ODS file: Understanding the OpenDocument Spreadsheet format in New Zealand

If you have downloaded a financial summary from a council portal, received a project tracker from a government department, or exported data from a university system in New Zealand, you may have opened a file ending in .ods instead of the familiar .xlsx. An ODS file is simply a spreadsheet saved in an open, free-to-use format rather than a proprietary one, and you do not need to buy any software to work with it.

This guide explains what the OpenDocument Spreadsheet (ODS) format actually is, how it differs from Excel, which free apps open and edit it, how to convert it cleanly to Excel or PDF, and how it fits everyday tasks for Kiwi households, tradespeople and small businesses. Every claim below is checked against primary sources, listed at the end.

What is an ODS file?

An ODS file is a spreadsheet stored in the OpenDocument Spreadsheet format, one member of the wider OpenDocument Format (ODF) family. Like any spreadsheet, it arranges information into a grid of rows and columns; each cell can hold text, numbers, dates or formulas that recalculate automatically when the underlying values change. The difference is not what it does but how it is stored: ODS uses an open, publicly documented format that any developer is free to implement without paying a licence fee.

The format is maintained by OASIS (the Organization for the Advancement of Structured Information Standards), an international standards body, and it is also an international standard, ISO/IEC 26300. Because the specification is public and vendor-neutral, an ODS file created today should still open correctly in free software many years from now — which is why public bodies and archives value open formats for long-term record keeping.

How the format is built

Under the hood, an ODS file is not a single mysterious blob — it is a standard ZIP archive containing several XML files (plus any embedded images). One XML file holds the cell contents, another the styles, and a manifest lists what is inside. You can prove this yourself: make a copy, rename the extension from .ods to .zip, and open it — every ODS file begins with the same PK ZIP signature used by other compressed archives, one of many documented file signatures. The official identifier that software uses to recognise the format (its MIME type) is application/vnd.oasis.opendocument.spreadsheet.

The current published version of the standard is OpenDocument Format 1.3, approved as an OASIS Standard in 2021; the earlier version 1.2 corresponds to ISO/IEC 26300:2015. Most modern apps still read files saved in any of these versions, so you rarely need to worry about which one you were sent.

ODS versus XLSX: what is the difference?

Both formats do the same job — store a spreadsheet — and both are technically ZIP packages of XML. The practical distinction is ownership. XLSX is the default format of Microsoft Excel, based on the Office Open XML standard associated with Microsoft. ODS is the default format of open-source suites and is a vendor-neutral standard controlled by no single company. In everyday use they are largely interchangeable: Excel can open and save ODS, and open-source suites can open and save XLSX. Very advanced or app-specific features (some macros, certain conditional-formatting quirks, or pivot-table nuances) can shift slightly when a file crosses between the two, which is why it pays to check a converted file before sending it on.

How ODS relates to ODT and ODP

ODS has two sibling formats in the same OpenDocument family. ODT is the word-processing document (the equivalent of a .docx file), and ODP is the presentation format (the equivalent of a .pptx file). They share the same ZIP-plus-XML foundation and the same open standard, so the skills transfer directly. If you regularly receive the other two, our guides to ODP presentation files and how to convert ODT files to PDF cover them in the same way this article covers spreadsheets.

How to open an ODS file for free

You do not need a paid licence to open a .ods file. Free desktop suites use it as their native format, and every major cloud spreadsheet can import it. Which route is best depends on whether you want to work offline, collaborate online, or just take a quick look.

Free desktop applications

The most direct option is a free office suite whose spreadsheet app uses ODS as its own default format, so no conversion happens at all. LibreOffice Calc, maintained by The Document Foundation, is the most actively developed choice and receives frequent feature and security updates. Apache OpenOffice Calc is the longer-established sibling; it still works but is updated far less often, so LibreOffice is the safer default for new users. You can grab the installer from the download LibreOffice page, and if you want to weigh up the field first, our roundup of OpenOffice alternatives compares the leading suites side by side. Running a desktop app keeps your data on your own computer and works with no internet connection — useful on older or lower-spec hardware, where these lightweight programs run comfortably.

In your web browser

If you would rather not install anything, several cloud tools open ODS files straight from the browser. Google Sheets lets you upload a .ods file to Google Drive and open it directly; Excel for the web (via OneDrive) does the same inside the Microsoft ecosystem; and ONLYOFFICE and Zoho Sheet both import the format as well. The trade-off is that your file is uploaded to a third-party server, so it is worth checking who can access it before you upload anything sensitive.

On a phone or tablet

Mobile access is straightforward: upload the file to Google Drive or OneDrive from your phone and open it in the Google Sheets or Microsoft apps, or install a mobile office app that supports ODS. This is handy in the field — an inspector handed a USB stick of crop-yield data, for example, can view it on a phone without returning to the office. The comparison below summarises the main options.

How to convert an ODS file to Excel or PDF

Before sending a spreadsheet to someone who expects an Excel file, or when you want the layout frozen so it cannot be edited, converting the ODS is the safest move. Both conversions take only a few clicks.

Convert ODS to XLSX (Excel)

In LibreOffice Calc, open the file, choose File → Save As, then pick Excel 2007-365 (.xlsx) as the file type and save. In Google Sheets, open the file and choose File → Download → Microsoft Excel (.xlsx). To go the other way and produce an ODS from an Excel or Google file, use the same menus and select OpenDocument Spreadsheet (.ods) as the output. After any conversion, open the result and check totals, headers and charts, because occasional formatting differences can appear.

