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How to Download an Excel for the Web File as XLS or XLSX
Question details
The user wants to save an online spreadsheet from Excel for the web as a standard local Excel format, but is unable to find the XLS or XLSX export options in the online interface.
- Product
- Excel for the web, OneDrive
- Device & OS
- not provided
- Scenario
- Attempting to export or save a cloud-based workbook to a local computer in the traditional XLS or XLSX file formats instead of PDF or HTML.
- Observed behavior
- The Excel for the web interface only displays limited download options, such as PDF or HTML, without providing a direct button to download the workbook as an XLS or XLSX file.
Verify that you have a desktop spreadsheet application installed (such as Microsoft Excel or WPS Office) to open the downloaded file and save it in your preferred format.
Download from OneDrive and Save Locally via Desktop App
Use this method if the online interface restricts your export options, allowing you to download the raw file and convert it using a desktop application.
Excel for the web has functional limitations compared to the desktop version, which can restrict direct formatting and exporting. Downloading a copy from your OneDrive directory forces the system to give you the standard file.
Navigate to the OneDrive web interface where your spreadsheet is currently stored.
Right-click the specific Excel file and select the Download option from the context menu. This will save a copy of the workbook to your computer's local Downloads folder.
Locate the downloaded file on your computer and open it using the Microsoft Excel desktop application or another compatible spreadsheet program.
Once opened, click on File in the top-left menu, choose Save As, and select either 'Excel Workbook (*.xlsx)' or 'Excel 97-2003 Workbook (*.xls)' from the format dropdown list.
Use the Open in App Feature
A quicker alternative to seamlessly transition from the web interface directly to your desktop Excel software without manually downloading the file.
Use WPS Office to View and Save Downloaded Excel Files
If you are using Excel for the web because you do not own a paid Microsoft Office desktop license, WPS Office is the perfect free alternative. It allows you to open downloaded OneDrive files and easily save them as XLS or XLSX formats without purchasing a subscription.
- 1. Download the file from OneDrive: Right-click your workbook in OneDrive and select Download to save it locally.
- 2. Open with WPS Spreadsheet: Launch WPS Office and open your newly downloaded file.
- 3. Save in your preferred format: Click Menu > Save As, and choose 'Microsoft Excel Workbook (*.xlsx)' or 'Microsoft Excel 97-2003 (*.xls)'.
Frequently Asked Questions
Can I save a file as XLS directly from Excel for the web?
Excel for the web primarily auto-saves directly to your cloud storage and has limited export functions. To obtain an XLS or XLSX file on your local machine, you generally need to download a copy of the file from OneDrive or open it using a desktop application.
Why does my Excel for the web only offer PDF or HTML download options?
This can happen due to sharing permissions set on the workbook, or limitations within the browser-based version of Excel. Using the 'Open in app' feature or downloading the file directly from the OneDrive file manager usually bypasses these interface restrictions.
Do I need a paid Microsoft 365 subscription to save XLSX files locally?
No. You can download your spreadsheet from OneDrive for free and then use a free desktop spreadsheet program, such as WPS Office, to open, edit, and save the file in the standard XLSX format without paying for a subscription.
