Converting a List of Data to XML Using Microsoft Excel 2003 - CodeProject

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Converting a List of Data to XML usingMicrosoft Excel 2003By Mike Ellison | 23 May 2006 | Article

XML Windows Visual-Studio Dev Intermediate

A tutorial on using XML maps in Excel to convert spreadsheet data to XML.

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4.66 (23 votes)

Download sample files - 2.58 Kb

Introduction

Microsoft Excel 2003 supports XML in a variety of ways. One application of this XML functionality is theability to export a list of data to an XML format. This is particularly useful when working with data

originally in comma-separated value files (.csv files) or fixed-width data files. Both are plain text file

formats, and are common import/export options for database and spreadsheet applications.

Normally, an XSL stylesheet would be considered when transforming a data source to an XML output. An

XSL stylesheet will not help us transform .csvor fixed-width data into XML however, as XSL requires anXML-based source. A .csvor fixed-width file is easily imported into Excel though, and with a few

additional steps, may be exported to an XML format of choice.

An Excel list becomes exportable to XML when assigned anXML map. An XML map is an XML schema or

other file showing an example of the desired XML output, in which c ase Excel c an infer the schema.Either is associated with the spreadsheet containing the list data. The user then may perform drag-and-

drop operations to connect individual data fields from the map to the list source. Finally, the data is

exported with a menu command.

Step-by-step

The starting point for this task is straightforward: Excel is open, and you have either entered or imported

a list of data (e.g., a .csvfile). Include a heading row, identifying field names at the top of each column.For practice, you may use the file Sample.xls which may be downloaded with the link at the top of this

article.

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1. We will begin by creat ing the map file, which can be either an XML schema or a file showingexample XML output. Open Notepad or your desired text editor.

2. Enter and save the map file. For practice, you may use the file sectionsMap.xmlthat c omes withthe article download. In this illustration, we are creating an example XML document that

demonstrates the output we wish to achieve rather than use a schema. Excel will read the

example output and infer a schema appropriate for the map.

For the example output, create a root element. Nested within the root, create an element that isassociated with a single row of data in the list. The individual fields of data in the list row may be

identified as attributes of that element, or as child elements of the parent.

Once the element representing a full list row is complete, copy and paste it as a second element

within the root. It is important that the example output imply multiple elements to assoc iate with

multiple list rows. The picture below shows the tag repeated twice deliberately; this

allows Excel to infer that it will repeat throughout the list of data.

If the tag were not repeated in the example output, Excel would treat its association

as a single cell of data rather than a column of cells. Repeating the element in the

example allows Excel to infer an assoc iation to the column across multiple rows.

3. In Excel, with the sheet containing your list of data ac tive, choose the menu Data -> XML -> XML

Source. The XML Source task pane opens.

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4. In the XML Source task pane, click theXML Maps button.

5. In the XML Maps dialog, clickAdd..., and select the schema or XML example output file youcreated in step #2. If you are using an XML example rather than a schema, like the

sectionsMap.xmlfile from the article downloads, you will see the following dialog, which you maydismiss by clicking OK:

6. In the XML Maps dialog, the map file will be added. Click OKto dismiss the dialog.

7. The XML Source t ask pane will now display the map elements and at tributes.


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This is a good time to verify Excels interpretation of the example output. Each of the icons in the

XML map describes the interpretation of the given element or at tribute.

(source: Excel Help)

The picture above shows that the element in our example output file has been

interpreted as a repeating parent element. The repeating aspect of this interpretation isnecessary to correlate with repeating rows of list data. The elements children are the individual

fields of data across a given row.

8. Now, its time to assoc iate an individual child element or attribute in the map with its list column inthe source. Do this by clicking and dragging a field from the map to the list column header to whichit should be associated. When dropped on the column header, the list column will highlight and is

automatically converted to an Excel List object.

9. Repeat the drag-and-drop operation for each additional field, associating each field in the map with

its respective column of list data by dropping it on top of the column header.


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10. With the XML assoc iations made, it is time to export the data. Choose the menu Data -> XML ->Export and specify the location/filename to create the new XML file.

11. Open the newly created file in Notepad or another text editor to verify that the export has workedas desired.

Summary

A list of data in Excel, such as that which may be obtained from a .csvor fixed-width data file, may beexported to an XML format, provided an XML map has been assigned to the spreadsheet. An XML map

may either be an XML schema desc ribing the source data, or an XML document showing an example ofthe desired output format. In an example output f ile, a parent element is defined to correlate with a

given list row. The parent element is repeated at least once in the example output, allowing Excel to

infer its assoc iation to repeated rows in the list. Individual child attributes and elements may then beassociated with respective list columns through a drag-and-drop operation, connecting the XML child to

its related list field header. With the XML map in place and field items associated to columns of data, thedata may be exported with the menu command Data -> XML -> Export. When converted to XML, the list

data is then suitable for use as a source in an XSL transformation or any other XML application.

License

This article has no explicit license attached to it but may contain usage terms in the article text or the

download files themselves. If in doubt please contact the author via the discussion board below.

A list of licenses authors might use can be found here

About the Author

Mike Ellison

United States

I work for the University of Nevada, Las Vegas in the Office of Institutional

Analysis and Planning. Among other things, our office is c harged with themission of deriving useful information in support of administrative decision-

making from institutional data. Within the context of t hat mission, my office

mates and I apply technology in the form of custom data processingapplications, data extraction and analysis tools, reporting tools, relational

databases, OLAP solutions, data warehousing, and data mining.

Visit my blog at MishaInTheCloud.com


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Nice Article but one doubt

My vote of 5

My vote of 5

Excellent

Re: Excellent

Excellent one

Re: Excellent one

Generating XML in Excel (and other environments) withoutlimitations

Excellent clarification

Re: Excellent clarification

Time notation without frames

Re: Time notation without frames

closure of tags

Re: closure of tags

XML Attributes vs. Elements

Re: XML Attributes vs. Elements [modified]

excellent article for beginner-----thanks

Re: excellent article for beginner-----thanks

Re: excellent article for beginner-----thanks

Converting a List of Data to XML Using Microsoft Excel 2003 - CodeProject

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