Export an ODS to PDF

A PDF is the right choice for anything final — a quote, an invoice or a report headed for review — because it locks the layout so it looks the same on every device and cannot be accidentally altered. In LibreOffice Calc, choose File → Export As → Export as PDF; in Google Sheets, choose File → Download → PDF. If you often move between spreadsheets, documents and PDFs, our guide to working with convert ODT files to PDF uses the same export tools for text documents.

Keeping formatting intact when you share a file

The most common frustration with any spreadsheet shared across different computers is a layout that shifts unexpectedly. With ODS the usual culprit is font substitution: if your file uses a font that the recipient’s computer does not have installed, their software swaps in a substitute. Because fonts have different character widths, numbers can spill past their cell borders, columns can show a row of ### symbols, and headings can be cut off.

A few habits prevent almost all of this:

• Use widely installed fonts such as Arial, Calibri or Times New Roman so the file renders the same everywhere.
• Leave generous column widths so numbers have room if a substitute font is slightly wider.
• Anchor charts and images to cells so they do not drift when rows are added.
• Export to PDF for the final version when the exact look matters — a PDF embeds the layout and removes the risk entirely.
• Preview before sending by opening the finished file in a second app to confirm nothing has shifted.

Using ODS for everyday tasks in New Zealand

An ODS spreadsheet is a capable, no-cost tool for household budgets, club accounts and sole-trader bookkeeping. It supports the same core functions as any spreadsheet, including lookup functions such as VLOOKUP and XLOOKUP and standard maths and date formulas, so you can build a working ledger without buying accounting software. For ideas on formulas that carry across to the cloud, see our rundown of useful Google Sheets formulas, and if you just want a ready-made starting point, grab a free NZ budget template.

For small businesses, a simple ODS ledger can track invoices, due dates and costs, and separate out GST, which is charged at the standard rate of 15% in New Zealand and administered by the Inland Revenue Department (IRD). A column that calculates the 15% GST portion of each GST-inclusive amount makes it easy to see what is set aside for your next return. Bear in mind that IRD requires most business records to be kept for at least seven years, and electronic records are accepted provided they can be produced and read on request — so keep backups of your spreadsheet files, not just printouts.

Privacy, security and the law

Spreadsheets often hold personal details — IRD numbers, income figures, addresses or bank account numbers — so a little care protects everyone whose data you store. Organisations in New Zealand must handle personal information in line with the Privacy Act 2020, which sets out how personal information is collected, stored, used and kept secure. The Act applies to how you look after the data regardless of the file format; it does not favour one program over another.

Where you store the file matters as much as the format. Working offline on your own device keeps data off external servers, while cloud tools store it with the provider. Neither is automatically “more compliant” — good practice is the same in both cases: turn on multi-factor authentication, share files only with named people rather than open links, and remove access when it is no longer needed. On the legal side, spreadsheets and other electronic records are recognised for business and tax purposes under the Contract and Commercial Law Act 2017, whose Part 4 replaced the earlier Electronic Transactions Act 2002.

Common mistakes to avoid

A handful of avoidable errors cause most ODS headaches:

• Assuming the recipient cannot open it. Modern Excel, Google Sheets and free suites all read ODS, so there is usually no need to convert unless the recipient specifically asks for XLSX.
• Sending the working file when a PDF was wanted. For final documents that should not be edited, export a PDF instead of the editable spreadsheet.
• Ignoring version drift. Very complex macros or app-specific features can behave differently after converting between ODS and XLSX — always spot-check the converted file.
• Relying on unusual fonts. Custom fonts are the leading cause of clipped columns on other people’s screens.
• Emailing copies back and forth. This creates conflicting versions; use one shared cloud copy, or agree on a single owner of the master file.
• Uploading sensitive data without checking sharing settings. Confirm who can see a cloud file before you put personal or financial details in it.

Frequently asked questions (FAQ)

What is an ODS file and why did I receive one?

An ODS file is a spreadsheet saved in the open OpenDocument Spreadsheet format. You most likely received one because the sender used a free office suite such as LibreOffice, or exported it as an open format from Google Sheets or Excel. It holds the same kind of data as an Excel file and can be opened without any paid software.

Can I open and edit a .ods file for free?

Yes. You can open and edit ODS files at no cost with free desktop suites such as LibreOffice Calc or Apache OpenOffice Calc, or in the browser with Google Sheets, Excel for the web, ONLYOFFICE or Zoho Sheet. The format is an open standard, so it is not tied to any paid product.

How do I convert an ODS file to Excel?

In LibreOffice Calc, open the file and choose File then Save As, and select the Excel .xlsx type. In Google Sheets, open the file and choose File, Download, then Microsoft Excel (.xlsx). After converting, open the new file to check that totals, headings and charts still look correct.

What is the difference between an ODS and an XLSX file?

Both store a spreadsheet and are widely interchangeable. XLSX is the default format of Microsoft Excel, while ODS is a vendor-neutral open standard (ISO/IEC 26300) used by open-source suites. Excel can read and write ODS, and free suites can read and write XLSX, though very advanced features can occasionally shift when files move between the two.

Are spreadsheet records kept in an ODS file valid for tax in New Zealand?

Yes. Electronic business records are recognised under the Contract and Commercial Law Act 2017, and Inland Revenue accepts digital records provided they are complete, readable and kept for at least seven years. The file format itself is not the issue — keeping accurate, retrievable records is what matters.