In the world of data analysis, the ability to convert various file types into Excel is crucial for effective reporting, data manipulation, and sharing. Excel remains one of the most versatile and widely used tools for managing and analyzing data, making it essential to know how to seamlessly convert files from various formats into Excel-compatible formats like .xlsx. This blog will provide detailed instructions on how to convert different file types—CSV, JSON, XML, PDF, and more—into Excel while outlining the limitations of each method.
Whether you’re a data analyst dealing with diverse file types or need a robust solution for automated conversions, this guide has you covered. It provides step-by-step methods to ensure accurate and efficient file-to-Excel conversions.

Table of Contents

Methods to Convert Files to Excel

1. Converting CSV to Excel

CSV (Comma Separated Values) is one of the most commonly used file formats for exporting and importing data. Converting CSV file to Excel Spreadsheet is straightforward in most cases.

Steps:

  • Open the CSV File in Excel:

    • Open Excel, then go to File > Open and select the CSV file.

    • Excel will automatically detect the CSV format and load the data into columns based on commas or delimiters.

  • Save as Excel Format:

    • After reviewing the data, go to File > Save As, and choose "Excel Workbook (.xlsx)" from the dropdown to convert csv file to Excel.

Limitations:

  • No Advanced Formatting: CSV files do not retain formatting, so any formatting from the original system (fonts, colors, etc.) will be lost in Excel.

  • Large Datasets: Large CSV files may take time to load and can slow down Excel, especially when nearing Excel’s row limit (1,048,576 rows).

 2. Converting JSON to Excel

JSON (JavaScript Object Notation) is a common format used for structured data, often coming from APIs or web services. Converting JSON data into Excel requires some extra steps.

Steps:

  • Open Excel and Import JSON:

    • Go to Data > Get Data > From File > From JSON. Select the JSON file you want to import.

  • Transform Data:

    • Excel will open the Power Query Editor. Here, you can transform the data (if necessary) by expanding objects and arrays. 

  • Load Data to Excel:

    • Once you’re satisfied with the transformations, click Close & Load to load the data into an Excel worksheet.

Limitations:

  • Complex Structures: External data files in JSON format with nested structures or arrays may require complex transformations in Power Query.

  • Learning Curve: Power Query is powerful but can have a steep learning curve for users unfamiliar with it.

 3. Converting XML to Excel

XML (Extensible Markup Language) is widely used for storing and transporting data. Excel offers built-in functionality to import XML files directly.

Steps:

  • Import XML into Excel:

    • Open Excel, go to Data > Get Data > From File > From XML, and select your XML file.

  • Map the Data:

    • Excel will parse the XML data and display it in a structured format. You can use Power Query to adjust how the data is loaded, depending on the structure of the XML file.

  • Load Data:

    • Click Load to import the data into your Excel sheet.

Limitations:

  • Nested Data Issues: Deeply nested XML files can be difficult to represent accurately in Excel.

  • Formatting: Like JSON, the XML data is often raw and may need additional formatting once loaded.

 4. Converting PDF to Excel

PDFs are often used for sharing reports, but it can be tricky to convert PDFs into Excel. While manual copy-pasting works for small datasets, automated methods are preferable for larger files.

Steps:

  • Using Excel online’s PDF Import Feature:

    • In Excel, go to Data > Get Data > From File > From PDF, and select the PDF file.

    • Excel will attempt to recognize and extract tables from the PDF. Review and select the data tables you want to import.

  • Using Adobe Acrobat or Other Tools:

    • If the Excel PDF import fails or doesn't yield satisfactory results, use Adobe Acrobat's export feature to convert the PDF to an Excel or CSV format.

    • In Adobe Acrobat, open the PDF and select File > Export To > Spreadsheet > Microsoft Excel Workbook.

Limitations:

  • Poor Data Recognition: Tables in PDFs may not always be recognized correctly, especially if they are formatted with complex layouts.

