All About Excel Files (Types, Extensions, Open, Merge, Etc. )

Excel files are digital spreadsheets that organize data in rows and columns, offering a versatile tool for tasks like calculations, data analysis, and information management. These files help you organize information neatly in rows and columns, making it easy to do any kind of calculation, analysis, visualization, and keep things tidy

In this Excel tutorial, you will learn how to use Excel files to efficiently utilize different features with customization options

In this article, You will also learn to efficiently open and manage multiple files, and combine data from multiple Excel files. We will utilize AutoSave features, and recover damaged Excel files due to crashes or corruptions. We will also explore different file extensions and discover methods to reduce file size. You will learn to optimize Excel’s speed and troubleshoot issues like encoding problems or file opening issues with practical solutions.

⏷Available File Types Supported in Excel
  ⏵Excel Files Format
  ⏵Text Format
  ⏵Other File Formats
  ⏵File Formats That Use Clipboard
  ⏵File Formats Not Supported in Excel
  ⏵Open or View Unsupported File Formats
⏷Overview of Excel File Extensions
  ⏵Difference Between Xlsx Vs Xls Format
  ⏵Difference Between Xlsx Vs Xlsb Format
  ⏵Check Excel File Extension
  ⏵Change Excel File Extension
  ⏵Save Macro Enabled File
⏷Open Excel Files
  ⏵Open Multiple Files in One Click
  ⏵Open Two Files Side By Side
⏷Combine/Merge Multiple Files
⏷Using Excel AutoSave
  ⏵Turn On AutoSave
  ⏵Change AutoSave Time
  ⏵Turn Off AutoSave
  ⏵Where AutoSave Files Are Stored
⏷Recover Excel Files
  ⏵Recover File After Crash
  ⏵Recover Corrupted File
  ⏵Recover Previous Version Of File
  ⏵Find Excel Backup Files
⏷Reduce Excel File Size
  ⏵Reduce Excel File Size Without Opening
  ⏵Reduce File Size Without Deleting Data
  ⏵Determine Cause of Large Excel File Size
  ⏵Compress Excel File for Email
⏷Speed Up Excel
  ⏵Make Excel Open Faster
  ⏵Open Large Files without Crashing
  ⏵Stop Calculating Threads in Excel
⏷Encode Excel Files
  ⏵Encode file to UTF-8 in Excel
  ⏵Check Encoding Of Excel File
⏷Excel Files Are Not Opening
  ⏵Excel Not Opening Files
  ⏵Excel File Open But Not Visible
  ⏵Excel File Opens Blank Grey Screen
⏷Protect Your Excel Files

1. What Are the Available File Types That Are Supported in Excel?

There are various available file types available in Excel. Here we will introduce you to different file type formats and extensions.

3 types of file formats are supported in Excel. Their names, extensions, and details are in 3 separate lists below.

1.1 Excel Files Format

1.2 Text Format

1.3 Other File Formats

1.4 File Formats That Use Clipboard

The Microsoft Office Clipboard supports the following listed file formats. You can paste data from this clipboard to Excel easily.

1.5 File Formats That Are Not Supported in Excel

The file formats that are not supported in Excel are listed below with extensions and details.

1.6 How to Open or View Unsupported File Formats in Excel?

• To open or view unsupported file formats in Excel, search file format converters online for file types that Excel does not support.
• Then, export from that software into a file format that Excel supports.

2. Overview of Excel File Extensions

Here, you will learn about different types of Excel files. Excel has many file formats and extensions. Each format differs from others in different criteria.

2.1 Difference Between Xlsx Vs Xls format

In this section, you will learn the difference between .xlsx and .xls file formats.

• Here, we can see the difference in file size. The .xls file is larger than the .xlsx file.

• The row and column numbers are also significantly different. The .xls file has a row limit of 65,536 (216) and 256 columns (IV).

