing the table.
Those who constantly work with Microsoft Excel often have to wonder how to correctly copy table data while preserving formatting, formulas, or their values.
How to insert a formula into an Excel table and preserve the table format? After all, when solving this problem, you can save a lot of time. To do this, we will use the “Paste Special” function - this is a simple tool that allows you to quickly solve complex problems and master the general principles of its use. Using this simple tool allows you to quickly bring all tables into a uniform format and get the result you need.
How to copy a table with column width and row height
Let's say we have a table like this, the format of which needs to be preserved when copied:
When copying to another sheet using the usual Ctrl+C – Ctrl+V method. We get an undesirable result:
Therefore, you have to manually “expand” it to bring it into a convenient form. If the table is large, then you will have to “tinker” for a long time. But there is a way to significantly reduce temporary losses.
Method 1: Use a special insert
She received the original parameters and looks perfectly accurate.
Method 2: Select columns before copying
The secret of this method is that if you select its columns along with their headers before copying a table, then when pasting, the width of each column will also be copied.
For each case it is rational to use your own method. But it is worth noting that the second method allows us not only to quickly transfer the table along with the format, but also copy the height of the rows. After all, there is no “line height” option in the Paste Special menu. Therefore, to solve this problem you should act like this:
Inserting formula values while maintaining table format
Although the special insert is not perfect, you should not underestimate its capabilities. For example, how to insert a formula value into an Excel table and preserve the cell format.
To solve this problem, you need to perform 2 operations using Paste Special in Excel.
Operation I:
Operation II: Since the copied range is still on the clipboard after copying, we immediately call the paste special again and select the “formats” option. Click OK.
We have inserted the formula values into the table and saved the cell formats. As you guessed, you can also do a third operation to copy the width of the columns, as described above.
Helpful advice! To avoid performing the second operation, you can use the “Format by Sample” tool.
Microsoft Excel provides users with virtually unlimited possibilities for calculating simple functions and performing a number of other procedures. Using the program allows you to set formats, save cell values, work with formulas, transfer and change them in a way that is convenient for users.
In most cases, you will probably save your books in the current file format (XLSX). But sometimes you may want to save your workbook in a different format, such as an earlier version of Excel, a text file, or a PDF or XPS file. Just remember that whenever you save a workbook in a different file format, some of its formatting, data, and functionality may not be saved.
A list of file formats (also called file types) you can (and cannot) open or save in Excel 2013 appears at the end of this article.
Converting an Excel 97-2003 workbook to the current file format
If you have an Excel 97-2003 workbook open but don't need to store it in that file format, simply convert the workbook to the current file format (XLSX).
On the menu File select team Intelligence.
Click the button Convert.
Excel supported file formats
In Excel 2013, you can open and save project files in the following formats:
Excel File Formats
Format | Extension | Description |
|---|---|---|
|
Excel workbook |
Standard Excel 2007-2013 file format based on the XML language. Microsoft Visual Basic for Applications (VBA) macro code and Microsoft Office Excel 4.0 macro sheets (XLM) cannot be saved in this format. |
|
|
Book Strict Open XML |
The ISO Strict version of the Excel workbook file format (XLSX). |
|
|
Excel sheet (code) |
Excel 2007–2013 XML-based format with macro support. You can save VBA macro code and Excel 4.0 macro sheets (XLM) in this format. |
|
|
Binary Excel Workbook |
Binary file format (BIFF12) for Excel 2007-2013. |
|
|
Standard Excel 2007-2013 file format for Excel templates. Does not allow saving VBA macro code or Microsoft Excel 4.0 (XLM) macro sheets. |
||
|
Template (code) |
Macro-enabled file format for Excel templates in Excel 2007-2013 applications. You can save VBA macro code and Excel 4.0 macro sheets (XLM) in this format. |
|
|
Excel 97-2003 workbook |
Excel 97 - Excel 2003 (BIFF8) binary file format. |
|
|
Excel 97-Excel 2003 template |
Excel 97 to Excel 2003 (BIFF8) binary file format for storing Excel templates. |
|
|
Microsoft Excel 5.0/95 book |
Excel Binary File Format 5.0/95 (BIFF5). |
|
|
XML 2003 table |
XML Table File Format 2003 (XMLSS). |
|
|
XML Data |
XML data format. |
|
|
Microsoft Excel add-in |
Excel 2007-2013 add-in file format based on XML with macro support. An add-on is a program that provides the ability to execute additional code. Allows you to use VBA projects and Excel 4.0 macro sheets (XLM). |
