Save a workbook in another file format

You can save a Microsoft Excel workbook in the file format of an earlier version of Excel, in a text file format, and in other file formats, such as PDF or XPS. Excel 2010 uses the same XML-based file format as Excel 2007. You can also save any file format that you can open in Excel 2010 to the current XML-based file format. By default, files are saved in the .xlsx file format, but you can change the default file format for saving. If you frequently use the Save As command, you may want to add it to the Quick Access Toolbar.

For a list of file formats that are supported in Excel 2010, see File formats that are supported in Excel.

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Save an Excel 2010 workbook in a different file format

 Important   If you save a workbook in a file format other than the current Excel file format, formats and features that are unique to Excel 2010 will not be retained. For more information, see Use Office Excel 2010 with earlier versions of Excel.

  1. In Excel, open the workbook that you want to save for use in another program.
  2. On the File tab, click Save As.
  3. To save the workbook to a different location, specify the drive and location in the file path and folder boxes.
  4. In the File name box, accept the suggested name or type a new name for the workbook.
  5. In the Save as type list, click the format that you know you can open in the other program.

If needed, click the arrows to scroll to file formats that are not visible in the list.

 Note    The file formats that are available vary, depending on what type of sheet is active (a worksheet, chart sheet, or other type of sheet).

 Tip    For more information on how to save a workbook in PDF (.pdf) or XPS (.xps) file formats, see Save as PDF or XPS.

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Save a different file format in an Excel 2007-2010 file format

You can save any file format that you can open in Excel 2010 in the current Excel Workbook file format (.xlsx). By doing this, you can use the new features of Excel 2010, such as sparklines, that are not supported by other file formats.

 Note   When you save a workbook that was created in an earlier version of Excel as an Excel 2007-2010 workbook, some formats and features may not be retained. For information on unsupported Excel 97-2003 features, see Use Office Excel 2010 with earlier versions of Excel.

  1. Open the file that you want to save in the current file format.
  2. On the File tab, click Save As.
  3. To save the file to a different location, specify the drive and location in the file path and folder boxes.
  4. In the File name box, accept the suggested name or type a new name for the workbook.
  5. In the Save as type list, do one of the following:
  • If you are saving a workbook that was created in an earlier version of Excel, and the workbook contains macros that you want to retain, click Excel Macro-Enabled Workbook (*.xlsm).
  • If you want to save the workbook as a template, click Excel Template (*.xltx).
  • If you are saving a workbook that was created in an earlier version of Excel, the workbook contains macros that you want to retain, and you want to save the workbook as a template, click Excel Macro-Enabled Template.xltm.
  • If you want to save the workbook in the current Excel Workbook file format, click Excel Workbook (*.xlsx).
  • If you want to save the file in the new binary file format, click Excel Binary Workbook (*.xslb).
  1. Click Save.

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Change the default file format for saving

You can change the file type that is used by default when you save a workbook.

  1. On the File tab, click Options.
  2. In the Save category, under Save workbooks, in the Save files in this format box, click the file format that you want to use by default.

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Add the Save As command to the Quick Access Toolbar

The Save As command is not available as a button on the ribbon. You can, however, add the command to the Quick Access Toolbar.

  1. Click the dropdown arrow on the Quick Access Toolbar, and then click More Commands.

Quick Access Toolbar arrow

  1. In the Choose commands from box, make sure that Popular Commands is selected.
  2. In the list box, scroll to the Save As button, and then select it.
  3. Click Add.

 Note    In Excel 2010, it is not possible to add the Save As button to the Quick Access Toolbar by right-clicking the Save As command on the File tab, and then clicking Add to Quick Access Toolbar.

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