Home > Articles > Information Technology

  • Print
  • + Share This

Managing Files

Exchanging Files Between Different Versions of Excel

You will have no trouble bringing Excel 97, 95, or even Excel 5.0 files into Excel 2000. Files created in earlier versions of Excel open easily in Excel 2000. When you open a workbook in Excel 2000 that was created in an earlier version, the file is not converted to Excel 2000.

However, when you attempt to save the file (using the File, Save command or the Save button), an alert displays reminding you that the file was created in an earlier version of Excel (see Figure 3.1). You can either save the file in Excel 2000 or save the file in its original versions format.

Surprisingly, you can easily take files originally created in Excel 2000 and open them in Excel 97, 95, and 5.0. When you want to open an Excel 2000 workbook in Excel 97, you do not have to save it in an Excel 97 format. You can open it directly in Excel 97.

If you want to be able to share an Excel 2000 file with people who are still using Excel 95, 5.0, or an earlier version, you need to save it in the earlier format using the File, Save As command. There is a Save As Type option 1 for Excel 5.0 & 95 (see Figure 3.2).

When you open the Excel 2000 workbook in an earlier version, however, some of the Excel 2000 features either use the earlier version's closest equivalent or the features will not function.

For example, suppose you create a PivotTable and PivotChart in an Excel 2000 workbook. The data plotted in the PivotChart is linked to the PivotTable data. When you open this workbook in Excel 97, the PivotTable is intact. However, the PivotChart is converted to a normal Excel chart. Additionally, the link between the data is broken--changing the data in the PivotTable will not change the data plotted in the chart. The good news is that when you open the workbook in Excel 2000 again, the link is re-established as long as you didn't save the file in the Excel 97 format.

If you routinely need to open a workbook in Excel 5.0, 95, 97, and 2000, use the special combined file format option 2 enabling you to do this. When you choose a combination file format option, any new formatting or functionality that the earlier version of Excel does not recognize is ignored by the earlier version.

NOTE

When you use the Excel 97-2000 & 5.0/95 Workbook dual file format, the workbook is saved as a single file, but the 97-2000 formatting is saved separately from the 5.0/95 formatting. Therefore, the file size will be larger because it contains both sets of data.

CAUTION

When a workbook saved in the dual file format is opened in either Excel 5.0 or 95, a warning displays suggesting that the file be opened Read Only. If the warning is ignored and the file is saved in the earlier version of Excel, the features and formatting available only in Excel 2000 or Excel 97 are lost.

Additionally, Excel 95 and earlier versions allow fewer characters in a cell and have fewer rows in a worksheet. If your data extends beyond the limits in these versions, the data will be truncated.

A complete and detailed description of what happens when you save an Excel 2000 workbook in Excel 97, 95, and 5.0 is available through Excel help.

You should have little trouble converting basic macros or VBA code created in Excel 97. However, changes to the Excel architecture (expanded rows in worksheet and characters in a cell) may cause problems with macros written in Excel 95 and earlier versions.

If you are converting VBA and XLM macros from Excel 5.0, you should be able to run them in Excel 2000. However, you cannot record new XLM macros in Excel 2000. New macros can be recorded in Excel 2000 and edited in the Visual Basic Editor (VBE), or you can write them directly in the VBE (Tools, Macros, Visual Basic Editor).

NOTE

Developers who design Excel application solutions that will be used across several versions of Excel typically write in the lowest-common-denominator code. Hence, some developers are still using Excel 4.0 macro functions. Help for these macros is not available through the Excel 2000 help screens. However, you can download the Macro Function Help files (Macrofun.hlp) from the Microsoft Knowledge Base article titled "XL:Macrofun.exe File Available on Online Services." You can see this article at the following Web location:

http://support.microsoft.com/support/kb/articles/q128/1/85.asp

If you used dialog sheets in Excel 5.0 and Excel 95, most dialog sheets should run in Excel 2000 without the need to change them. New custom dialog boxes, called user forms, are created in the VBE. In the VBE, choose Insert, UserForm.

Likewise, files you saved as HTML files in earlier versions of Excel should convert seamlessly into Excel 2000. The File, Save As HTML command has been replaced by the File, Save As Web Pag e command and a new command--File, Web Page Preview--has been added so that you can preview a worksheet as a Web page before you save it.

FIG. 3.1 If the Office Assistant is active, the same message is displayed in a typical Office Assistant window.

FIG. 3.2 Excel 2000 Save As dialog box.

Using the Built-In Template Files

With each new version of Excel, the set of built-in templates is expanded to include additional useful templates and forms. To access the worksheet templates, you must use the File, New command; the New dialog box appears. The Excel templates are divided into three categories: General, Spreadsheet Solutions, and Business Planner Templates.

The default Workbook template is on the General tab 1, which contains the default Workbook template. This is the template used to create new files when you click the New button on the Standard toolbar.

The Spreadsheet Solutions tab (shown in Figure 3.3) contains three predesigned templates: Expense Statement, Invoice, and Purchase Order. The Village Software template is a marketing tool by the company who made these Excel templates for Microsoft.

NOTE

The templates on the Spreadsheet Solutions tab contain macros. When you use one of these templates, you will see a warning message indicating the template contains macros. Choose the Enable Macros button to proceed with displaying a copy of the template.

The Business Planner Templates tab contains 13 new templates including balance sheet templates, income statement templates, and even an asset depreciation template. Each of these templates provides general guidance and information, and an appropriate layout for the document (see Figure 3.4). If an article is listed in the template, click the name of the article 2 to learn more about the topic for which the template is used. Many templates also contain a sample for you to view as shown in Figure 3.5.

FIG. 3.3 Spreadsheet Solutions tab of the Excel 2000 New dialog box.

FIG. 3.4 The Break-Even Analysis worksheet template.

FIG. 3.5 The example provided for Break-Even Analysis worksheet template.

  • + Share This
  • 🔖 Save To Your Account

InformIT Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from InformIT and its family of brands. I can unsubscribe at any time.

Overview


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information


To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.

Surveys

Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites, develop new products and services, conduct educational research and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.

Newsletters

If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information


Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.

Security


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.

Children


This site is not directed to children under the age of 13.

Marketing


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information


If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.

Choice/Opt-out


Users can always make an informed choice as to whether they should proceed with certain services offered by InformIT. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.informit.com/u.aspx.

Sale of Personal Information


Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents


California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure


Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.

Links


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact


Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice


We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020