Alternative formats - School

Lynda Spencelayh
P2 explain why spreadsheets may need to be
converted to alternative file formats
Lynda Spencelayh
Alternative file formats
• In addition to the standard format for saving spreadsheets
(for Excel® this is known as the xls format because the
file extension is .xls), there are a number of alternative
formats you can use for different purposes. These include:
• PDF (Portable Document Format). When you save a
spreadsheet as a PDF it can be viewed but not edited by
others. The PDF format is very widely used, so it is ideal if
you want to publish your spreadsheet online and allow
anyone to download and view it (even if they don’t have a
copy of Microsoft® Office®).
Lynda Spencelayh
• HTML (Hyper Text Markup Language). Saving your spreadsheet as
HTML means you could include the spreadsheet as part of a web
page. As with PDF, your spreadsheet can be viewed but not edited in
this format.
• CSV (Comma Separated Values) file. This is a text file with the
contents of each cell separated by a comma. This format can be used
to import the spreadsheet data into a database application.
Remember you used a csv file when you imported the customer details into
your database.
• TXT file. This is a plain text file.
• XML file. This is an industry standard format so is useful when you
need to export spreadsheet data to other applications (especially nonMicrosoft® ones) such as a database.
When you save your spreadsheet in any of these formats, the formulae
are converted to values. This means you have created a ‘final’ version of
the spreadsheet.
Lynda Spencelayh
Find out more……
• To find out more about the different file
formats for saving spreadsheets, use the
Help facility in Excel® and search for
‘File formats’.
• Also study the handout provided.

similar documents