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Managing workbooks across multiple versions of Excel

From: Excel for Mac 2011 Essential Training

Video: Managing workbooks across multiple versions of Excel

Your life as an Excel user is simplest when everyone in your business uses the same version of the program. Unfortunately, that's rarely the case. In this movie, I'll show you how to work in an environment where you and your colleagues are using different versions of Excel. But first, I'm going to run through and just summarize some of the common scenarios for using Excel across multiple versions. The newest version of Excel for Windows is Excel 2010, and the good news is that Excel 2010 for Windows and Excel 2011 for Mac are completely compatible. You can open any Excel file, and that includes files that were created in any earlier version.

Managing workbooks across multiple versions of Excel

Your life as an Excel user is simplest when everyone in your business uses the same version of the program. Unfortunately, that's rarely the case. In this movie, I'll show you how to work in an environment where you and your colleagues are using different versions of Excel. But first, I'm going to run through and just summarize some of the common scenarios for using Excel across multiple versions. The newest version of Excel for Windows is Excel 2010, and the good news is that Excel 2010 for Windows and Excel 2011 for Mac are completely compatible. You can open any Excel file, and that includes files that were created in any earlier version.

It knows how to read all of them, it can open them, and either save them in their native format, the format they originally came in, or save them as Excel 2011 or Excel 2010 files. The next common scenario is that you are working with someone who's using Excel 2007 for Windows or Excel 2008 for Mac. As I mentioned earlier, you can open any Excel 2007 file or Excel 2008 for Mac file using Excel 2011. A user that has Excel 2007 for Windows or 2008 for Mac can also open your Excel 2011 files, but they won't see content using new Excel 2011 capabilities, such as sparklines, or any of the new conditional formatting or be able to use the new functions that are available in Excel 2011.

The most limited scenario is when you work with individuals who are using Excel 2003 for Windows or Excel 2004 for Mac. You of course can open their files and save your files in their formats, but they can't open your Excel files unless they install a software converter that's available online through the Microsoft knowledge base, and you see the link here in your file, and we'll also have it in the additional resources movie at the end of the course. Now what I'll do is I'll switch over to Microsoft Excel 2011 and also 2008, and show you how to work the files across different formats in those programs.

So, here I have a file in Excel 2011, and it's in the Excel 2011 format, and let me show you how to save that in another format. To do that, you can go to the Save As dialog box, click File and Save As, or you can also press Command+Shift+S, but in this case I'll just click Save As. And you can select the format you want to save your file in here by clicking the Format list boxes down arrow. So when I click that, you see that you have a list of common formats and also down at the bottom a list of specialty formats.

I'm going to concentrate just on the common formats up here. The normal format is .xlsx, and this is the new file format that was introduced in Excel 2008 for Mac and Excel 2007 for Windows. Excel 2008 for Mac and Excel 2011 for Mac have the same basic file format, .xlsx. So that means that saving an Excel 2011 file also saves it so that it is readable in Excel 2008. As I said before, you won't be able to use the 2011 functionality in 2008, but the underlying data will be there.

The other common format that you'll use is for Excel 97 through Excel 2004, and on the PC side, that file format is used in Excel 97 through Excel 2003, and that is the .xls format. So if you want to save a file in the 2004 format or for use in any version of Microsoft Excel from 97 through 2003 on the PC or 97 through 2004 on the Mac, you'd use that format. Now before I actually save the file in one of those formats, I'm going to show you one last thing, and that is the Compatibility Report.

So let's say that I select .xls or the 97 through 2004 format and then click Compatibility Report. This report will tell me if there are any issues. So when I ran it, you'll see that I have the Compatibility Report over here, and it indicates that there is several issues. There's a sparkline, which is a new feature in Excel 2011, and then there's also other features that are not available in earlier versions, and also I used some formulas to perform calculations on dates that might not produce the same results in Excel for Windows.

So those are all issues that I need to take into account, and I can either click OK, which aborts the save, and then I can go over to Compatibility Report and click an individual issue and get a further explanation here, or I can close the Compatibility Report and then File > Save As, save in the 2004 format, understanding that there will be some limitations in the data that I'm saving, and click Save.

When I do, Excel verifies, one more time, that I want to continue because I will lose some features, and when I click Continue, Excel saves the file in the earlier format. Now, I'm going to switch over to Excel 2008, which I also have installed on my system. And I'll go to File > Open. And I'm going to open Version2011, but I'm going to open the Excel 2011 version of that file in 2008, just to show you what happens when I do it. So I'll click that, click Open, and when I open it, you'll notice that a couple of things have changed.

I'll resize it a little bit. First, you'll see that the formatting has changed, because there are formatting options that aren't available in 2008 that are available in 2011, and also you'll notice that I had a small graphic here. I'll switch back to the Excel 2011 file, so you can see the difference. Here we have this formatting, and then also I have a small graphic over here on this side. This is called a sparkline. It's what appeared in the Compatibility Report earlier, and when I flip back to Excel 2008, you'll see that sparkline isn't there.

That's because the feature isn't available in 2008. There was no way to translate it, so Excel doesn't display it. The good news about working with multiple versions of Excel is that all of your data and most of your formulas should transfer between versions without any problems. If you do create a formula using a function that's not available in an earlier version of the program, your colleague will see a name error when they open the file. The formula will still work for you though, so you won't lose any data.

