Windows: Using Save As

1. Open your Excel file
2. File → Save As (or Ctrl+Shift+S)
3. Choose location where to save file
4. Type filename
5. Click “Save as type” dropdown (important step!)
6. Select desired format from list:
7. • Excel Workbook (.xlsx)
   • Excel Macro-Enabled Workbook (.xlsm)
   • Excel 97-2003 Workbook (.xls)
   • CSV (Comma delimited) (.csv)
   • PDF Document (.pdf)
   • OpenDocument Spreadsheet (.ods)
8. Click Save

If a dialog appears warning about format compatibility, click “Continue” to proceed with conversion.

Mac: Using Save As

1. Open your Excel file
2. File → Save As (or Cmd+Shift+S)
3. Enter filename
4. Click “File Format” dropdown (near filename field)
5. Select desired format
6. Choose location
7. Click Save

What Happens During Conversion

• ✓ Data transfers to new format
• ✓ Formulas transfer (if supported by new format)
• ? Formatting may be affected (depending on format)
• ✗ Macros lost when saving to .xlsx
• ✗ Multiple sheets become single sheet in CSV/TSV
• ✗ Charts not supported in text formats

Format Compatibility Warnings

Excel shows warnings when features won’t transfer:

• Saving XLSM as XLSX: “This workbook contains VBA macros. They will be lost.”
• Saving with formatting as CSV: “This format doesn’t support colors/formatting. Continue?”
• Saving multiple sheets as CSV: “This format supports single sheet only. Save active sheet only?”

Click “Continue” or “Yes” to proceed with loss of unsupported features.

Convert XLSX to CSV (Most Common)

Purpose: Share data with other systems, remove formatting, create lightweight file.

1. Open XLSX file in Excel
2. File → Save As
3. “Save as type” dropdown → “CSV (Comma delimited) (*.csv)”
4. Click Save
5. Dialog: “This format doesn’t support formatting” → Click “Yes” or “Continue”

Note: If file has multiple sheets, only active sheet saves to CSV. Create separate CSV for each sheet if needed.

Convert CSV to XLSX (Adding Structure Back)

Purpose: Convert plain text data back to formatted spreadsheet.

1. Open Excel
2. File → Open
3. Select your CSV file
4. Text Import Wizard appears (set delimiters)
5. Choose “Comma” as delimiter
6. Click Finish to import
7. File → Save As
8. “Save as type” → “Excel Workbook (.xlsx)”
9. Click Save

Convert XLSX to XLSM (Add Macros)

Purpose: Enable VBA macro support for automation.

1. Open XLSX file
2. File → Save As
3. “Save as type” → “Excel Macro-Enabled Workbook (.xlsm)”
4. Click Save
5. File is now XLSM, ready for VBA macros

Convert XLSM to XLSX (Remove Macros)

Purpose: Remove macros for compatibility or security.

1. Open XLSM file with macros
2. File → Save As
3. “Save as type” → “Excel Workbook (.xlsx)”
4. Click Save
5. Dialog: “This format doesn’t support VBA macros. Proceed?” → Click “Yes”
6. Macros are permanently removed

Warning: Macros are deleted and cannot be recovered. Save backup of XLSM before converting.

Convert XLSX to XLS (Older Excel Format)

Purpose: Compatibility with Excel 2003 and earlier.

1. Open XLSX file
2. File → Save As
3. “Save as type” → “Excel 97-2003 Workbook (.xls)”
4. Click Save
5. If dialog appears about features: Some formatting/functions may not transfer

Note: XLS format is old and limited. Only use if absolutely necessary for compatibility.

Convert XLSX to PDF (For Printing/Sharing)

Purpose: Create read-only view, prepare for printing, share without editing risk.

1. Open XLSX file
2. File → Save As
3. “Save as type” → “PDF Document (*.pdf)”
4. Dialog appears with PDF options:
5. • “Selection”: Save only selected area
   • “Entire workbook”: Save all sheets (separate PDF pages)
   • “Active sheet”: Save current sheet only
6. Choose option and click Save

Result: PDF file created, read-only, maintains formatting, no editing possible.

Convert XLSX to ODS (OpenDocument Format)

Purpose: Compatibility with LibreOffice, open-source software.

1. Open XLSX file
2. File → Save As
3. “Save as type” → “ODS Spreadsheet (*.ods)”
4. Click Save
5. Dialog may appear: Some features may not transfer to ODS → Click “Continue”

Convert XLSX to TSV (Tab-Separated)

Purpose: Data interchange for Unix/Linux systems, scientific data.

1. Open XLSX file
2. File → Save As
3. “Save as type” → “Text (Tab delimited) (*.txt)”
4. Click Save
5. Dialog: “Format doesn’t support formatting. Proceed?” → Click “Yes”

Result: Tab-delimited text file, only active sheet.

Convert XLSX to Plain Text

Purpose: Create universal plain text version.

1. Open XLSX file
2. File → Save As
3. “Save as type” → “Formatted Text (Space delimited) (*.txt)”
4. Click Save

Note: Uses spaces as delimiters, may not preserve alignment perfectly.

Step 1: Select Sheet to Export

1. Open workbook with multiple sheets
2. Right-click sheet tab at bottom
3. Select “Move or Copy”
4. Choose “Create a copy”
5. At end, select “New book” option
6. Click OK

Selected sheet now opens in new workbook by itself.

Step 2: Save New Workbook

1. File → Save As
2. Choose format (XLSX, CSV, PDF, etc.)
3. Give it new filename (e.g., “sales_data.csv”)
4. Click Save

Result

Individual sheet now saved as separate file in chosen format. Original workbook unchanged.