• Also, the .xlsx file has a row limit of 1,048,576 rows (220) and 16,384 columns (214) or column XFD.

2.2 Difference Between Xlsx Vs Xlsb format

In this section, you will learn the difference between .xlsx and .xlsb file format.

2.3 How to Check Excel File Extension?

Here, you will learn how to check Excel file extensions. It helps to determine the Excel spreadsheet.

• First, click on the File tab.
• Then, click on the Save As pane and you will see the file extension in the marked box.
• Now, we can see that our file has a .xlsx extension.

2.4 How to Change Excel File Extension?

Here, we will learn how to change an Excel file extension. It helps to insert macro and other Excel features.

• First, follow the above steps and click on the arrow beside the file extension.
• Now you can change the file type from the dropdown menu.
• After that, choose your desired extension and click on Save.

2.5 How to Save Macro-Enabled Files in Excel?

In this method, we will show you how to save macro-enabled files in Excel. A macro-enabled file in Excel is a workbook that can contain automated sequences of commands, known as macros. These macros, written in VBA (Visual Basic for Applications), allow users to automate repetitive tasks, enhancing efficiency and functionality within the Excel workbook.

• First, choose Excel Macro-Enabled Workbook(.xlsm) from the dropdown.
• Then, click on the Save icon.
  

3. How to Open Excel Files?

Here we will show how to open Excel files in different cases. You can open an Excel file very easily if you have any Microsoft Excel version installed on your PC.

• First, select any Excel file on your PC.
• Then, right-click on the file and select Open from the context menu.
• Finally, select Excel from the side menu.

3.1 How To Open Multiple Excel Files At Once in One Click?

In this method, you will learn how to open multiple Excel files at once in one click. This means when you open the Microsoft Excel software, it will automatically open with specific preset multiple files.

• First, put the files that you want to open with a click in a folder on your PC.

• Now, in Excel click on the File tab from the Excel ribbon.

• Next, select Options from the side menu bar.

• Then, go back to the folder and copy the address.

• After that, go to the Advanced >> General. Paste the address in At startup, open all files named input box.

• Finally, if you open the Excel app, it will open the files in that folder automatically.

Click on this image for a better view

3.2 How to Open Two Excel Files Side By Side?

Here, we will see how to open two Excel files side by side. This means that you can easily view two different Excel files on one screen.

• First, open two Excel files.

• Now, go to the View tab of any of the Excel files.
• Next, click on the View Side by Side option in the Window group.

• Then, you will see the files get positioned like the following image.

4. How to Combine/Merge Multiple Excel Files?

In this method, we will learn how to combine multiple files in Excel. Here we have two files containing the same columns and format.

In the following image, you can see that we have two Excel files in a folder named 1. January_Data and 2. February_Data.

First, in 1. January_Data, we have Product ID, Product Name, Purchase Date, Price, and Payment Method of a few items for January.

Now, we have another file named 2. February_Data  containing similar data with the same format for February.

To merge these files into one Excel file, follow these steps:

• First, in the first January_Data file, change the dataset into a table using the Ctrl+T shortcut.

• Next, select the table and rename it as Payment_Data.

• After that, do the same for the file February_Data.

• Now, open a blank Excel workbook and click on the Data
• Then, go to Get Data >> From File >> From Folder.

• Next, select the New Folder and click on Open.

• Now, you will see the following window. Click on Combine and select Combine & Load from the dropdown menu.

• Next, you will get your common table name, select that, and click on OK.

• Finally, the data in two Excel files will be combined into one Excel file.

5. How to Use Excel AutoSave?

Here we will learn how to use the AutoSave feature in Excel to save files automatically. AutoSave in Excel is a feature that automatically saves your workbook at regular intervals, reducing the risk of data loss in case of unexpected events like a software crash or power outage.

5.1 How to Turn On AutoSave in Excel?

In this part, you will learn how to turn on the AutoSave feature in Excel.