Show transcript

This video is part of

Image for Excel for Mac 2011 Essential Training
Excel for Mac 2011 Essential Training

100 video lessons · 30394 viewers

Curt Frye
Author

 
Expand all | Collapse all
  1. 1m 58s
    1. Welcome
      1m 16s
    2. Using the exercise files
      42s
  2. 20m 56s
    1. Exploring the Excel 2011 window
      4m 16s
    2. Introducing the Ribbon for Mac
      4m 44s
    3. Customizing the Ribbon
      4m 20s
    4. Setting program preferences
      3m 20s
    5. Getting help in Excel
      4m 16s
  3. 20m 4s
    1. Opening, creating, and saving workbooks
      5m 23s
    2. Setting workbook properties
      4m 14s
    3. Creating and modifying workbook templates
      4m 18s
    4. Managing workbooks across multiple versions of Excel
      6m 9s
  4. 1h 2m
    1. Selecting cells and groups of cells
      4m 58s
    2. Copying and pasting cell data
      2m 39s
    3. Entering data using AutoFill and other techniques
      4m 32s
    4. Inserting symbols and special characters
      5m 3s
    5. Creating an Excel table
      4m 43s
    6. Locating and changing data using Find and Replace
      4m 57s
    7. Restricting input using validation rules
      4m 42s
    8. Using lists to limit data entered into a cell
      2m 32s
    9. Sorting worksheet data
      3m 2s
    10. Creating a custom sort order
      3m 54s
    11. Filtering worksheet data
      4m 6s
    12. Inserting, moving, and deleting cells and cell ranges
      3m 50s
    13. Splitting and freezing rows and columns
      3m 51s
    14. Managing worksheets
      5m 28s
    15. Creating, editing, and deleting headers and footers
      4m 41s
  5. 1h 17m
    1. Introducing Excel formulas and functions
      3m 17s
    2. Adding a formula to a cell
      4m 0s
    3. Introducing arithmetic operators
      4m 13s
    4. Using absolute and relative cell references
      6m 29s
    5. Controlling how Excel copies and pastes formulas
      6m 5s
    6. Referring to Excel table data in formulas
      2m 3s
    7. Creating an AutoSum formula
      3m 22s
    8. Summarizing data on the status bar
      2m 22s
    9. Joining text in cells with concatenation
      3m 59s
    10. Summarizing data using an IF function
      6m 21s
    11. Summarizing data using SUMIF and other conditional functions
      5m 41s
    12. Creating formulas to count cells
      2m 37s
    13. Rounding cell values up and down
      4m 55s
    14. Finding data using VLOOKUP and HLOOKUP
      6m 33s
    15. Auditing formulas by identifying precedents and dependents
      3m 25s
    16. Managing Excel formula error indicators
      4m 42s
    17. Managing scenarios
      4m 59s
    18. Performing Goal Seek analysis
      2m 31s
  6. 45m 48s
    1. Applying fonts, background colors, and borders
      6m 7s
    2. Applying number and date formats to cells
      7m 1s
    3. Managing text alignment
      3m 56s
    4. Copying cell formats
      4m 2s
    5. Managing cell styles
      3m 16s
    6. Managing Office themes
      3m 31s
    7. Creating rule-based conditional formats
      3m 54s
    8. Defining Top 10 conditional formats
      4m 19s
    9. Defining data bar, color scale, and icon set conditional formats
      6m 6s
    10. Editing, ordering, and deleting conditional formats
      3m 36s
  7. 36m 55s
    1. Creating bar and column charts
      5m 26s
    2. Creating pie charts
      2m 32s
    3. Creating line charts
      4m 34s
    4. Creating XY (scatter) charts
      1m 49s
    5. Creating stock charts
      4m 11s
    6. Changing chart types and layouts
      2m 22s
    7. Changing the appearance of a chart
      4m 25s
    8. Managing chart axes and numbering
      2m 51s
    9. Adding trendlines to charts
      4m 14s
    10. Creating sparkline charts
      4m 31s
  8. 18m 39s
    1. Importing data from comma separated value (CSV) or text files
      4m 20s
    2. Connecting to an external data source
      2m 22s
    3. Using hyperlinks
      6m 1s
    4. Including an Excel workbook in another Office document
      3m 5s
    5. Linking to an Excel chart from another Office program
      2m 51s
  9. 26m 21s
    1. Creating and formatting shapes
      3m 10s
    2. Adding and adjusting images
      5m 38s
    3. Cropping, compressing, and removing image backgrounds
      4m 46s
    4. Creating SmartArt graphics
      5m 7s
    5. Creating WordArt
      2m 34s
    6. Aligning and layering objects
      5m 6s
  10. 29m 51s
    1. Introducing PivotTable reports
      3m 47s
    2. Creating a PivotTable report
      4m 37s
    3. Pivoting a PivotTable report
      3m 18s
    4. Managing subtotals and grand totals
      3m 23s
    5. Summarizing more than one data field
      1m 34s
    6. Changing the data field summary operation
      2m 40s
    7. Changing the data field number format
      2m 27s
    8. Filtering a PivotTable report
      2m 46s
    9. Applying a PivotTable style
      2m 20s
    10. Creating and editing styles
      2m 59s
  11. 26m 47s
    1. Checking spelling
      3m 32s
    2. Setting AutoCorrect and automatic Replace options
      3m 59s
    3. Managing workbook comments
      3m 40s
    4. Tracking and reviewing changes
      5m 12s
    5. Printing a worksheet or workbook
      3m 44s
    6. Setting and removing print areas
      2m 31s
    7. Exporting to other formats
      1m 33s
    8. Protecting a workbook
      2m 36s
  12. 23m 52s
    1. Running an existing macro
      4m 56s
    2. Recording a macro
      3m 56s
    3. Recording a macro using relative references
      6m 15s
    4. Renaming, viewing, and deleting macros
      2m 58s
    5. Adding comments to a macro
      2m 43s
    6. Turning off screen updating in a macro
      3m 4s
  13. 1m 1s
    1. Additional resources
      1m 1s

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