When a client, system, or an older version of Office requires an XLS file, but you have a batch of XLSX spreadsheets, saving each one individually is very inefficient. This article uses HeSoft Doc Batch Tool as an example to explain how to use the Excel to XLS conversion feature in office software to import multiple Excel files at once, convert them uniformly, and output them centrally. The article covers applicable scenarios, comparisons before and after processing, specific steps, and precautions, suitable for office users who need to batch process spreadsheet formats.
Many people encounter format mismatch issues when working with Excel spreadsheets: the file saved on their own computer is an .xlsx file, but the other party requires .xls; the business system can only upload XLS; older computers in the company have older versions of Office installed, and opening new format spreadsheets often triggers compatibility prompts. Converting a single file isn't much trouble, but when the number of files increases, opening each one and saving it individually becomes low-value, repetitive labor.
This article introduces a more suitable approach for batch office tasks: using the "Excel to Xls" feature in HeSoft Doc Batch Tool to convert multiple XLSX files to XLS format in one go. HeSoft Doc Batch Tool is office software focused on batch processing needs for documents, spreadsheets, PDFs, images, and other files, ideal for handling format conversion, file organization, and other repetitive tasks. The following sections illustrate the actual results and operation steps with screenshots.
Applicable Scenarios: Why Convert XLSX to XLS
Although .xlsx is now a very common Excel file format, .xls has not completely disappeared in practical office work. Common reasons include: older Excel or WPS environments having unstable support for the new format; internal company system upload templates being restricted to .xls; finance, HR, and warehouse management software only recognizing the older format; clients or cooperating units specifically requiring XLS format submission; and historical data archiving needing consistency with the original format.
These scenarios share a common characteristic: they often involve processing not just one file, but a batch of files. For example, a project might have multiple data sheets, a department might have multiple monthly statistical reports, or a folder might centrally store employee information sheets, image path test sheets, data import sheets, etc. If converted manually, efficiency drops rapidly as the number of files increases. Therefore, using office software that batches Excel format conversions better meets practical needs.
Result Preview: Clear Change in File Extension Before and After Conversion
From the pre-processing screenshot, you can see multiple Excel spreadsheets in the current folder, all with the .xlsx extension. For example, Employee Information 1.xlsx, Image1.xlsx, Local image path test.xlsx, Image1(1).xlsx, Image1(2).xlsx, Employee Information.xlsx, etc. These files are the originals requiring conversion.
After processing is complete, the file extension has changed to .xls. The screenshot shows files like Employee Information 1.xls, Employee Information.xls, Image1(1).xls, Image1(2).xls, Image1.xls, Local image path test.xls. This means the original batch of XLSX spreadsheets has been uniformly converted to XLS format.
This before-and-after change is very intuitive: the main part of the file name remains essentially unchanged for easy identification and matching; the extension changes from xlsx to xls, meeting the format requirements of older Excel versions or business systems. For batch file processing, maintaining naming consistency is very important as it reduces subsequent search and delivery costs.
Operation Step 1: Find the Excel Conversion Function in the Software
After opening HeSoft Doc Batch Tool , the function category navigation is on the left. Based on the screenshot, the software provides categories like Home, Task Flow, All Tools, File Name, Folder Name, File Organization, Word Tools, Excel Tools, PowerPoint Tools, PDF Tools, etc. Since the current goal is to process Excel spreadsheets, you need to click "Excel Tools" on the left.
On the Excel Tools page, you can see many batch processing feature cards, including Excel to JPG Image, Excel to Word, Excel to PDF, Excel to XPS, Excel to Csv, Excel to Xlsx, Excel to Xlsm, etc. The function highlighted in the screenshot is "Excel to Xls," with the description "Batch convert Excel files to Xls format." Click this function to enter this conversion task.
Selecting the correct function is critical. If the goal is to turn files into older Excel workbooks, choose "Excel to Xls"; if the goal is PDF, CSV, or another format, select the corresponding function. Do not just look for the words "Excel conversion," but also confirm the final output format is Xls.
Operation Step 2: Import the XLSX Files for Batch Conversion
After entering the "Excel to Xls" page, two main import entry points appear at the top of the interface: "Add Files" and "Import Files from Folder." For a few files, you can click "Add Files"; for many spreadsheets centrally stored in the same directory, it is recommended to use "Import Files from Folder" to reduce the time spent repeatedly selecting files.