• First, go to File >> Options >> Save.
• Then, in the Save section, under Save Workbooks check the tick mark on the AutoSave files stories in the Cloud by default in Excel.
• Next, click on the OK button.

• Finally, it will save the file automatically in the AutoRecover file location.

5.2 How to Change AutoSave Time in Excel?

Here, we will show you how to change the AutoSave time in Excel.

• First, check the tick mark on the Save AutoRecover information every and set the time of your preference.
• In the following image, we set the time to every 10 minutes.

5.3 How to Turn Off AutoSave in Excel?

In this section, you will learn how to turn off the AutoSave feature in Excel.

• First, click on the circle beside AutoSave on the Quick Access Toolbar.

• As a result, you will see color changing, which means it has been turned off.

5.4 Where Are Excel AutoSave Files Stored?

Now, we will show you where the Excel AutoSave files are stored.

• First, go to the File tab and click on Open.
• Next, double-click on the shared Onedrive.

• Finally, it will open the window containing the AutoSaved files.

6. How to Recover Excel Files?

In this method, we will learn how to recover crashed or corrupted files in Excel. We can recover any damaged or corrupted data using the following methods.

6.1 How to Recover Excel File After Crash?

Now, you will learn how to recover an Excel file after a crash in the following steps.

• First, click on the File tab and then go to Open >> Recent >> Workbooks.
• Then, at the bottom, you will see Recover Unsaved Workbooks.

Click on this image to have a better view

• Finally, click on that and it will open a folder on your PC. You will get the crashed Excel files there.

6.2 How to Recover Corrupted Excel File?

In this method, we will learn how to recover corrupted files in Excel.

• First, click on File >> Open >> Browse.

• Then, write the corrupted file name in the File name box. Change the file type to All Files.
• Next, select Open and Repair from the Open dropdown menu.

• As a result, it will repair and open the corrupted file.

6.3 How to Recover Previous Version Of Excel File?

Here we will learn how to recover the previous version of Excel files.

• First, click on the File tab and select Info.
• Next, click on the Version History.

• After that, you will see the previous versions of that file.
• Finally, from there you can recover your desired file.

6.4 How Do I Find Excel Backup Files?

In this part, you will learn how to find backup files in Excel.

• First, go to File >> Open >> Recent in Excel.
• Now, in the Workbooks click on the Recover Unsaved Workbooks.

• As a result, you will see the Document Recovery You will find the backup files there.

7. How to Reduce Excel File Size

In this part, we will show you how to reduce file size in Excel. We need to reduce Excel file size is essential for efficient storage, faster data transmission, and improved overall performance.

7.1 How to Reduce Excel File Size Without Opening?

Here, you will learn to reduce Excel file size without opening.

• First, we have an Excel file named Excel Files.

• Next, we will select the file and right-click on it.
• After that, click on Properties from the context menu.

• Now, in the Excel File Properties window, click on Advanced.

• Then, in the Advanced Attributes window, turn on the Compress contents to save disk space check box and click OK.

• As a result, you will see the compressed file icon on the Excel file.

7.2 How to Reduce Excel File Size Without Deleting Data?

In this method, you will learn how to reduce Excel file size without deleting data.

• First, go to File >> Save As and change the file type to CSV UTF-8 (Comma Delimited) (*.csv).

• As a result, you will see the file size reduced significantly.

7.3 How to Determine What Causing Large Excel File Size?

Here, you will learn to determine what is causing large file sizes in Excel.

• First, click on the Review tab and select Workbook Statistics from the Proofing
• Now, you can see, it’s showing 3 sheets in Workbook Statistics. But only two sheets are visible. This means we have a hidden sheet in the workbook.

• Next, right-click on any Sheet tab and select Unhide from the context menu.

• Then, you will see a dialogue box with the title Unhide one or more sheets. Select the hidden sheets and Unhide them.

• As a result, we can see the Sheet3 visible in the Sheet tab.