|
|
Excel 97-2003 Add-in |
Excel 97-2003 add-in, an additional program designed to run additional code. Supports the use of VBA projects. |
|
|
Excel 4.0 workbook |
Excel 4.0 file format that saves only regular, chart, and macro sheets. You can open a workbook in this format in Excel 2013, but you cannot save an Excel file in it. |
Text file formats
Format | Extension | Description |
|---|---|---|
|
Format for Lotus, separated by spaces. Saves only the active sheet |
||
|
Saves the workbook as a tab-delimited text file - for use on another Microsoft Windows operating system - and ensures that tabs, line breaks, and other characters are interpreted correctly. Saves only the active sheet. |
||
|
Text (Mac) |
Saves a workbook as a tab-delimited text file - for use on the Macintosh operating system - and ensures that tabs, line breaks, and other characters are interpreted correctly. Saves only the active sheet. |
|
|
Text (MS-DOS) |
Saves a workbook as a tab-delimited text file - for use on the MS-DOS operating system - and ensures that tabs, line breaks, and other characters are interpreted correctly. Saves only the active sheet. |
|
|
Unicode text |
Saves the book as text in Unicode, a standard character encoding developed by the Unicode Consortium. |
|
|
CSV (comma delimited) |
Saves the workbook as a comma-separated text file - for use on another Windows operating system - and ensures that tabs, line breaks, and other characters are interpreted correctly. Saves only the active sheet. |
|
|
CSV (Mac) |
Saves a workbook as a comma-separated text file - for use on the Macintosh operating system - and ensures that tabs, line breaks, and other characters are interpreted correctly. Saves only the active sheet. |
|
|
Saves the workbook as a comma-separated text file - for use on the MS-DOS operating system - and ensures that tabs, line breaks, and other characters are interpreted correctly. Saves only the active sheet. |
||
|
Data exchange format. Saves only the active sheet. |
||
|
Symbolic Link format. Only the active sheet is saved. |
Note: If you save the workbook in any text format, all formatting will be lost.
Other file formats
Format | Extension | Description |
|---|---|---|
|
dBase III and IV. Files in this format can be opened in Microsoft Excel, but Microsoft Excel files cannot be saved in dBase format. |
||
|
OpenDocument table |
OpenDocument table. Excel 2010 files can be saved in a format that allows them to be opened in spreadsheet editors that support the OpenDocument spreadsheet format, such as Google Docs or OpenOffice.org Calc. Tables in ODS format can also be opened in Excel 2010. Formatting may be lost when saving and opening ODS files. |
|
|
PDF. This file format preserves document formatting and allows files to be shared. The PDF format ensures that when you view the file on a computer and when you print it, the original format will be preserved and the file data cannot be easily changed. The PDF format is also convenient for printing documents in a printing house. |
||
|
XPS document |
This file format preserves document formatting and allows files to be shared. The XPS format ensures that when you view a file on a computer or print it, the original formatting is preserved and the file data cannot be easily changed. |
File formats that use the clipboard
If you copied data to the clipboard in one of the following file formats, you can paste it into Excel using the command Insert or Special insert (home > Clipboard > Insert).
Format | Extension | Clipboard Type Identifiers |
|---|---|---|
|
Pictures in Windows Metafile (WMF) or Windows Enhanced Metafile (EMF) format. Note: If you copy a Windows Metafile (WMF) from another program, Microsoft Excel inserts the picture as an Enhanced Metafile (EMF). |
||
|
Bitmap |
Pictures saved in bitmap format (BMP). |
|
|
Microsoft Excel file formats |
Binary file formats for Excel versions 5.0/95 (BIFF5), Excel 97-2003 (BIFF8) and Excel 2013 (BIFF12). |
|
|
Symbolic Link format. |
||
|
Data exchange format. |
||
|
Text (delimited by tabs) |
Text format with tabs as delimiters. |
|
|
CSV (comma delimited) |
Comma-delimited format |
|
|
Rich text (delimited by spaces) |
RTF. Only from Excel. |
|
|
Embedded object |
GIF, JPG, DOC, XLS or BMP |
Microsoft Excel objects, objects from properly registered programs that support OLE 2.0 (OwnerLink), and Picture or other presentation format. |
|
Linked object |
GIF, JPG, DOC, XLS or BMP |
OwnerLink, ObjectLink, Link, Picture or other format. |
|
Office picture object |
Office or Picture Format (EMF) |
|
|
Display text, OEM text |
||
|
Web page in one file |
Web page in one file (MHT or MHTML). This file format combines embedded graphics, attachments, linked documents, and other supporting elements that are referenced in a document. |
|
|
Webpage |
HTML format. Note: If you copy text from another program, Microsoft Excel will paste that text in HTML format, regardless of the format of the source text. |
File formats not supported in Excel 2013
The following file formats are no longer supported, so you will not be able to open files in these formats or save files in these formats.
