When we use the different programs Microsoft 365 (Word, Excel, PowerPoint, etc.) we almost always stick with the default format of each of them. Here we explain some advantages of saving your Office files in XML format that you probably don't know about. Maybe from now on you will start considering doing it.
In this article we are going to review what exactly the XML format is, what it is used for and, above all, why it is so interesting for us as a resource to use.
What is XML format?
XML is the acronym for Xtensible Markup Language (Extensible Markup Language), developed to store data in a form readable by all browsers universally. It was created within IBM in the mid-70s as a storage solution for the enormous amount of data that the company handled.
Although since its origins the XML format has received numerous criticisms for its level of detail and complexity, the truth is that it offers us a series of and advantages which is worth highlighting. These are some of them:
- It is extensible with the addition of new tags.
- It serves to communicate applications from different platforms, without errors or incompatibilities occurring.
- It helps us transform data into information.
Above all, the XML format has the virtue of structuring information in an abstract and reusable way. Each of its elements is organized by labels, following a strongly hierarchical structure.
XML is not the same as HTML
On the surface, the way HTML and XML are organized are almost identical, but there is only one big difference between them. In the HTML language, tags define the appearance of the data (location of the title, position of paragraphs, etc.), while en XML, it is the tags themselves that define the structure and meaning of the data.
Another difference is that HTML offers a default set of tags that all users can share. However, in XML each user can create their own labels. As a consequence of this, in certain cases XML can replace HTML, although not the other way around.
A language of universal use
In principle, XML files are used universally for exporting and importing database content. This is possible due to the fact that it is a tool based on a universal language, simplified and adapted for use on the Internet.
Another no less important aspect that we must also value is that XML does not belong to any company, so Its use is free.
Advantages of using XML
Why is it so convenient to save Office files in XML format? First of all, we must highlight its status as easily actionable language, perfectly understandable for all browsers. But, in addition to that, it is also a universal language that adapts to all languages and alphabets. That is, it is equally valid for both machines and people.
Anyone can learn to use XML without having extensive technical knowledge. You just have to keep in mind that it works within a hierarchical structure with strict but simple composition rules.
Regarding Microsoft Office, we must remember that the office suite uses XML-based file formats by default (.docx, .xlsx and .pptx). This constitutes a huge advantage, since allows users to define their own schemas and use data in different ways. And all free.
Another advantage is that the new XML formats use ZIP and other compression systems with which It is possible to reduce file sizes by up to 75%. Almost nothing.
Finally, we must talk about the issue of to maximise security and your enjoyment.. Being fully readable by the user, any damaged file can be opened in a simple text reader, such as Microsoft Notepad, to recover information and even make corrections.
New files are also more secure, since they cannot contain Visual Basic for Applications (VBA) code. To further reinforce the section on privacy, there is the possibility of using tools such as the "document inspector", which among other things allows us to delete personal data.
Enable XML tools in Office
When using these XML tools in Microsoft Office, you must know that the Developer tab is not displayed by default. It is necessary to add it to the ribbon when giving commands manually. This is the way to do it:
- First let's go to the tab Archive.
- There we select "Options" and, in the new box that opens, we choose "Customize the ribbon."
- Within this section we are going to «Main tabs», where we activate the box Programmer.
After doing this, the Developer tab will always remain visible, unless we deactivate it again or reinstall one of the programs that are part of Microsoft 365.