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XML in Excel

By Pradeep SPradeep S

XML in Excel

XML in Excel (Table of Contents)

Introduction to Extensible Markup Language (.XML)

Designed for storing and transporting data. It is a markup language similar to HTML. XML File appears as below mentioned, where it is a note to John from Craig.

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XML File type & structure appears as below mentioned:

<note>
<to> John</to>
<from> Craig</from>
<heading>Reminder</heading>
<body>Don’t forget me this weekend!</body>
</note>

  • XML is just a piece of information wrapped in tags, just like the above-mentioned note.
  • Usually, most of the XML applications work as expected even if you add new data (or it is removed).
  • XML Simplifies tasks like data transport, data sharing, data availability & platform changes.
  • The XML standard is a flexible & easy way to create information formats.
  • XML helps out in electronically sharing structured data via the public Internet or through a corporate network.
  • XML is a hierarchical structure.

Definition of XML & XSD

  • XML Schema language is also referred to as XML Schema Definition (XSD).
  • XSD defines the structure of the XML file, which needs to be created and also it indicates where the columns need to be mapped in the tabular excel data.
  • It is also referred to as Extensible Stylesheet Language Transformation (XSLT) or (.xslt file).
  • XSD implement data type and validation to file.
  • XSD allows you to create elements, Data relationships & Data validation is defined in XML.
  • XML data files (.xml), which contains custom tags and structured data.

How to Import XML File in Excel?

You can import the XML file in Excel from the source option in the Developer tab. If the Developer tab is not available in the Ribbon, you need to add the developer tab with the mentioned steps or procedure.

Go to “File” and select “Options.” and select “Customize the Ribbon”, or you can right-click on the Home tab and select “Customize Ribbon”, as shown below.

In Excel Options –

Excel Options -XML

When you return to the main Excel page, you will see the Developer tab next to the view tab at the top. In that, if you need to select the source tool to map elements in your XML to your spreadsheet.

Developer Tab -XML

Let’s check out the steps available to convert an excel file to an XML data file & vice versa.

Step 1 – To Convert your Spreadsheet into XML, you need a Markup Schema

This markup schema defines each field that you’ll use in your XML file, i.e. the structure of the XML file. We have to do this outside Excel, in the other filetype.

In the below-mentioned spreadsheet, I have four types of column & information, i.e. Car makes, Car model, its year of manufacture, and at last, Car cost or value. So, in our Excel schema will have four different tags, and we need to create them.

XML Spreadsheet

In the above spreadsheet, it contains four columns, each of which will become an element. The car data in the above cells of excel are not independent. For example, I have four cells in a row; all that row data is related to each other, it provides details about a car type and its information, i.e., the brand name, model name, and year of purchase it is cost or value at present.

Open Notepad and add the following two lines; they are the standard pieces of information that XML files need at the beginning. (Note: It is optional ).

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<data-set xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">

Notepad - Codes

The element is declared from line three onwards. The record tags, i.e. < >, defines a single record described in our spreadsheet. Whereas other tags define the relevant pieces of information under that for that record. i.e.

<record>
<Make>Toyota</Make>
<Model>Fortuner</Model>
<Year>2010</Year>
<Value>949999</Value>
</record>

Finally, add the closing </record> tag at the end of the file in the note pad.

NOTE: The tags (< >) in the above notepad under the record refers to the column names; you have an option to give them any name you want apart from the original name mentioned in the excel tabular data! For example, instead of ‘’Value”, you can use “Cost”.

I just added the first-row data for the explanation purpose. You can add as many rows, based on your choice. Again, you can start with <record>, after the </record> tag. Once you entered the data in the notepad, you can save it as test.xml in the file name and save it on the desktop.

Save File name

Later, you can create a new excel file with filename XML.xlsx

As you have noticed, we entered one car detail (one record) in the XML file (NOTEPAD). Now, you have created a markup schema and saved it on your desktop.

Step 2 – How to Add this Markup Schema to New Excel File

In the Developer tab, click on Source in the XML section.

XML 5

XML window pane appears; click on XML Maps.

 XML Source

XML Maps window appears; in that, Click Add in the resulting window.

XML Maps

Then you can navigate to your XML file on the desktop, which you saved as Abc.xml, and you can select it.

Select XML Source

Due to excel version issues in my system, I am uploading other .xml file with another option. The other option in the developer tab is to select Import in the Home tab.

Import XML file

Once you select a .xml file on the desktop, a popup appears; click Ok.

Excel Schema

Now to import this excel data, right-click on the XML file name and select the MAP Element option.

Map Element

Then you will see the following popup, select the location to where you want your data.

XML Source 1

Then you will see the table headers in your excel sheet.

XML 7

Now under the developer tab, click on Import.

developer import

It will open a window to select the file.

Import XML file 1

Output:

ABCD

Another popup appears asking for cell reference, where you want the data to be placed.

import data 1

The import .xml file type appears as shown earlier. Similarly, the Export feature in the developer option will be available in your spreadsheet contains XML file data; otherwise, an export option will be greyed out.

Export File 2

Here, I opened an excel file containing XML file data; I can export it and save it as a .xml file type anywhere with an export option in the Developer tab.

Export File 1

Things to Remember About XML in Excel

  • Every bit of data you enter has to start and end with an identical tag, i.e. start with < Record> Data </Record> (End with).
  • Tag names are case sensitive, i.e. capitalization in the end tag should be the same as the beginning tag.
  • The XML file should always begin and end with a root tag. There can only be one root tag in a file. In the example above, the root tag is <Record>.
  • You can have an empty tag, i.e. you can mention or put the slash at the end of the tag instead of the beginning: <Record> </Record>.

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This is a guide to XML in Excel. Here we discuss How to Import & Export XML Data files along with practical examples and downloadable excel template. You can also go through our other suggested articles –

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