How to Convert Data in Excel to XML in 7 Easy Steps

 

How to Convert Data in Excel to XML in 7 Easy Steps

Converting Excel data to XML format can be incredibly useful, especially for sharing data with web applications or databases. XML (eXtensible Markup Language) provides a standardized way to represent structured data. This guide will walk you through the process of converting your Excel data to XML in seven simple steps.

Step 1: Prepare Your Data

Before you start the conversion process, make sure your data is well-structured.

• Organize Columns: Ensure your data is organized into columns, with each column having a unique header. These headers will become XML tags.
• Remove Empty Rows/Columns: Eliminate any empty rows or columns to avoid unnecessary complications during the conversion.

Step 2: Define XML Schema (XSD)

To convert Excel data to XML, you need an XML schema that defines the structure of your XML file.

• Create a New Worksheet: Open a new worksheet in your Excel file.
• Define Structure: In this worksheet, specify the XML schema using headers that correspond to your data. For example, if you have a list of products, your headers might include “ProductID,” “ProductName,” and “Price.”
• Save as XSD: Save this worksheet as an XSD file (XML Schema Definition) by clicking “File” > “Save As,” and selecting “XML Spreadsheet 2003” as the file type. Ensure the file has a .xsd extension.

Step 3: Map XML Data in Excel

Now, you need to map your Excel data to the XML schema you created.

• Open Your Data Worksheet: Go back to the worksheet containing your original data.
• Access XML Mapping Pane: Go to the “Developer” tab (if you don’t see this tab, enable it by going to File > Options > Customize Ribbon and checking “Developer”). Click on “Source” in the XML section to open the XML Mapping pane.
• Import the XSD File: Right-click in the XML Mapping pane and select “XML Maps.” Click “Add,” then browse for and select the XSD file you saved earlier.

Step 4: Map XML Elements to Your Data

With the XML schema imported, you can now map the XML elements to your data.

• Drag and Drop Elements: In the XML Mapping pane, you’ll see the elements defined in your XSD file. Drag each element from the XML Mapping pane to the corresponding column in your data worksheet.
• Check Mapping: Make sure each column is correctly mapped to its respective XML element.

Step 5: Validate the XML Mapping

Before exporting, it’s crucial to validate your XML mapping to ensure everything is set up correctly.

• Check for Errors: Go to the XML Mapping pane, right-click, and choose “Validate.” This will check for any errors in your mapping.
• Fix Issues: If there are errors, go back to the mapping and adjust accordingly until validation passes without issues.

Step 6: Export the Data to XML

Once your data is mapped correctly, you can proceed to export it.

• Select the Data: Highlight the range of data you wish to convert to XML.
• Export: Go to the “Developer” tab and click on “Export.” Choose a location to save your XML file and provide a name. Ensure you save it with a .xml extension.
• Confirm Export: Excel will prompt you to confirm the export. Click “OK” to proceed.

Step 7: Verify Your XML File

After exporting, it’s important to verify that your XML file is structured correctly.

• Open the XML File: Navigate to the location where you saved the XML file and open it using a text editor (like Notepad) or an XML viewer.
• Check Structure: Ensure the XML tags correspond to your data and that there are no syntax errors.
• Test Compatibility: If you’re planning to use the XML file in a web application or database, perform a test import to ensure compatibility.