To work with workbook data in a program that is no longer supported, try the following:
Find a company on the Internet that produces file converters for formats not supported by Excel.
Save the book in a different file format that can be opened in another program. For example, save the workbook to an XML spreadsheet or text file format that may be supported by another program.
You can save an Excel 2007 and later workbook in the format of previous versions of Excel, as a text file, and in other formats such as PDF and XPS files. Typically saved in XLSX format, but the default file format used for saving can be changed. If you often use the command Save as, you can add it to your Quick Access Toolbar.
Saving an Excel workbook in a different file format
Important: If you save a workbook in a different version of Excel file format, formatting and features unique to Excel 2007 and later versions will be lost. For more information, see Use Excel with earlier versions of Excel.
Open the workbook in Excel that you want to save in a format suitable for use in another program.
On the tab File select team Save as.
Accept the name suggested in the field File name, or enter a new book name.
In the dropdown list File type select a format suitable for use in another program.
Use the arrows to scroll through the list and display more formats.
Note: Depending on the active worksheet type (workbook sheet, chart sheet, or other sheet types), different file formats will be available for saving.
Saving a different file format in Excel 2007 and later
Any file that opens in Excel 2007 and later can be saved in the current Excel workbook format (XSLX). This way, you can take advantage of new features that are not supported in other file formats.
Note: When you save a workbook created in an earlier version of Excel in the Excel 2007 or later workbook format, some functionality and formatting may be lost. For information about unsupported features in Excel 97-2003, see
XLSX and XLS formats- main toolbar Save in other formats... File>Save Document As>Microsoft Excel 97-2003 workbook.
Advice. Save>XLSX dialogue Settings(menu Service>Settings…).
Document preparation
The choice of the design saving mode depends on how you will use the created document in the future:
- Rich text
The resulting document will retain the font style and size, the division into paragraphs, but the location of objects on the page and line spacing will not be preserved. This will produce solid left-aligned text. For text in which the reading order is from right to left, the alignment will be right.
Comment. Any text with a vertical orientation in this mode will be displayed horizontally.
- Simple text
In this mode, text formatting will not be preserved.
Text
- Save numeric data in "Numbers" format
Specifies that when saving recognized text in XLS format, numbers will be saved in the "Numbers" format. This format in Excel is used to perform arithmetic operations on cells containing numbers.
- Save headers and footers
Check this option if you want the header and footer text to be preserved. If this option is disabled, header and footer text will not be saved.
- Create a separate table for each page (XLSX only)
Picture quality
When saving to XLSX format, you can also save illustrations. If the recognized text contains a large number of illustrations, then the size of the final file can be very large. The quality of pictures and the size of the resulting file depend on the selected value in the drop-down list Picture quality.
Advice:
- To set parameters for saving pictures, select Custom…. In the dialog box that opens Custom Settings select the required values and click the button OK.
- If you do not want to save illustrations in the recognized text, make sure that the option Save images (XLSX only) not marked.
CSV format
- Click on the arrow next to the save results button on the main toolbar and select a saving format from the list. If the required format is not in the list, select Save in other formats..., and in the saving dialog that opens, select the required format. You can also save documents using the menu command File>Save Document As>CSV document.
Advice. If necessary, you can configure additional saving options on the bookmark Save>CSV dialogue Settings(menu Service>Settings…).
This tab contains the following groups of settings:
Text saving options
- Ignore text outside table
Specifies that only tables will be saved to the file.
- Separate pages with end-of-page character (#12)
Specifies that when saving recognized text in CSV format, the pagination will be the same as in the original document.
- Delimiter
Specifies the character that will separate columns of data in a CSV file.
Encoding
ABBYY FineReader automatically selects the code page. If you want to change the code page, select the desired value in the drop-down list in the section Encoding.