Excel to XML Conversion: How to Export and Structure Your Data Correctly

Key takeaways

You can choose from a variety of methods to convert Excel files to XML to simplify extracting data and sharing information.

• Extensible markup language (XML) stores and organizes data in a shareable format using tags to define its structure and meaning [1].

• An XML document must follow strict formatting rules to qualify as well-formed; otherwise, XML parsers will fail to read and process it properly.

• You can use XML with Excel to manage workbooks and data in helpful ways, such as easily pulling specific business data from Excel files.

Learn about three different Excel to XML conversion methods and which one is right for you. Afterward, consider enrolling in the IBM Data Analytics with Excel and R Professional Certificate. You’ll have the opportunity to master up-to-date practical skills and knowledge that data analysts use in their daily roles, including data preparation, statistical analysis, and predictive modeling.

What is XML?

Extensible markup language (XML) lets you define and store data in a shareable format [1]. A markup language encodes text so it can be read by computers [2]. You can use XML to define the structure and meaning of your data using tags, similar to HTML. XML does not perform computations on its own, but other programming languages and software can use it to manage data.

Why should you convert Excel to XML?

Excel to XML file conversion matters because you can use XML with Excel to enable more effective ways to manage workbooks and data that are otherwise difficult to achieve, such as extracting specific pieces of business data from Excel files. XML also simplifies how databases, applications, and organizations define, share, validate, and interpret information.

Is an Excel file an XML file?

An Excel file is not an XML file. Excel files can contain a variety of extensions, but the default one, “.xlsx,” is an extension of the XML file format, making it an XML format file. The .xlsx file dates back to 2007, prior to which .xls was the standard spreadsheet file type [3]. You can open an .xlsx file in many versions of Excel or Google Sheets.

Read more: How to Import XML to Google Sheets

Method 1: Convert Excel to XML using an XML schema file (.xsd)

One way you can convert Excel to XML is by using an XML schema. You can do this using an XML schema file (.xsd) and an XML data file (.xml) and then mapping out the XML elements.

Preparing Excel for XML

The first step is to access the developer tab in Excel via File > Options > Customize Ribbon. This will open up a list of tabs, where you can then check the Developer box. Once you go back to Excel’s main interface, the Developer tab will appear at the top. You can use the Source tool on this tab to link elements from your XSD to your spreadsheet.

Creating an XML map

After opening the XML Source task pane, select XML maps, and click Add. Then, in the Look in Dropdown, select the drive, folder, or online location where you store the file you wish to open. Select the file, and then click Open it, and click OK.

Mapping the XML elements and exporting

Next, you can link XML elements with either single cells or repeating cells in XML tables. To do so, click Developer > Source again, and then select the elements you would like to map. To begin mapping, you can right-click the elements and click Map element, and then OK. You will know if an element is on the map if it appears in bold type in the XML Source task pane. To export, go to the Developer tab, select Export, and save the file to your computer, making sure the file uses the .xml extension. 

Method 2: Convert Excel to XML using online tools

You can use a variety of free online tools to convert Excel or CSV files to XML:

• MaxAI: You can use MaxAI’s free Excel to XML converter by uploading your Excel file to its website and then converting and downloading the new XML file [4].

• Zamzar: Similarly, Zamzar is an online file conversion website that offers a free Excel-to-XML conversion with a simple upload process [5]. 

• FreeConvert: Alternatively, you can use FreeConvert’s XLSX to XML converter to convert from Excel to XML. This site also provides an XLS to XML converter [6].

Method 3: Automate Excel-to-XML conversion with a script

You can also automate the Excel-to-XML conversion process using scripts built in languages like Python or Java. You can do this through API providers like Cloudmersive and Aspose, which support a large variety of file conversion formats and languages to convert with. Or, you can write a script yourself in a language like C# using the IronXL Visual Studio library. 

Why won't my Excel file export to XML?

If you encounter issues while transferring data to XML format, you can typically find solutions to ease the process. Consider the following issues when converting from Excel to XML and some troubleshooting steps:

Receive a “Map cannot be exported” error.

You may encounter this error when trying to export XML data with an XML map. This error occurs when your mapped element's relationships with other elements cannot be preserved. You can remedy this error by verifying the following:

• Your child elements from different parents map to different XML tables.

• Your nonrepeating sibling elements with identical parent elements map to the same table.

• Your map’s element’s schema definition appears in a sequence where both maxoccurs are 1, and the sequence does not contain multiple direct child elements or another compositor.

The map can be exported, but some required elements have not been mapped.

You can encounter this issue when exporting XML data due to a variety of factors. To fix it, make sure your XML map linking to this XML table includes all the necessary elements you reference in your table. Additionally, you can make sure none of your elements feature a recursive structure and that none of your tables contain mixed content. 

How do I get Excel to automatically open XML files?

You can simply open an XML file in Excel, and Excel will infer a schema for the XML file if it doesn’t have one, doing the work for you. You can then use Excel to import the XML data into an XML table. XML tables allow you to sort, filter, and analyze your data with calculations.

When to use each conversion method

You may consider using method one, XML schema, when you need to add, identify, or extract particular business data elements present in Excel documents. Alternatively, method two, online tools, provides convenience with its simple drag-and-drop converting process. You can use method three, script, to save time by manually iterating through rows of cells during the Excel to XML conversion process. 

Best practices for structuring XML data correctly

An XML document must follow a strict set of formatting rules to be considered well-formed. If your document violates these rules, XML parsers cannot process it correctly. For instance, you must provide a closing tag for every opening tag. Schemas further define these rules, providing a framework and structure for your XML data. Schemas can also help you structure your data properly by prompting users when data does not follow the rules. 

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