Copy All Data

1. Select all cells with data (Ctrl+A)
2. Copy (Ctrl+C)

Open New File

1. Create new Excel file or open existing file
2. Click cell A1

Paste Special Options

1. Right-click → “Paste Special” (or Ctrl+Shift+V)
2. Choose paste option:
3. • All: Data, formulas, formatting
   • Values Only: Data only, removes formulas
   • Formulas: Formulas only, no formatting
   • Formats: Formatting only, no data
4. Click OK

Save in New Format

1. File → Save As
2. Choose desired format
3. Click Save

Useful for selective conversion when you want to control what transfers.

Windows: Using File Explorer

1. Create new folder (e.g., “Files to Convert”)
2. Move all Excel files you want to convert to this folder
3. Right-click folder → “Open with” → Excel
4. Open first file
5. File → Save As → Choose format → Save
6. Close file
7. Repeat for each file

Time-consuming for many files. Consider using Python or PowerShell for automation.

Easier Method: Using Online Batch Converter

1. Search “batch convert excel files online”
2. Visit CloudConvert or similar tool
3. Upload multiple files
4. Select output format
5. Download converted files

Note: Only for non-sensitive files (privacy concern).

Issue 1: “This Format Doesn’t Support…” Warning

Problem: Excel shows warning that target format doesn’t support features.

Cause: Some Excel features incompatible with target format.

Solution:

• Click “Continue” or “Yes” to proceed anyway
• Unsupported features are lost (formulas→values, formatting→plain text)
• Save backup before converting if concerned

Issue 2: Multiple Sheets Convert to Single Sheet in CSV

Problem: Only current/first sheet saved when converting to CSV.

Cause: CSV format supports single sheet only.

Solution:

1. For each sheet, right-click sheet tab
2. Select sheet
3. File → Save As → CSV
4. Name with sheet identifier (e.g., “data_sheet1.csv”, “data_sheet2.csv”)
5. Repeat for each sheet

Issue 3: Formulas Show as Values After Conversion

Problem: =SUM(A1:A10) becomes “500” instead of formula.

Cause: Text-based formats (CSV, TXT) can’t store formulas.

Solution:

• Convert to format supporting formulas (XLSX, XLSM, ODS)
• Or use “Paste Special → Values” before converting to text format

Issue 4: Macros Lost When Saving as XLSX

Problem: VBA macros disappeared after saving XLSM as XLSX.

Cause: XLSX format doesn’t support VBA macros.

Solution:

• Keep macros in XLSM format if macros needed
• If converting XLSM to XLSX, save backup XLSM first
• Macros cannot be recovered once deleted

Issue 5: Special Characters Display Incorrectly After Conversion

Problem: Accented characters (é, ñ, ü) show as ? after CSV conversion.

Cause: Character encoding mismatch.

Solution:

1. Before converting to CSV, File → Save As
2. Look for encoding option (UTF-8 recommended)
3. Select UTF-8 encoding
4. Save CSV with UTF-8
5. When re-importing, specify UTF-8 encoding

Issue 6: Numbers Show as Scientific Notation in CSV

Problem: Large numbers display as “1.23E+06” in CSV.

Cause: CSV treats as number, Excel defaults to scientific notation.

Solution:

• Format cells as Text before converting to CSV
• Or prefix numbers with apostrophe (‘1000000 becomes text)
• When reimporting, format column as Text

Issue 7: PDF Conversion Missing Data from Multiple Sheets

Problem: PDF only shows first sheet from multi-sheet workbook.

Cause: Save As dialog defaults to active sheet only.

Solution:

1. File → Save As → PDF
2. Look for “Options” or “Select what to print”
3. Choose “Entire workbook” (not “Active sheet”)
4. Click Save
5. All sheets now included in PDF (as separate pages)

Issue 8: Colors/Formatting Lost During CSV Conversion

Problem: All formatting removed, file appears plain.

Cause: CSV stores data only, no formatting.

Solution:

• If formatting important, convert to XLSX instead of CSV
• If must use CSV, reapply formatting after re-importing
• Document formatting requirements separately

XLSX to CSV

File → Save As → “CSV (Comma delimited)” → Save

(Only saves active sheet, no formatting, formulas become values)

CSV to XLSX

File → Open → Select CSV → Text Import Wizard (set delimiter) → Finish → Save As → XLSX

XLSX to PDF

File → Save As → “PDF Document” → Choose “Entire workbook” or “Active sheet” → Save

XLSM (remove macros) to XLSX

File → Save As → “Excel Workbook (.xlsx)” → Save → Confirm macro deletion

XLSX to ODS

File → Save As → “ODS Spreadsheet” → Save

XLSX to XLS (Older Format)

File → Save As → “Excel 97-2003 Workbook (.xls)” → Save

Q: Which format should I use for sharing files?

A: Use XLSX for editing (most compatible), PDF for read-only sharing, CSV for data interchange between systems.

Q: Can I convert a PDF back to Excel format?

A: Not reliably with Excel. Consider online PDF to CSV converters, but accuracy varies. Better to keep original XLSX.

Q: What happens if I convert XLSM to XLSX?

A: All VBA macros are permanently deleted. Formulas and data remain. Save backup before converting.

Q: Can I convert multiple sheets to separate CSV files automatically?

A: Not natively in Excel. You must manually save each sheet as separate CSV. Or use VBA macro to automate.

Q: Does converting to CSV lose data?

A: No data loss, but formatting and formulas are lost. Formulas convert to calculated values.

Q: Is XLSX or XLSM better for storing data long-term?

A: XLSX for standard data storage (universal format), XLSM if macros are critical (save backups).

Q: Can I edit a PDF created from Excel?

A: Not in Excel. PDF is read-only format. Convert back to XLSX using online tools if editing needed.

Q: Why would I use ODS instead of XLSX?

A: For LibreOffice compatibility or open-source requirements. XLSX is more universal and recommended for most cases.