What is an XLSX File? Everything You Need to Know

XLSX files are an essential part of working with spreadsheets. It covers things like schoolwork, work, and personal projects. From simple data entry to complex calculations and displays, they are made to do it all.

We will talk about everything about XLSX files in this guide, from the basics to the most usual problems. You will have all the tools and knowledge you need to easily work with XLSX files by the end.

Part 1: Understanding XLSX Files

If you’ve worked with spreadsheets, you might have encountered an XLSX file. But, what is an XLSX file? This format is created by Microsoft. For Excel spreadsheets, it now comes as a standard. XLSX files also fit many other programs neatly.

What Does XLSX Stand For?

XLSX, or "Excel Spreadsheet" has an X at the end showing that the format is XML-based. This makes it expected to be more flexible and compatible than previous versions. XML makes the file run across different computers and applications properly. It is easy for you to exchange and edit data.

Related article:🧐 The Ultimate Guide to Repair Corrupted Excel Spreadsheet

What Format is XLSX?

An XLSX file is based on the Open XML standard. It was introduced to make files smaller and more accessible. Using XML, the file’s contents are organized in a structured way. It allows you to have more efficient data storage and simple sharing. The XLSX format also compresses the file. So, it takes up less space while maintaining all the significant information inside.

XLSX File Format Specifications

The XLSX format is thoroughly designed to keep data and structure separate. Each part of an XLSX file exists in its own place within the file. This structure enables programs to read, load, and edit each part more effectively. XLSX files also enable advanced spreadsheet features including formulas, charts, and pivot tables. This makes them suitable for managing and evaluating complex data.

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What's the Difference Between XLS and XLSX Format?

Older Excel files used the XLS format, but XLSX is now the standard because it’s more advanced. Here’s why:

📦Smaller Size: XLSX files are compressed, so they take up less space on your computer.

🛠️More Features: XLSX supports tools like charts, filters, and larger spreadsheets.

🔄Works with Other Programs: Thanks to its XML format, XLSX files can be opened or edited in non-Microsoft software.

Note:
If you have an older XLS file, you can easily switch to the newer format.
1. Complete Guide to Convert XLS to XLSX
2. Best 4 Tools to Convert XLS to XLSX Online Quickly and Safely

Part 2: Benefits of Using XLSX Files

XLSX files are rather popular. So, you might think, what separates them from other spreadsheets? Using XLSX files has several main advantages as follows:

✅XLSX files are broadly supported by many different programs since they are built on XML. This includes LibreOffice and Google Sheets. Viewing and editing an XLSX file thus does not require Excel.

✅XLSX files compress data effectively. This makes them smaller and faster to share. If you deal with lots of information, a smaller file size could be really helpful.

✅With XLSX files, you can quickly arrange large amounts of data. They provide tables, filters, and sorting among other tools. This is the reason you can locate the required information fast.

✅XLSX provides a range of formulas and functions. Whether you’re adding up numbers or analyzing data trends, these files make it easy to acquire the results you need.

✅Enhanced Security: XLSX files can be password-protected. This can provide additional protection to secure your important data.

✅Since XLSX files use an XML format, it's typically easier to recover data if the file gets destroyed. This function can save you from losing valuable information.

Part 3: Common Uses for XLSX Files

Now that you know what makes XLSX files effective, let’s see how they’re used in everyday life and work. XLSX files are flexible and adaptive. Because of this, XLSX is useful for many different purposes.

💰Financial Analysis: If you work in finance, you might utilize XLSX files to budget, forecast, or track spending. With tools like charts and formulas, XLSX files make it easy to manage and comprehend financial data.

📈Data Tracking: Many organizations utilize XLSX files to track things like sales, inventory, and employee attendance. With tools for sorting and filtering, it’s easy to manage and analyze massive datasets.

📽️Project Management: XLSX files allow you arrange project specifics like schedules, tasks, and deadlines. You can quickly divide duties, track progress, and stay on top of timeframes.

🔍Research and Surveys: If you’re evaluating survey results or research data, XLSX files make it straightforward to arrange and examine the material. Researchers utilize XLSX files to discover trends and analyze data.

📚Education: Teachers and students regularly use XLSX files to keep track of assignments, grades, and schedules. Schools often rely on them for administrative purposes, such as tracking attendance and student achievement.

📊Database Management: While they aren’t as advanced as entire databases, XLSX files work well for small datasets. You can filter, sort, and organize data in an easy method.

Part 4: How to Open XLSX Files on Different Devices and Platforms?