7.4 How to Compress Excel Files for Email?

In this part, you will learn to compress Excel files for email.

• First, select the file and right-click on it.
• Now, choose Compress to ZIP file from the context menu.

• As a result, you will get a zipped version of the same Excel file beside the main file.

8. How to Speed Up Excel?

Here, we will learn how to speed up Excel. It boosts efficiency, also reduces time for calculations and data processing. It gives a better user experience, faster decision-making, and optimal functionality.

8.1 How to Make Excel Open Faster?

In this method, you will learn to make Excel open faster.

• First, click on the File tab and go to Options >> Advanced.
• Then, in the Formulas section, select Use all processors in this computer.
• Finally, this will make your Excel open faster.

8.2 How to Open Large Excel Files Without Crashing?

In this section, we will show you how to open large Excel files without crashing.

• First, open Excel Options from File >> Options.
• Then, click on the Add-ins, choose COM Add-ins and Go.

• Next, uncheck all the Add-ins and click on OK.

• As a result, it will open large files without crashing.

8.3 How to Stop Calculating Threads in Excel?

Here, you will learn how to stop calculating threads in Excel. In Excel, threads are often referred to as “worksheets” or “sheets.” Each thread, or worksheet, is a separate tab within the Excel workbook where you can organize and manipulate data independently of other sheets.

• First, open Excel Options by clicking on File >> Options.
• Then, go to Formulas, and in Calculation Options, choose Manual. This will stop calculating threads in Excel.

9. How to Encode Excel Files?

Here, you learn how to encode Excel files. In Excel, encoding typically refers to converting data from one format to another. It can involve tasks like converting text to numbers, applying specific character sets, or transforming data for compatibility.

9.1 How to Encode File to UTF-8 in Excel?

In this method, you will learn to encode files to UTF-8 format in Excel.

• First, click on the File tab and go to the Backstage View.
• Then, select Save As and choose CSV UTF-8 (Comma Delimited) (*.csv) file format.
• Finally, click on Save and the file will be encoded.

9.2 How to Check Encoding of Excel Files?

Now, you will learn how to check the encoding of Excel files.

• First, go to the Save As option and you can see the file extension.
• As a result, you will know the encoding of Excel files.

10. What to Do If  Excel Files Are Not Opening?

In this part, you will know what to do if Excel is not opening files. It may occur due to various reasons. We will try to find the cause and resolve the issue in Excel.

10.1 Why Are My Excel Files Not Opening?

Now, we will see why Excel is not opening files. We will fix the issue and open the file in Excel using the following steps.

• First, we have an Excel file.

• Next, when we try to open it with Excel, it opens in Notepad.

• Now, right-click on the file and choose Open with >> Excel from the context menu.

10.2 Excel File Open But Not Visible

Here, you will learn to resolve issues regarding Excel files open but not visible.

• First, we open the Excel file and we can see it is not showing any data.

• Next, go to the View tab and click on Window, it will show the hidden workbook.

10.3 Excel File Opens Blank Grey Screen

Here, we will learn how to resolve the Excel file opens but blank grey screen issue.

• First, go to File and open Excel Options.
• Then, in the Advanced >> General section, uncheck the Ignore other options that use Dynamic Data Exchange (DDE) option and click on OK.

• As a result, you can open the file resolving the gray screen issue.

11. How to Protect Your Excel Files?

Here, we will show a Microsoft Excel security tip. You can easily protect and unprotect your data by following the next steps.

• First, click on the Review tab and choose Protect Sheet.

• Next, put a password in the input box.

• Next, reenter the password to confirm.

• You can also Unprotect Sheet using the same way.

In this article, we showed you how to open and manage multiple files, combine data from multiple Excel files, utilize AutoSave features, and recover damaged Excel files due to crashes or corruptions. We also explored different file extensions and discovered methods to reduce file size, optimize Excel’s speed, and address challenges like encoding problems or file opening issues with simple solutions.

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