What's lost when I save my workbook as an XML Spreadsheet 2003 file?

When you save a Microsoft Excel worksheet in XML Spreadsheet format, you might see a message telling you that some features could be lost when you save to that format. Many Excel features are retained, but some are not. Details are listed in the following tables.

Features that are lost when saving as XML Spreadsheet 2003 (.xml) format:

Excel feature

Result when saved

Auditing tracer arrows

Not retained

Charts, PivotCharts, and other graphic objects

Not retained

Chart sheets, Macro sheets, Dialog sheets

Not retained

Custom views

Not retained

Data consolidation

References are not retained

Drawing object layers

Not retained

Lists

List functionality is lost, but the data is retained.

Office Apps

Not retained

Outlining and grouping

Not retained

Password settings

Data in password-protected worksheets and workbooks cannot be saved. To publish data that's protected, do not use a password. You can, however, save a database password with a worksheet query; users will be required to enter the password when the XML Spreadsheet is opened.

PivotTable reports

Data is retained, but ability to pivot, filter, or sort is lost.

Scenarios

Not retained

Shared workbook information

Not retained

Sparklines

Not retained

User-defined function categories

Not retained

Visual Basic for Applications (VBA) projects

Not retained

Features that are retained when saving as XML Spreadsheet 2003 (.xml) format:

Excel feature

Result when saved

1904 date system

Retained

Asterisks that mark totals for OLAP data

Retained

Background refresh, retrieving data for each item in a page field individually

Retained

Calculated fields

Retained

Calculated items

Retained

Cell comments

Retained

Changes to Excel source data

Retained

Character and cell formatting

Retained

Conditional formatting

Retained

Custom calculations

Retained

Custom sort order

Retained

Customized error values and empty cell values

Data validation restrictions and messages

Retained

Distributed alignment

Retained

External data ranges

Retained

Grouped items in fields

Retained

Indented formats

Retained

Indented text

Retained

Labels in formulas

Retained

Lists

List functionality is lost, but the data is retained.

Multiple fonts in a single cell

Retained

Number formats

Retained

Offline cube file

Retained

Page fields in rows or columns

Retained

Pattern fills

Retained

PivotTable Reports

Retained

Precision as displayed

Retained

Printing and page setup features

Retained

R1C1 reference style

Retained

References to data on other worksheets

Retained

Rotated or vertical text

Retained

Subtotals

Retained

Subtotals displayed at the top of item groups

Numbers and calculations are retained. Group and outline features are not retained.

Thai alignment

Retained

Transition settings for Lotus compatibility

Retained

Web queries

Retained

Worksheet row limit

Retained

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