How to Export Data from Excel to Doc, PDF, CSV, XML, vCard

This is an overview.

Feature Image of Exporting Data



What is Exporting Data?

Exporting data from Excel is saving or transferring the spreadsheet information to another file (CSV, TXT, PowerPoint, PDF, or SQL Database).

Why Do We Need to Export Data from Excel?

  • Exporting enables sharing Excel data with individuals who do not use Excel.
  • Facilitates collaboration across diverse platforms and software.
  • Supports the integration of Excel data into external systems.
  • Allows the creation of reports in alternative formats (CSV, TXT, PDF) or databases.

1. Using the “Save As” Command to Export Excel Data to Text or CSV File

You can export data from Excel to Text or CSV using the “Save As” command.

This is the sample dataset.

To export this data to a CSV file:

 Data for Exporting as CSV


  • Click the File tab.

Clicking on File to Export Data from Excel

  • Click Save As> Browse.

Clicking on Browse to Export

  • Select CSV (Comma Delimited) in Save As Type > Choose the Folder Location> Enter the Folder Name> Click Save.

Select CSV to Export Data

  • If you open the Notepad, you will see the exported data separated by commas.

Saved as CSV

Note: If your Workbook contains multiple worksheets, it will only export the data in the Active worksheet.

When this dialogue box is displayed, click OK to continue exporting.

Click on OK to Start Exporting

2. Exporting Data from Excel to PDF

Export data from Excel to PDF without using any converter.

2.1. Exporting the Full Excel Data to PDF

To export the whole worksheet into PDF file format:

Full Data


  • Click File> Save As> Browse.

Click on Browse to Start Export

  • Select PDF in Save As Type > Choose the Folder Location> Enter the Folder Name> Click Save.

Select PDF in the Drop-down Menu

  • The worksheet is saved as a PDF.

Full PDF

2.2. Export Part of Excel Data to PDF

Export the selection (B5:E15) to PDF.

Making PDF based on Selection


  • Select B5:E15.

Select the Range to Export

  • Select PDF in Save As Type> Choose the Folder Location> Enter the Folder Name> Click Options.

In the Options dialog box:

  • Check Selection in Publish what.> Click OK.

  • Click Save.

Saving the PDF

The exported data will be displayed in a PDF.

PDF of the Selection

2.3. Using VBA Macros to Export the Full Excel Data to PDF

  • Click Developer > Visual Basic in Code

Enable Visual Basic

  • Click Insert> Module.
  • In the module, copy and paste the code below.> Save the file as a macro-enabled file.> Press F5.
Note: Before pasting the code into module, change the file path in the name of the variable savePath. Otherwise, the code won’t run in the module.


Sub SaveAsPDF()
' Define variables
Dim ws As Worksheet
Dim savePath As String

' Set the current worksheet
Set ws = ActiveSheet

' Specify the path and filename for the PDF
' Change "C:\Path\to\save\file.pdf" to your desired path and filename
savePath = "C:\Users\SHUVO\Desktop\HP\HP_02\Output File\Full PDF by VBA.pdf"

' Save the worksheet as PDF
ws.ExportAsFixedFormat Type:=xlTypePDF, Filename:=savePath, Quality:=xlQualityStandard

' Optional: Display a message when the PDF is saved
MsgBox "PDF saved successfully!"
End Sub

In the Macros dialog box:

  • Select "SaveAsPDF"> Click Run.

Run the Macros

  • A message box will display: "PDF saved successfully".

Export Data Completed

The PDF is created.

Exported Data in PDF File

3. Exporting Excel Sheets to Word

Export data from Excel to Microsoft Word:

3.1. Using the Copy Paste Method

To export from Excel to Word without losing format, copy the data and paste it into Word.

Export the dataset into Microsoft Word:

Data to Exported to Word

  • Select the data.> Right-click.> Click Copy. (Or press Ctrl+C).

Clicking on Copy

  • Paste the data into Word (Press Ctrl+V). The exported data will appear in a table. Adjust the column width to fit the pasted data.

Exported Data in Word

3.2. Using the Object Insertion Method

Export the dataset below to Word:

Data in Excel


  • Open a Word file> Place the cursor on the page where you want to export the data.> Click Insert > Object.

Clicking on Object to Export Data from Excel

  • Click Create from File in Object > Browse.

Click on Browse to Select the File

  • Find and select the worksheet. (Make sure your workbook is open and place the cursor on the dataset that you want to export.)> Click Insert.

Select the File to be Exported

  • Click OK.