  • Manual Cleanup: Data extracted from PDFs often requires manual cleanup, particularly with complex files.

 5. Converting Text Files (.txt) to Excel

Text files with delimited data (commas, tabs, etc.) can be converted into Excel similarly to CSV files.

Steps:

  • Open the Text File in Excel:

    • Go to File > Open and select your text file.

    • The Text Import Wizard will appear. Select the appropriate delimiter (comma, tab, etc.) to ensure Excel parses the file correctly.

  • Load Data:

    • Once the data is displayed, review it and save it as an Excel file (`.xlsx`) to convert text file to Excel.

Limitations:

  • Manual Parsing: If the data is inconsistently delimited, manual parsing and cleanup may be required.

  • No Formatting: Like CSV, text files don’t carry over any formatting or formulas.


6. Converting Files Using Online Tools

Several online platforms like Zamzar and SmallPDF offer quick conversion between various file formats and Excel.

Steps:

  • Upload File to Online Tool: Go to the website and upload the file you want to convert.

  • Choose Excel as the Output Format: Select Excel (`.xlsx`) as the desired output format and click Convert.

  • Download the Converted File: Once the conversion is complete, download the Excel file.

Limitations:

  • Privacy Concerns: Uploading sensitive data to online platforms may raise security concerns.

  • File Size Limits: Many online tools have file size limits unless you subscribe to their premium services.

  • Limited Customization: You may not have much control over how the data is transformed during the conversion.

You have seen different ways to move data from file to Excel depending on the file type. But the shortcomings suggest looking for one tool that can replicate your data with the increase in volume.

7. Using ETL Platforms to Convert Files to Excel

Integrate.io is a data integration platform that simplifies the process of moving data between different systems, including converting file to Excel. It provides a low-code interface for setting up data pipelines in just a few clicks and is an Excel converter.

Steps:

  • Connect to Your Data Source: Set up a connection to your data source (e.g., CSV, JSON, XML, API, etc.) via Integrate.io’s intuitive UI.

  • Create a Data Pipeline: Use Integrate.io’s drag-and-drop pipeline builder to transform and drop files to Excel. Integrate.io supports exporting data directly to Excel or other formats like CSV.

  • Automate the Process: You can automate the pipeline to schedule regular exports.

The key benefits of using the platform are,

  • We support 220+ built-in data transformations for cleaning,  securing, or modifying your data for specific use cases.

  • Supports many files so that you don’t need to apply different methods for replicating each.

Conclusion

Whether you're handling CSVs, JSON, XML, PDFs, or other file types, each method of data migration offers different levels of ease, flexibility, and automation. Simple formats like CSV and text files are easy to convert manually, while more complex formats like JSON and XML may require additional tools like Power Query to structure the data correctly. PDF conversions can be challenging but are manageable with Excel’s built-in tools and manual adjustments.

For businesses and analysts dealing with recurring conversions or large datasets, leveraging platforms like Integrate.io can streamline the process, automating data flows into Excel while minimizing manual intervention. Ultimately, the best method depends on your specific use case, technical expertise, and the complexity of the data along with whether it is supported in windows or mac depending on your preference. To get started with automating your files to Excel now, schedule a time to speak with one of our Solution Engineers here. 

FAQs

1. Can I automate the conversion of files to Excel?

  • Yes, you can automate file conversions using Power Query for structured data (JSON, XML) or via VBA macros in Excel. Third-party tools like Integrate.io can also automate workflows involving data conversions.

2. Why does my converted CSV file look messy in Excel?

  • This often happens if the file uses inconsistent delimiters or if there are special characters in the data. Ensure you select the correct delimiter during the import process or clean the data in a text editor before importing.

3. How can I convert a password-protected PDF to Excel?

You’ll need to unlock the PDF using Adobe Acrobat or an online tool before conversion. Once unlocked, you can follow the standard steps to convert the PDF to Excel.