Opening an XLSX file is simple, no matter what device or platform you’re using. Whether you're on a computer, smartphone, or using a browser, there are many tools to help you view, edit, and share your spreadsheets. Here's an overview of the options available.

Opening XLSX Files on Windows

On a Windows computer, Microsoft Excel is the most popular way to open XLSX files. Excel works perfectly with this format, allowing you to read, edit, and save your spreadsheets. If Excel isn't installed, free tools like WPS Office, LibreOffice Calc, or Apache OpenOffice Calc can handle XLSX files with ease. These programs offer features like formulas, charts, and advanced editing options.

Opening XLSX Files on macOS

Are you a Mac user? You can use Apple Numbers to open XLSX files. It is a built-in spreadsheet app, to open and edit XLSX files. Numbers converts XLSX files smoothly, preserving most of the data and formatting. If you don't need to edit, you can use Preview, macOS's default app, to view the file content in read-only mode.

Opening XLSX Files Online

If you prefer not to install software, online tools are a great alternative. Microsoft Excel Online lets you upload, edit, and share XLSX files directly from your browser. It includes many of the key features of desktop Excel, such as formulas and charts.

• Google Sheets: A free option for real-time collaboration and editing.

• Jumpshare: Best for quick viewing and sharing without editing.

• Aspose: A safe, read-only tool for accessing your files online.

Opening XLSX Files on Android

Android devices offer several apps for handling XLSX files. The Microsoft Excel app provides a familiar experience with full editing capabilities. For free alternatives, try Google Sheets or Zoho Sheet, which sync with cloud services for easy access. If you need a lightweight option, the XLSX Viewer app is great for simply viewing files without extra features.

Opening XLSX Files on iOS

If you are an iPhone and iPad user, Microsoft Excel for iOS is a reliable choice if you're working with XLSX files. Alternatively, Apple Numbers is also an excellent free app available for iOS viewing and editing on the go. Both apps sync with your online accounts. They ensure your spreadsheets are always available.

Part 5: How to Access the Password-Protected XLSX Files?

Password protection in XLSX files is a useful way to keep your data secure from unauthorized access. It is often used to protect personal, professional, or financial information. But if you lose the password or receive a file without it, accessing the data can be a challenge.

A password-protected XLSX file is an Excel spreadsheet that requires a password to open or edit. This feature helps safeguard important data, such as:

• Business reports or financial records.
• Shared files where only authorized users can make changes.
• Personal files containing private information.
• While effective for security, this protection can create issues if you lose the password or cannot obtain it from the file owner.

The method you use to open a locked XLSX file depends on whether you know the password or not:

Scenario 1. Access the Password-Protected XLSX Files with the Password

You can quickly access the file if you have the correct password.

Step 1. Simply double click on the file to launch it in Excel.

Step 2. Enter the password when prompted.

Step 3. Click OK to access the file.

Make sure to type the password accurately. Keep in mind that it is case-sensitive. If issues persist, update your Excel software to avoid compatibility problems with newer file encryption.

Scenario 2. Access the Password-Protected XLSX Files Without the Password

If the password is unknown, you'll need alternative solutions to unlock the file. Specialized tools like LostMyPass and Password-Find can help unlock it.

LostMyPass is an online service that recovers passwords quickly using advanced technology, letting you upload the locked file and download the unlocked version. Password-Find, on the other hand, removes encryption efficiently while keeping your data intact.

Both tools are simple to use and work with various Excel file versions. This makes them reliable options for accessing protected files. By using these methods responsibly, you can regain access without compromising your data.

Part 6: Common Problems with XLSX Files and Solutions

Even though XLSX files are reliable, you might sometimes run into issues. Discover some typical issues you could encounter here. We should start with simple explanations of each issue before we go into how to resolve it.

Problem 1: XLSX File Corruption

If you encounter such errors like “xlsx file not opening” and “xlsx file format is not invalid”, which means that your xlsx file is corrupted. This could be due to a power outage, a system crash, or something going wrong while saving or transferring the file.

Solution 1. Use A Powerful Tool Like Repairit File Repair

To fix corrupted files, one great tool you can try is Repairit File Repair. Repairit can restore damaged XLSX files online and offline, bringing back the formatting, data, and even any formulas you had in your spreadsheet. With a simple interface, it’s easy to use even if you’re not familiar with repair software.

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• Repair damaged Excel files with all levels of corruption, including blank files, files not opening, unrecognizable format, unreadable content, files layout changed, etc.

