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.XLS Files

The .XLS file type is the file extension associated with the Microsoft Excel spreadsheet software application.

Microsoft Office Excel is one of the most popular and widely used software applications in home and business enterprise microcomputer environments. It has become an industry standard because of its functionality and flexibility to be used either as a stand-alone application or incorporated into other software applications (for example inserted as a chart within an MS Word document or a MS PowerPoint slide show). The .XLS file extension was replaced by the Microsoft Office Suite 2007 .XLSX file extension.

The .XLS file extension describes each Excel file that contain a series of individual "spreadsheets" that collectively make up an Excel workbook. The Excel spreadsheet is designed to enable you to present a wide range options for the presentation tracking and calculations of figures - Excel has incredibly wide practical uses such as tracking financial information over time, calculating, summarizing, analyzing and manipulating any type of numerical data.

Excel also has exceptional functionality to present numeric data in the following visual form:

  • column charts

  • bar charts

  • line chart

  • pie chart

  • scatter chart

  • area diagram

  • logarithmic scale

Microsoft Excel is robust enough to enable you to present numeric data, with summary calculations, in a tabular form as well as a chart or a graph - all inside one spreadsheet. Excel is an incredibly powerful tool that can be used to create complex formulas and calculations to analyze and represent any type of numeric information at any given time or to demonstrate change over time.

An example: European population change over the past 25 years - once the data is inputted into Excel you can calculate and graph the total population change over the 25-year period or on an annual basis. You could also use the functions in Excel to calculate total population growth over the 25 years or determine the percentage change year over year.

Opening .XLS Files

The .XLS file extension can be opened by "double-clicking" on the file itself in the Explorer view - or through the "File-Open" command within Excel. Given the different legacy versions of Excel (Excel 97, Excel 4.0) that exist, you may experience some challenges in opening a .XLSX file saved from Excel 2007 if you are running one of the older versions of Excel. If you are using the Office 2007 version of Excel you will have no problem opening any .XLS files created by older versions of Excel.

If you have the correct version of Excel properly installed and are still unable to open .XLS files then you are likely facing a different set of problems. Most likely you do not have the correct software application (or version) installed to open the file, or there is an incorrect file association within the Windows Registry. Most file extension errors due to wrong association or a possible problem with the Windows Registry, can be easily resolved by installing the appropriate application for the file type or correcting Windows Registry errors with a good registry cleaner.

Common Problems with .XLS Files

In addition to version issues - It is common for Excel Workbooks to have an increased file size with no real explanation. Fortunately, there are procedures that can be followed to correct this issue and prevent unnecessary hard drive space usage. These large files not only take up hard drive space but making e-mailing, file transfer and using the file as part of a MS Word or MS PowerPoint file unnecessarily difficult.

Here are some options to help reduce .XLS file size:

  • Go to the Tools menu and choose Options then Transition and make sure that Microsoft Excel Workbook is chosen, this alone can help reduce by 50% the size of the file;

  • Clear all unused cells by selecting a single cell and pressing the F5 function button. Click on the Special button and check the Blanks option, and then select the entire row underneath the last used cell by pressing and holding the Ctrl + Shift keys and the Down Arrow button. Choose Clear All from the Edit menu and save your worksheet;

  • Finally, export UserForms and Modules to another workbook by pressing and holding the Alt + F11 keys to bring up the VBE which allows you to export them from the Project Explorer. Do not forget to save your new workbook file.

Other Security Threats with Excel Files

.XLS marcos - which are in essence self-executing files within Excel - have been known to be vulnerable targets of malicious attacks from spyware, malware and trojans. Anti-virus protection is not enough; you would need an application that specifically addresses threats from these malicious codes.

It is a generally accepted fact that the majority of infections come from files downloaded or shared via the Internet - this certainly applies to .XLS files. Therefore, every precaution must be taken before opening this file type even if it was delivered or e-mailed by a trusted source. Opening .XLS files always presents the danger of malware or virus infection. Before opening one of these file extensions ensure it comes from a source you trust, you have good anti-virus, anti-spyware, spam controls, privacy software, a registry cleaner and trusted data recovery tools activated and protecting your system.

If you are having problems opening a. XLS file the most basic way to check to see if it is the file or a potential problem with your PC or laptop is to try and open the file on another computer - if it does not open, then there is likely something wrong with the file.

Programming with Excel

One of the most useful and advanced features of the Microsoft Office Excel application is the functionality that allows the user to incorporate Visual Basic for Applications (VBA) commands into the worksheet. These VBA commands are referred to as macros. The macro feature, which has been available since 1993, allows the automation of Excel tasks and the supply of UDF (User Defined Functions) utilized within the .XLS file that includes a full featured IDE (Integrated Development Environment). The application feature of macro recording allows the replication of user actions that translate to the simplification and automation of otherwise redundant tasks. Manipulating the entries within the spreadsheet is done with the use of objects that respond to corresponding codes or subroutines that can depend on user input and are instantaneously reflected on the spreadsheet or associated charts.

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