More about XLS to CSV (Spreadsheet converter)

What is an XLS File?

An XLS file is a spreadsheet file format used by older versions of Microsoft Excel (Excel 97-2003). This format is typically used to store data, including text, numbers, formulas, and formatting. The XLS format is binary-based, meaning it stores data in a specific structure that is readable only by certain programs, primarily Microsoft Excel. Although XLS files can contain multiple sheets, formulas, and advanced features like charts, they can be cumbersome to work with outside of Excel or compatible applications.

Despite being outdated with the release of the newer XLSX format (introduced in Excel 2007), XLS files are still in use in various industries and organizations, especially when dealing with legacy systems or older versions of Excel.

What is a CSV File?

CSV (Comma Separated Values) is a plain-text file format used to store tabular data, where each line of the file represents a row of data and each field in the row is separated by a comma (or another delimiter such as a semicolon). CSV files are simple and lightweight, making them ideal for data exchange between different software applications, including spreadsheet programs like Microsoft Excel, Google Sheets, and even databases.

Unlike XLS files, CSV files do not support advanced features such as formulas, cell formatting, or multi-sheet workbooks. They only store raw data in a tabular form, which makes them highly compatible across platforms and software applications. Due to their simplicity and wide compatibility, CSV files are often used for importing and exporting data between systems.

Why Convert XLS to CSV?

Converting an XLS file to a CSV file can be beneficial in several situations. Here are some common reasons for converting your XLS file to CSV:

• Data Portability: CSV files are universally supported by almost every data-processing application, including databases, spreadsheet programs, and programming languages. If you need to share data with others who may not use Excel, converting to CSV ensures compatibility.
• Lightweight File Format: CSV files are much smaller in size than XLS files since they only store raw data without any advanced formatting, formulas, or embedded features. If you need to reduce file size or speed up data processing, converting to CSV can help.
• Ease of Use: CSV files can be easily opened and edited in any text editor, allowing you to view or make quick changes to your data without needing specialized software like Excel.
• Data Extraction: If you want to extract or work with the raw data from an XLS file and do not need the formatting or formulas, converting to CSV will provide a cleaner, more straightforward dataset.

How to Convert XLS to CSV

Converting an XLS file to a CSV is simple and can be done in several ways. Here are the most common methods to perform the conversion:

• Using Microsoft Excel: The easiest way to convert an XLS file to CSV is by using Microsoft Excel. Follow these steps:
  1. Open the XLS file in Microsoft Excel.
  2. Click on “File” in the top-left corner and select “Save As.”
  3. Choose the location where you want to save the new file.
  4. In the “Save as type” dropdown, select “CSV (Comma delimited) (*.csv).”
  5. Click “Save.” You will be prompted that only the active sheet will be saved in the CSV format. Click “OK” to proceed.
  6. Note that if your XLS file contains multiple sheets, only the data from the active sheet will be converted to CSV. You may need to repeat the process for other sheets if necessary.
• Using Google Sheets: If you do not have Microsoft Excel, you can use Google Sheets to convert XLS to CSV. Here’s how:
  1. Upload your XLS file to Google Drive.
  2. Open the file with Google Sheets.
  3. Click on “File,” then “Download,” and select “Comma-separated values (.csv, current sheet).”
  4. The current sheet will be downloaded as a CSV file. If you have multiple sheets, repeat the process for each one.
• Using LibreOffice Calc: LibreOffice Calc, a free alternative to Excel, also allows you to convert XLS files to CSV. Follow these steps:
  1. Open the XLS file in LibreOffice Calc.
  2. Click on “File,” then “Save As.”
  3. Select “Text CSV (.csv)” as the file type.
  4. Click “Save.” You’ll be prompted to choose the delimiter (e.g., comma, semicolon). Select the appropriate delimiter and confirm.
• Using Online Conversion Tools: If you prefer a quick and easy way to convert XLS to CSV, many online tools are available. These tools typically involve uploading your XLS file and selecting CSV as the output format. However, be cautious about uploading sensitive or private data to third-party websites.

Step-by-Step Guide to Converting XLS to CSV Using Microsoft Excel

If you want to convert an XLS file to CSV using Microsoft Excel, follow this simple guide:

1. Open your XLS file in Microsoft Excel.
2. Click on the “File” tab in the upper left corner.
3. Select “Save As” and choose the location to save your new file.
4. In the “Save as type” dropdown, select “CSV (Comma delimited) (*.csv).”
5. Click “Save.” Excel will warn you that only the active sheet will be saved in CSV format, click “OK.”
6. Your file will now be saved as a CSV file. If your workbook contains multiple sheets, repeat this process for each sheet you want to save as CSV.

Benefits of Converting XLS to CSV

There are several advantages to converting an XLS file to CSV:

• Universal Compatibility: CSV files are supported by nearly all data processing software, including databases, spreadsheet programs, and programming languages, making it easy to share data across platforms.
• Smaller File Size: CSV files are typically smaller than XLS files because they do not contain advanced formatting, formulas, or charts, reducing the overall file size.
• Simple and Portable: CSV files are easy to open and edit in any text editor, making them an ideal format for data analysis, automation, and exchange between systems.
• Easy Data Extraction: CSV files store only raw data, making it easy to extract and manipulate data without worrying about complex formatting or formulas.

Things to Keep in Mind When Converting XLS to CSV

While converting XLS to CSV is a straightforward process, there are a few things to keep in mind:

• Loss of Formatting: When you convert from XLS to CSV, all formatting, formulas, charts, and other advanced features of Excel are removed. Only the raw data will be saved in the CSV file.
• Single Sheet Conversion: CSV files only support a single sheet of data. If your XLS file contains multiple sheets, you will need to convert each sheet individually to a separate CSV file.
• Character Encoding: Be mindful of the character encoding when saving your CSV file, especially if your data contains non-English characters or special symbols. Ensure that you choose the correct encoding (usually UTF-8) to preserve data integrity.

Conclusion

Converting an XLS file to CSV is a simple and effective way to make your data more accessible and compatible with various platforms and software. Whether you’re reducing file size, sharing data with others, or preparing your data for use in a database, CSV is a widely-used format that can handle tabular data efficiently. Remember, however, that converting to CSV will remove all advanced features like formulas and formatting, so ensure that CSV is the right format for your needs.