• Repairs all kinds of data stored in damaged Excel files such as tables, charts, formulas, comments, images, etc.

• Support all formats of Excel files: XLSX/XLSM/XLTX/XLTM/XLS

• Perfectly repair corrupted files with a very high success rate, without modifying the original file.

• No limit to the number and size of the repairable files.

• Support Windows 11/10/8/7/Vista, Windows Server 2003/2008/2012/2016/2019/2022, and macOS 10.12~macOS 15.

Step 1. Open Repairit. Choose More Types Repair and select File Repair.

Step 2. Click +Add to import your corrupted XLSX file.

Step 3. Hit Repair and let Repairit scan the file and attempt to fix it.

Step 4. You may Preview the repaired XLSX file. If it is all good, click Save. Check if it works properly.

You can also check:✨ The 4 Best XLSX Repair Tools Worth Trying!

Solution 2. Try Excel's Built-in Repair Feature

Did you know Excel includes a built-in tool for repairing files? It can sometimes recover corrupted files. Here are quick steps on how you do this:

Step 1. Go to File and choose Open. Browse to locate your XLSX file.

Step 2. Select your file and click the arrow by 'Open'. Select Open and Repair.

Step 3. Click Repair to fix the file.

Problem 2: Compatibility Issues

Compatibility issues can arise when you open an XLSX file created in a newer version of Excel in an older version of the program. Sometimes, newer features aren’t supported in older versions, which can make the file hard to work with or display incorrectly.

Solution: Convert XLSX to XLS Format using Excel

Excel's Compatibility Mode can make it easier to open in older versions of Excel. First, you can try converting the XLSX file to the older XLS format. This can work better with older software.

Step 1. Open your XLSX file in MS Excel and go to File.

Step 2. Pick Save As and choose a Browse folder where to save your file.

Step 3. Choose Excel 97-2003 Workbook (.xls) to Save in an older format.

Compatibility Mode feature of Excel is automatically turned on. If there is still an issue, check the compatibility issues of your XLSX file. Here is how:

Step 1. Go to File and select Info.

Step 2. Click the Check for Issues dropdown button. Select Check Compatibility

Step 3. Click the Check compatibility when saving this workbook checkbox and hit OK.

Problem 3: Slow Performance

Slow performance can happen when your XLSX file is very large or contains a lot of data and formulas. This can make Excel slow down or even freeze, especially if your computer doesn't have much memory.

Solution: Split, Remove and Filter Data

To help speed things up, you can try splitting your data across multiple files. You may try reducing the amount of data displayed on the screen. Also, you can use filters to limit what's visible at one time. These steps can make Excel run more smoothly and improve performance.

Step 1. Your XLSX file must be large. Try splitting them into smaller files.

Step 2. Remove any unnecessary data or charts.

Step 3. Use filters to reduce visible data.

Problem 4: Read-Only Mode

In some cases, an XLSX file might open in Excel’s Read-Only mode. This means you can view the data, but you can’t make any changes to the file. This can happen if the file is locked or if permissions are set to “read-only”.

Solution: Check File Permissions

To fix this, check the file permissions by following this quick guide:

Step 1. Right-click the file and select Properties.

Step 2. In General, you might see the Read-only box has a check. Click the check to disable it. Click Apply, then OK.

Step 3. Try editing the file again.

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Problem 5: Formula Errors

Formula errors appear when something is wrong with the formulas in your spreadsheet. This could happen if there’s a mistake in the formula’s syntax, if you’re using an unsupported function, or if a cell needed for the calculation is missing.

Solution: Fixing Formula Errors

To fix formula errors, go through the formulas and check for any incorrect symbols or missing cells. Updating Excel to the latest version can also help if you’re trying to use a newer function that isn’t available in older versions.

Step 1. Check for typos or incorrect syntax in the formulas.

Step 2. Make sure all referenced cells are correct and not missing.

Step 3. Update Excel to the latest version to ensure compatibility with newer functions.

• Go to Excel's File tab.
• Select Account and go to the Update Options dropdown.

• Pick Update Now option.

Step 4. If the formula still doesn’t work, re-enter it or try using a simpler one to see if it resolves the issue.

Conclusion

XLSX files are powerful tools for organizing and analyzing data. However, they can sometimes come with challenges like corruption, compatibility issues, or password protection. With the right methods and tools, these challenges are easy to overcome.

If you need to repair a file, convert formats, or unlock a protected spreadsheet, the solutions are straightforward and accessible. Now that you understand XLSX files and how to manage them, you can save time and keep your data secure and organized.