Converting and saving Excel files from the older XLS format to the newer XLSX and XLSM formats can enhance compatibility, security, and functionality. This guide is designed for Excel users, data analysts, and business professionals who need clear, step-by-step instructions on how to perform these conversions efficiently and understand the benefits of each format.
1. Saving XLS as XLSX Using Excel’s Save As Feature
The most straightforward method to convert an XLS file to XLSX is through the ‘Save As’ function in Microsoft Excel. Open your XLS file, click on ‘File,’ then select ‘Save As.’ Choose the location where you want to save the file, then from the ‘Save as type’ dropdown menu, select ‘Excel Workbook (*.xlsx).’ This process updates the file format while retaining your data and formulas. It’s ideal when you want a quick upgrade without changing your existing data structure.
2. Converting XLS to XLSX with VBA Macros
If you have multiple files to convert or need automation, using a VBA macro can save time. A simple macro can open each XLS file, then save it as XLSX automatically. For example, you can write a macro that loops through a folder, opens each file, and saves it with the new format. This approach is beneficial for bulk conversions, especially in enterprise environments where manual conversion is impractical.
3. Using Power Query for Conversion
Power Query, integrated into Excel 2016 and later, allows users to import, transform, and export data efficiently. You can load an XLS file into Power Query, then export the data into a new XLSX workbook. While this method is more complex, it offers advanced data transformation capabilities, making it suitable for users who want to clean or restructure data during conversion.
4. Converting XLS to XLSX via Online Conversion Tools
Several online services, such as Zamzar, Online-Convert, or CloudConvert, support converting XLS files to XLSX format. Upload your file, select the output format, and download the converted file. These tools are quick and convenient but should be used cautiously with sensitive data due to privacy concerns. They are perfect for one-off conversions when installed software isn’t available.
5. Saving XLS as XLSM for Macro-Enabled Files
If your XLS file contains macros, converting it to XLSX isn’t sufficient because XLSX format does not support macros. Instead, save the file as XLSM, which preserves macro functionality. To do this, use ‘Save As’ and select ‘Excel Macro-Enabled Workbook (*.xlsm)’ from the dropdown menu. This ensures your automation scripts remain intact after conversion, essential for workflows relying on VBA.
6. Converting XLS to XLSX with Command Line Tools
For advanced users, command-line tools like Python’s openpyxl or xlwings can automate conversion processes. Scripts can be written to open XLS files and save them as XLSX or XLSM formats, enabling batch processing and integration into larger data pipelines. This method is ideal for developers or organizations managing large datasets programmatically.
7. Using Microsoft Power Automate for Automated Conversion
Microsoft Power Automate (formerly Flow) enables users to create automated workflows that can convert Excel files stored in OneDrive or SharePoint. By setting up a flow that triggers on new files, you can automatically convert XLS files to XLSX or XLSM, streamlining repetitive tasks. This is especially useful for teams handling frequent file updates or sharing data across systems.
8. Upgrading via Excel’s Compatibility Mode
When opening an older XLS file in newer Excel versions, the file may open in Compatibility Mode. To convert it, simply click ‘File’ > ‘Save As,’ then choose the XLSX or XLSM format. This process updates the file format, enabling new features and improved security. It’s a simple step that ensures your files are optimized for current Excel versions.
9. Using Third-Party Add-ins for Conversion
Some third-party add-ins, such as Kutools for Excel, offer enhanced save and conversion features. These tools can batch convert multiple XLS files to XLSX or XLSM, often with additional options like data validation or formatting preservation. They are valuable for users who need more control or additional functionalities beyond standard Excel options.
10. Benefits and Limitations of Each Format
XLSX files are open XML-based, offering smaller file sizes, better data recovery, and improved security features. XLSM files are similar but support macros, making them essential for automation workflows. However, older versions of Excel may not support XLSX or XLSM without compatibility packs, so consider your users’ software environment when choosing the format. Understanding these differences helps ensure your files are both future-proof and functional.
How to Choose
Choosing between XLSX and XLSM depends on whether your files contain macros. If macros are present, XLSM is necessary; otherwise, XLSX offers better performance and security. Consider compatibility with your users’ Excel versions—older versions may require the Compatibility Pack for newer formats. Also, evaluate whether your workflow benefits from automation or manual conversion, as this influences your choice of tools and methods.
Frequently Asked Questions
1. Can I convert XLS files to XLSX without losing data?
Yes, using Excel’s ‘Save As’ feature typically preserves all data, formulas, and formatting during conversion.
2. Are there any risks in converting files online?
Online tools may pose privacy risks for sensitive data; always ensure the service’s security and avoid uploading confidential information.
3. Will my macros still work after converting to XLSX?
No, XLSX does not support macros. You must save as XLSM to retain macro functionality.
4. Is it possible to batch convert multiple files at once?
Yes, using VBA macros, Power Automate, or third-party add-ins, you can automate bulk conversions efficiently.
5. Do I need special software to convert XLS to XLSX?
Standard Microsoft Excel (2010 and later) can perform conversions without additional software.
Final Thoughts
Converting XLS files to XLSX or XLSM formats enhances your data management capabilities, improves security, and ensures compatibility with modern Excel features. The method you choose depends on your specific needs—whether manual, automated, or bulk processing—and whether your files contain macros. Understanding the differences and best practices for each approach empowers you to keep your Excel workflows efficient and future-proof. As Excel continues evolving, staying adept at these conversions will help you leverage the latest tools and maintain seamless data operations.
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