The screenshot shows 6 records have been imported. The table columns display File Name, Path, Extension, Creation Time, Modification Time, and Actions. The Extension column shows xlsx, indicating that the imported files are the new-format Excel files awaiting conversion. The summary at the bottom shows a record count of 6, making it easy for users to confirm the number of files in the current task.
The expected result of this step is that all Excel files needing conversion to XLS appear in the list. If the list is empty, it means no files have been added yet; if the count is incorrect, you need to add more or remove extra items. The actions column on the right provides a delete icon to remove individual files; the "Clear" button at the top is suitable for starting over if the wrong selection was made.
Operation Step 3: Check Name, Path, and Extension to Avoid Misprocessing
The biggest advantage of batch conversion is speed, but it also means that if an import error occurs, the error is amplified across the batch. Therefore, before proceeding to the next step, it's recommended to carefully check the file list. First, look at the Name column to confirm that files like Employee Information, Image1, Local image path test are all the spreadsheets you need to process this time; second, check the Path column to confirm the files are from the correct directory; finally, look at the Extension column to confirm these files are indeed Excel files.
If your company has multiple project folders, path checking is particularly important. Many spreadsheets may have similar names, such as "Employee Information.xlsx," "Employee Information1.xlsx," "Employee Information_Backup.xlsx." Ignoring the path might lead to converting old or test versions by mistake. Using the path, creation time, and modification time information in the software's list allows for a basic review before processing.
After confirming everything is correct, click the "Next" button at the bottom. The process indicator at the top shows this function is divided into three stages: "Select records to process," "Set save location," and "Start processing." The current stage is the first one; clicking "Next" will lead to the save location settings.
Operation Step 4: Set the Output Directory and Start Generating XLS Files
When entering the save location settings stage, it is recommended to choose an output directory different from the original files. This has two advantages: first, the original XLSX files will not be mixed up, making them easy to find directly if backtracking is needed later; second, the converted XLS files are stored centrally, making it convenient for packaging, uploading, or delivery. You can name the output folder by project name, date, or purpose, such as "2026-04-XLS Results" or "System Import XLS Files."
After setting this, enter the "Start Processing" stage. After clicking start, the software will perform the conversion one by one based on the previously imported records, outputting the Excel files as XLS format. Once processing is complete, open the output folder for verification, confirm whether the file extensions have changed from .xlsx to .xls, and spot-check a few files to see if they open correctly.
If the converted files are for system import, it's advisable to first test upload one or two XLS files to confirm the system recognizes them without error before submitting all files in bulk. This can reduce the risk of format compatibility issues before formal delivery.
Frequently Asked Questions and Notes
1. Can I change the extension directly to turn XLSX into XLS?This is not recommended. Changing the file name from .xlsx to .xls does not truly convert the file format, and can lead to the file being unable to open or being unrecognized by the system. You should use a conversion tool for format processing.
2. Will the file size decrease after conversion to XLS?The file size depends on the spreadsheet content, formatting, images, formulas, and other factors. The main purpose of format conversion is not file compression, but improving compatibility with older software or systems.
3. Can I import an entire folder at once?As seen in the screenshot, the page provides an "Import Files from Folder" button. If the files are all in the same directory, using this entry point is typically more suitable for batch processing.
4. What is the use of the delete icon in the file list?When a specific file does not need to be converted, you can use the delete icon in the actions column to remove that record, preventing it from being processed.
5. How to check the results after conversion is complete?The most intuitive method is to check if the extension is .xls, and also open spot-check files with Excel or WPS to confirm the content can be viewed normally.
Summary: Let Office Software Handle Batch XLSX to XLS Conversion
Converting multiple XLSX files to XLS at once is not a task best suited for manual save-as operations. A more efficient way is to use HeSoft Doc Batch Tool , enter Excel Tools, select "Excel to Xls," import files or a folder, check the list, set the save location, and finally start processing. The entire workflow revolves around batch processing, significantly reducing repetitive operations.
For office personnel who frequently work with Excel spreadsheets, mastering this batch conversion method allows for greater ease when facing tasks like client format requirements, legacy system imports, and historical file compatibility. Next time you have a pile of .xlsx files that need to become .xls, there's no need to open and save each one individually; just use the batch conversion function directly.