Written by Allen Wyatt (last updated November 19, 2025)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, and 2021
Kristine e-mails an Excel workbook to multiple users with different computers, some Mac and some Windows, and different e-mail systems (Gmail, Hotmail, Yahoo, AOL, etc.). Whenever she sends out the workbook, there is always someone that cannot print it like she sent it, so she is wondering which format is the best to use for the workbook in order to ensure the widest number of people being able to access it.
In order to figure out what the best format is, you'll need to find out which versions of Excel are being used by your recipients. Once you have that information, you should use a "least common denominator" approach—choose the version of Excel that is the oldest. If the oldest version is Excel 2007, you can get away with using XLSX files, but if someone is using Excel 2003 or older, you'll need to use XLS format.
Of course, you'll want to balance this approach against the nature of the data and formulas in your workbook. It will do you no good to use an XLS format if you use formulas that rely on worksheet functions introduced in later versions of Excel. If this is the case for your workbooks, the only solution is to have your users upgrade to newer versions of Excel or redo your workbook's formulas to not use the newer functions.
If the users don't really need to use the workbook (they don't need to enter or change data) and all they need to do is print out the workbook, then that is a different kettle of fish. In such a case it isn't just the version of Excel you need to worry about, but what version of Windows, what printer drivers, and what printers they are using. Excel can modify how it prints based upon any of these factors, which means that a worksheet may print differently on one system than on another based upon these components.
That being said, if the users only need to print, you should consider not sending out the Excel workbook at all. Instead, create a PDF file of the workbook on your system and then send the PDF file out. You have a greater chance of the printouts matching from differing systems when printing a PDF versus printing the original workbook.
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2025-11-19 07:55:43
jamies
Basic format for sharing would be .xlsx
that does not allow macros to be included in saved files, so should be reasonably safe to pass to those using Excel versions newer than the 2003 one
For those using earlier versions of excel, there is the .xls
but that is able to include macro's and scripts to do things to the device, and any storage it has access to
the newer versions of Excel can be set to disallow the use of that "format type" - and the excel being used may be set to default to not allow .xls
If trying to save in that format there may be a warning about functions (or charts, or images) that are not available in, or before the 2003 version.
Also opening a .xls format file may cause it to be opened in "compatability mode".
and the new equivalent of the all purpose .xls propriatary format .xlsx - macros, and compressed data storage.
Then there are the "open format" options .xml .mht .mhtml .dif various .txt and .csv
Variants of many formats that include special limitations
and - for users of other applications and OS's than Microsoft .ods with it's lack of Excel features and settings
often used for those with apple systems, or not having Excel.
Use File|Options|Save|Save Files in this Format to see ( change) what are available in your version
Or Select the down chevron at the right end of the "save as type" selection entry
Use google to look for the things associated with the formats
Note the Auto recover location, and the Save Autorecover every period -
but consider the time to save should allow you to do things between each of those auto-saves !
Maybe select "Save to Computer by default"
Also -
Do select Show data loss warning when editing comma delimited files
And - consider the implications of the specified "Language" on your creations, and on what you get sent -
as in is your currency £ (GBP), $ (USD) , € (EURO) or any others,
and the date format associated with the language and location.
Certainly consider the implications of the post from Duncan, a
and even Daylight Savings time, or the +, and - variance from GMT
allowing for ½ hour adjustments - and government declared changes
With the final warnings - settings that get included in files when being saved, and settings that are taken from the first file opened in an Excel session -
Manual calculation, don't update the screen,,
so many things that can be problems
along with the results of calculations being approximations (float) so not giving actual zero for testing against !
2021-08-22 14:42:44
Duncan
I agree about the lowest common denominator route being one to choose - but I know from experience it is a nightmare as you drag on using old versions and not being able to use useful new features for years. That actually hinders everyone's continuous learning. Believe it or not, I encountered this in one of the Big 4 accounting firms, where different countries globally had different capabilities but were all supposed to submit common finance reports.
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