Click on OK

The dataset is exported from Excel to Word.

Exported Data

Note: If your Workbook has multiple worksheets. You can only import one sheet (Active sheet) at the time.

3.3. Embedding a Spreadsheet into a Word Document

To add this data table to a Word file:

Input Data


  • Open Word.> Click Insert> Table.> “Excel Spreadsheet”.

Clicking on Excel Spread Sheet

  • This will enable a spreadsheet interface into your Word file. Copy and paste the data to this table.

Excel Spreadsheet in Word

  • This is the output.


Benefits of Transferring Data from Excel to a Word Document

  • Display numbers, tables, and charts from Excel.
  • Share data along with explanations in Word.
  • If your Excel numbers change, Word updates them automatically.
  • Share detailed reports by blending Excel data with Word explanations.
  • Have important info, including Excel data, in one Word document.
  • Easy control over printing.

4. Exporting Data from Excel to PowerPoint

You can also export or embed your data to PowerPoint.

Export the dataset to PowerPoint as a picture.

Data to be Imported to Powerpoint

  • Select the data.> Right-click > Click Copy.

Copy the Table

  • Open the PowerPoint.> Press Ctrl+Alt+V.> Check Paste.> Select Picture (Windows Metafile) in As:> Click OK.

Import As Picture

  • Or right-click > Click Paste as Picture.

Paste as Picture

This is the output.

Exported Data

5. Exporting Data from Excel to Google Sheets

Export data from Excel to Google Sheets.

Export this file:



Create new Sheet

  • Click File.> Import.

Click on Import

  • Click Upload.> Browse.

Click on Browse

  • Select the file (Different Worksheet).> Click Open.

Select the File

  • Click Import Data> Open Now.

Click on Open Now to Start Exporting

  • Exported data will be displayed in the Google Sheet.

Exported Data in Sheets


If you have multiple sheets, it will upload the whole workbook.

Loss While Converting Excel Files to Google Sheets:

  • Macros and VBA Codes
  • Interactive Controls
  • Charts, Split Worksheets, and Linked Shapes.

Formats Compatible with Google Sheets:

The supported formats of Excel files are:

.xls, .xlsx, .xlsm,.xlt, .ods, .csv, .tsv, .tab

6. Exporting Excel Sheets to XML

Export Excel sheets to XML files.

To export data from Excel to XML, Schema is needed. XML Schema (XSD) is like a set of instructions for XML documents to: organize and validate data, include rules for elements, attributes, and data types.

Export this dataset to XML.

Dataset for Exporting it to XML

  • Enter the schema as follows in the Notepad.

X=Number of columns in your dataset.

A, B, C are the name of columns name.

Schema Code:

<?xml version="1.0" encoding="UTF-8"?>
<xs:schema xmlns:xs="">
<xs:element name="Projects">
<xs:element name="Project" maxOccurs="unbounded">
<xs:element name="ProjectID" type="xs:string"/>
<xs:element name="ProjectName" type="xs:string"/>
<xs:element name="StartDate" type="xs:date"/>
<xs:element name="Analyst" type="xs:string"/>

Schema Code for Exporting

  • Save it as “.xml” (Export to XML.xml).> Click Save.

Saving it as xml Export

  • Click Developer > Source.> XML Maps> Add in the “XML Maps” dialogue box.

Adding XML Maps

  • Select the file.> Click  Open.

Adding Xml Export

  • Click OK.

Xml being added

  • Select the Column header > Double click “ProjectID”.

Double Click Here

  • The first column will be displayed.

Appear as Table Column

  • Repeat the procedure for each column and the data will appear as a table.> Click Developer > Export.

Converted Table

  • Select a folder to export.> Click Export.

Click on Export

The exported data will be displayed as follows if you open the file in Notepad.

Exported to XML

7. Exporting Data from Excel to a vCard

A VCF, or vCard is a digital business card. It holds contact info like names, addresses, and emails.

Convert the dataset  into a VCF file or  vCard.

Dataset to be Exported to vCard

Convert  data into a CSV file:

  • Click File.
  • Click Save As> Browse.
  • Select CSV (Comma Delimited) in Save As Type > Choose the Folder Location> Enter the Folder Name (Contacts)> Click Save.

The contact information is saved as a CSV file.

Saved the Data as CSV

Export data to a VCF file:

  • Click the Windows icon> Click Run.

Open the Run App

  • Enter Contacts into the Open box in the Run dialog box.> Click OK.

Click on OK

In the Contacts pane:

  • Click Import.

