How To Convert Visio To Excel

Do you struggle with converting Visio diagrams to Excel sheets? Don’t worry, you’re not alone. Many people find this process confusing and time-consuming, especially when dealing with large amounts of data. In this article, we will guide you through the steps of converting Visio files to Excel, making your work easier and more efficient.

What Is Visio and Excel?

Visio and Excel are both powerful tools that serve different purposes. Visio is a diagramming tool, perfect for creating flowcharts, organizational charts, and other visual representations. On the other hand, Excel is a spreadsheet application designed for organizing, analyzing, and storing data. While Visio helps with the visualization of complex information and processes, Excel excels in data manipulation and numerical analysis.

Why Would Someone Want to Convert Visio to Excel?

There are several reasons why converting Visio to Excel can be advantageous. Excel offers more advanced capabilities for data analysis and manipulation compared to Visio. Its tabular format allows for easier organization, calculation, and sharing of data, which is especially beneficial for those who heavily rely on Excel for their data management needs.

Furthermore, Excel provides a versatile platform for collaborating and effectively presenting data. In 1985, Microsoft introduced the first version of Excel for Macintosh, which quickly became the leading spreadsheet application, revolutionizing data analysis and computation.

What Are the Steps to Convert Visio to Excel?

Converting a Visio file to Excel can be a useful way to transfer data and diagrams between different programs. But how exactly do you go about this process? In this section, we will outline the steps to convert Visio to Excel, including saving the Visio file as an XML file, importing the XML file into Excel, and making any necessary adjustments to the data in Excel. Follow these steps and you’ll be able to easily convert your Visio diagrams into an Excel spreadsheet.

Step 1: Save the Visio File as an XML File

Steps to save the Visio file as an XML file:

  1. Open the Visio file you want to convert.
  2. Click on ‘File’ and select ‘Save As’.
  3. Choose ‘XML Drawing (*.xml)’ from the file format options.
  4. Click ‘Save’ to save the Visio file as an XML file.

True story: I once had to convert a complex Visio diagram into an Excel spreadsheet for a project. Following these steps made the process seamless, allowing me to analyze the data more effectively.

Step 2: Open Excel and Import the XML File

  1. Open Excel on your computer.
  2. Click on the ‘Data’ tab in the Excel ribbon.
  3. Choose ‘Get Data’ and then select ‘From Other Sources’.
  4. Click on ‘From XML Data Import’ and navigate to the location where the Visio XML file is saved on your computer.
  5. Select the XML file and click ‘Import’ to bring the Visio data into Excel.

Step 3: Adjust the Data in Excel

  • Select the relevant data cells and apply the desired formatting, such as changing font styles or colors.
  • Utilize Excel’s functions to perform calculations or data analysis, ensuring the accuracy of the adjusted data.
  • Consider using conditional formatting to highlight specific data points based on set criteria, enhancing the visual representation of the adjusted data.

When adjusting data in Excel, it is important to maintain consistency in formatting and validate the accuracy of the data to seamlessly integrate it into your workflow.

What Are the Benefits of Converting Visio to Excel?

Converting Visio diagrams to Excel spreadsheets can offer a variety of benefits for data management and analysis. In this section, we will discuss the advantages of converting Visio to Excel and how it can improve your data manipulation, formatting options, and data analysis capabilities. By the end, you will have a better understanding of why converting Visio to Excel may be a valuable tool for your business or personal projects.

1. Easier Data Manipulation

  • Utilize Excel’s filtering and sorting tools to easily manipulate data extracted from Visio diagrams.
  • Employ Excel’s formulas and functions for quick data calculations and transformations.
  • Utilize Excel’s pivot tables and charts to visualize and analyze Visio data efficiently.

2. More Formatting Options

  • Customization: Excel offers advanced formatting tools, allowing users to customize data presentation and aesthetics.
  • Conditional Formatting: Excel provides various conditional formatting options, enabling users to visually highlight specific data based on defined criteria.
  • Charts and Graphs: With Excel, users can create a wide array of charts and graphs to represent data in a visually appealing manner.

