The good years of the XLS format
This XLS format was widely used and even venerated in the 90s and early 2000s. This was the default format for Microsoft Excel files.
The software offer was less developed than today, there was less CRM software, HR management, HR management, invoicing, commercial management... It was common to encounter SMEs who used Excel to edit pay slips, quotes, invoices, invoices, manufacturing orders, delivery notes...
Thousands and millions of XLS files were created and then stored on corporate hard drives, in floppy disks and then in USB sticks.
Appearance of the XLSX format
With Excel 2007, huge new features have emerged. It took several months, several years for Excel users to be trained or to discover for themselves the tremendous changes that this new 2007 version brought.
The XLS format could not integrate these new features, so the XLSX format appeared with Excel 2007.
The biggest differences between XLS and XSLX
Situation in 2022
Today, the old versions of Excel are no longer used, but XLS files still exist. Why?
Several causes:
1. They are very simple files with few calculations, without links, isolated, which do not need the new features of the XLSX format. They've been there for years, decades and no one bothers to convert them to the current XLSX format.
2. These are very complex files with expert-level formulas, links to other XLS files, macros written in VBA...
How to convert XSLX files?
Converting an XLS file to XLSX is not complicated, the “File/Information/Convert” command will permanently delete the XLS file in favor of a new XLSX file.
It is more advisable to use the “File/Save As” command and then change the format in favor of “Excel Workbook (*.xlsx)”, this method will keep the original XLS file just in case.
While converting these simple files can be fast, accessible, and without major impact, migrating complex files is too often off-putting.
Conversion bottlenecks
1. Changing the format of a file may break the link to that file. The link that points to =' Y:\Commun\Production\Atelier\ [Ordonnancement.xls] Settings'! $C$5 may return an error message when the “Scheduling” file has the .xlsx format.
2. Macros written in VBA may no longer be compatible with the XLSX format
3. Evolving these old XLS files and taking advantage of the new XLSX tools would require reusing all or part of the file, understanding its construction, and sometimes reverse engineering, and this is scary, because the risk of blocking or distorting production is very present. In addition, the Excel experts who designed these files over the years are now enjoying a well-deserved retirement.
It's sad to see that too many users are still leaving XLS files on the network.
Beyond not taking advantage of the advantages of the XLSX format, there is a risk of discovering these unusable XLS files as a result of a software or hardware update.
To conclude
Hunting for the XLS file to convert them to XLSX would allow:
1. To improve these documents technically and visually
2. Users would spend less time on it, so less fatigue.
3. Less data redundancy, therefore less risk of error, therefore less stress
4. To increase network security
5. To work with several people in real time on the same document...
This migration work must be decided, budgeted, planned and then executed by a competent resource, but the ROI [1] is quickly positive.
[1] Return On Investment
L'explication vidéo
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