Click on Import

  • Select CSV (Comma Separated Values) in “Import to Windows Contacts” dialog box.> Click Import.

Select CSV

  • Click Browse.

Click on Browse

  • Select the file. (Contacts).> Click Open.

Click on Open

  • Click Next.

CLick on Next

  • Check Email.> Select ‘E-mail Address” in the “Change Mapping” dialog box.> Click OK.

Select E-mail Address

  • Check  Email.> Select ‘E-mail Address” in the “Change Mapping” dialog box.> Click OK.> Finish.

Finish the Field


  • Click  Export.

Click on Export

  • Select vCards(folder of .vcf files) in the dialog box.> Click Export.

Select Vcar and Click on Export

  • Click “Make New Folder”.> Rename it: “Contact VCF”.> Click OK.

Click on OK.

  • Click OK.

Contacts being Exported

  • Choose vCards(folder of .vcf files).> Click Close.

Click on Close

  • This is the output.

Exported Contacts as vCard

Click any VCF file, it will show the details about the person in a vCard.

Excel exported as vCard

8. Exporting Data from Excel to a SQL Server

The SQL Server Management Studiol’19 was used.

Data to be Exported to SQL Server

Export the data above into Database_A as shown in the image below.

Export Data in this Database

To export data to the SQL server:

  • Open SQL Server Management Studio’19.> Right-Click Database> Click Tasks.> Import Data.

Clicking on Import Data

  • Click NEXT in the SQL Server Import and Export Wizard.

Click on Next

  • Select Microsoft Excel in Data Source> Click Browse.

Clicking on Browse

  • Go to the folder and select the Excel file. > Click Open.

Clicking On OK after Selecting the File

  • Click NEXT in the Wizard.

Click on NEXT.

  • Select Microsoft OLE DB Driver for SQL Server in Destination > Click Properties.

Select Destination

  • Enter the Name of your SQL Server in “Select or enter a server name” > Select Windows Authentication in “Enter information to log on to the server”.> Click Test Connection.> OK in the dialog box that shows “Test Connection Succeeded”.

 Checking the Connection

  • Select Database_A in “Select the database” > Click OK in “OLE DB Driver for SQL Server Data Link” > Click OK.

 Selecting the Database

  • Click NEXT in the Wizard.

Clicking on NEXT

  • Check “Copy data from one or more tables or views”.> Click NEXT.

 Check the Item to Export

  • Select the sheet Data (For SQL).> Click Preview > OK. > NEXT.

Selecting the Worsksheet

  • Check “Run immediately” in the Wizard.> Click NEXT.

Click on NEXT

  • Click Finish to complete the task.

Finishing the Wizard

  • The message “The execution was successful” is displayed.
  • Click Close.

 Closing the Wizard

  • Select ’Data (for SQL)$’ in Database_A.

Table in the Database

  • Click New Query.> Enter the code “select*from. [‘data(for SQL)$’” in the new query.> Click Execute.

This will run the code and show the preview of the database that was exported from Excel.

Exported Data

How to Export Data from Excel and Create a Folder List with the File Explorer?

Create multiple folders based on the cell’s names in Excel.

Create a folder for each name in the dataset using a batch file in Notepad.

Overview of Exporting and Creating Folders

  • Create a new column and name it “Folder Name”.> Select C6.> Use the following formula in the cell to add MD (Make Directory) before every name.

=”MD” &” “&B6

  • Press Enter.> Copy the data in C6:C15.

Placing the Formula to add MD

  • Open the Notepad.> Paste the data.

Copy and Pasting it to Notepad

  • Click File.> Save As.> Choose a Folder to save it.> Name the file.> Use .bat (it creates batch files.) as an extension at the end of the name (Create Folder.bat).> Click Save.

Create the folder

  • Double-click  Create Folder.bat file.
  • A folder is created for each name as shown below.

 Created Folders

Download Practice Workbook

Download the workbook.

Export Data from Excel: Knowledge Hub

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Zahid Shuvo
Zahid Shuvo

Zahid Hasan Shuvo, a Naval Architecture and Marine Engineering graduate from BUET, Bangladesh, has contributed nearly a year to the Exceldemy Project as an Excel and VBA Content Developer. Within this timeframe, he has crafted over 8 tutorial articles, and besides offering valuable solutions to aid users effectively. Zahid also expresses keen interests in Excel & VBA, Data Analysis, Machine Learning, AI Engines, and Prompt Engineering, showcasing a diverse skill set and contributing to the dynamic environment of... Read Full Bio

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