The concept of spreadsheet software dates back to the late 1970s, with the introduction of VisiCalc, considered the first electronic spreadsheet for personal computers. Its innovative features revolutionized data management and analysis, laying the foundation for modern spreadsheet applications. Additionally, Excel offers even more formatting options, giving users even more control over the appearance of their data.

3. Better Data Analysis

  • Utilize Excel’s advanced functions for better data analysis.
  • Apply pivot tables for dynamic data summarization.
  • Use Excel’s charting features for visual representation of data trends.
  • Employ Excel’s filtering and sorting options for comprehensive data examination.

Are There Any Limitations to Converting Visio to Excel?

While converting Visio to Excel can be a useful tool for organizing and analyzing data, it is important to consider its limitations. In this section, we will discuss the potential drawbacks of converting Visio to Excel, including the loss of Visio-specific features and potential data loss. By understanding these limitations, users can make an informed decision about whether converting Visio to Excel is the right choice for their specific needs.

1. Loss of Visio-specific Features

  • Lack of custom shape data: While Excel is great for tabular data, it may not fully support unique Visio shapes and related data.
  • Loss of Visio-specific features: Converting to Excel may lead to the loss of visual representations and diagrams specific to Visio.
  • Formatting constraints: Excel might not offer the same level of formatting options for certain Visio-specific elements.

Fact: Converting Visio files to Excel can be a complex process due to the intricate nature of Visio-specific features and data.

2. Potential Data Loss

  • Ensure data integrity: Validate that the converted Excel file accurately represents the original Visio data.
  • Check for data corruption: Examine if any information is missing or distorted after the conversion.
  • Compare file sizes: Compare the size of the original Visio file with the converted Excel file to detect potential data loss and formatting discrepancies.

Fact: Converting Visio diagrams to Excel can result in potential data loss and formatting discrepancies, potentially impacting data accuracy.

What Other File Formats Can Visio Be Converted to?

While Visio is a powerful tool for creating diagrams and charts, you may find yourself needing to convert your files to different formats for various reasons. In this section, we will discuss the different file formats that Visio can be converted to, including PDF, JPEG, PNG, SVG, and HTML. Each format has its own unique benefits and uses, so it’s important to understand how to convert your Visio files to these formats for a more versatile and convenient experience.

1. PDF

  1. Open the Visio file you want to convert to PDF.
  2. Go to ‘File’ and click on ‘Save As.’
  3. Choose PDF as the file format and click ‘Save.’


If you need to easily share visual representations or graphics with others, converting Visio files to JPEG can make them more accessible and viewable on various devices.

  1. Open the Visio file that you want to convert to JPEG.
  2. Click on ‘File’ and choose ‘Save As.’
  3. From the dropdown menu, select JPEG as the file format.
  4. Adjust the settings if necessary, such as the image quality or resolution.
  5. Click ‘Save’ to convert the Visio file to JPEG.

3. PNG

  1. Open the Visio file you want to convert to PNG.
  2. Go to ‘File’ and select ‘Save As’.
  3. Choose ‘PNG’ as the file format for the conversion.
  4. Adjust any additional settings and click ‘Save’ to complete the process.

4. SVG

SVG, or Scalable Vector Graphics, is a file format for 2D graphics that supports interactivity and animation. When converting Visio to this format, the graphics become scalable without losing quality and can be easily manipulated using code or graphic design software. SVG files are widely used for web graphics and are supported by most web browsers, making them a versatile choice for sharing visual data.


  1. Create an HTML file with the <a href=’’>Visio to Excel converter</a> tool.
  2. Open Visio and select ‘File’ > ‘Save As’ > ‘Browse’ to choose the HTML format.
  3. Import the HTML file into Excel by choosing ‘Data’ > ‘From Web’ and entering the file’s URL.

Pro-tip: When converting Visio diagrams to HTML for Excel, ensure the accuracy of data by double-checking the formatting and layout post-conversion.

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