Many older systems, legacy versions of Office, or business import templates still require the .xls format. Manually saving a large number of .xlsx files as .xls one by one is highly inefficient. This article uses HeSoft Doc Batch Tool as an example to explain how to access Excel's Convert to Xls feature, batch add or import tables from a folder, check the file list, and complete the unified conversion, helping office workers quickly handle Excel compatibility format issues.
In actual office environments, non-uniform Excel file formats are a very common issue. You may have collected a batch of .xlsx spreadsheets from colleagues, clients, or system export directories, but are required to use the .xls format for final submission, uploading, or archiving. Particularly for some older business systems, financial import tools, legacy templates, or specific client specifications, .xls remains the standard format. If you rely on manually opening files one by one and executing "Save As Excel 97-2003 Workbook," the more files there are, the more noticeable the time consumption becomes.
This article will focus on "batch converting many Excel spreadsheet files to XLS format," combining software interface screenshots to demonstrate how to use " HeSoft Doc Batch Tool " to complete Excel compatible format conversion. This software is an office and document batch processing tool, suitable for completing a large number of file processing tasks centrally, such as batch format conversion, batch file organization, and batch document content processing. For HR, administrative, financial, operational, academic, and project assistant personnel who frequently deal with Excel files, this batch processing capability can significantly reduce repetitive work.
This article will not just tell you "it can convert"; it will explain what scenarios are suitable for use, how files change before and after processing, how to find the correct function in the software, how to add files for conversion, and what checkpoints to note before conversion. You can follow the steps to complete the batch conversion of xlsx to xls.
Applicable Scenarios: Batch Converting to XLS Solves Excel Compatibility and Format Standardization Issues
Converting Excel to XLS is not simply modifying the file extension, but rather making the file meet the format requirements of certain software, systems, or delivery environments. The following situations are quite suitable for batch conversion.
First is older Office or legacy computer environments. Some computers still use older versions of Office or compatible office suites; opening .xlsx files might cause compatibility problems, while the .xls format is more easily recognized by these environments.
Second is business system importing. Many internal company system import templates were developed long ago and only support xls files. For example, employee information, inventory lists, order reports, customer data, attendance records, etc. If the file format is not xls, the upload may fail.
Third is project material delivery. A client or superior unit might explicitly require that "all spreadsheets be unified in xls format." At this time, if a folder contains many xlsx spreadsheets, manual processing is not only slow but can also lead to inconsistent naming and missed files.
Fourth is unifying formats before archiving. For long-term storage of office documents, it is sometimes necessary to unify file types according to departmental standards. Batch converting multiple Excel spreadsheets to xls can make the folder structure clearer, and subsequent searching and management more convenient.
Fifth is testing and template batch processing. The file names in the screenshot include Employee Information, Image1, Local image path test, etc., indicating that the pending files might come from test data, template files, or spreadsheets from different sources. Using a batch processing tool, you can convert these files to the target format all at once, avoiding repeated manual opening and checking.
Effect Preview: Changes in File Extensions Before and After Conversion
First, look at the state of the files before processing. In the image below, a folder contains several Excel spreadsheets, all with the file extension .xlsx, for example, Employee Information 1.xlsx, Image1.xlsx, Local image path test.xlsx, Image1(1).xlsx, Image1(2).xlsx, Employee Information.xlsx. This means these files are currently in the newer Excel workbook format.
If you need to provide these files to a system that only supports xls, a format conversion is necessary. It is important to note that you cannot simply manually change the file suffix from .xlsx to .xls. That only changes the name display and does not complete the format conversion, which could instead lead to the file being unable to open normally or unrecognizable by the system.
After processing with the batch conversion function, the file extensions will uniformly change to .xls. In the image below, you can see that Employee Information 1.xlsx corresponds to Employee Information 1.xls, Image1.xlsx becomes Image1.xls, and Local image path test.xlsx becomes Local image path test.xls. The main file name is preserved, and the format conversion is complete.
This effect is very important for batch office work: it meets the xls format requirement without disrupting the original file names. You can still determine the file content based on the original names while obtaining the XLS files needed for compatibility with legacy systems.
Operation Steps: Completing Excel to XLS Conversion in HeSoft Doc Batch Tool
The complete operation flow is explained below based on the software screenshots. The product name in the interface is " HeSoft Doc Batch Tool ," with version information displayed at the top. Its function entries are organized by file type and processing category. What we need to use this time is the format conversion function under Excel tools.
Step 1: Select Excel Tools in the Left Navigation
After opening the software, first observe the left navigation pane. In the screenshot, you can see multiple tool categories, including Word Tools, Excel Tools, PowerPoint Tools, PDF Tools, Text Tools, Image Tools, etc. This task involves processing Excel spreadsheets, so you should click "Excel Tools" on the left.
After entering the Excel Tools page, the right side will display multiple Excel-related functions in card format. Each card includes a sequence number, function name, and brief description for quick location. The function to find here is "Excel Convert to Xls."
In the screenshot, the red arrow points to "12, Excel Convert to Xls," with the description text "Batch convert Excel files to Xls format." This is precisely the function needed for this batch xlsx to xls conversion. After clicking the card, the software will open the corresponding batch conversion task page.
The key in this step is not to select the wrong format. On the page, you can also see similar functions like Excel Convert to PDF, Excel Convert to Csv, Excel Convert to Xlsx, Excel Convert to Xlsm, which have different target formats. If the goal is .xls, you should select "Excel Convert to Xls."
Step 2: Enter the Conversion Page and Choose the File Addition Method
After entering the function page, the top displays "Excel Convert to Xls," indicating that you are currently on the correct task interface. The upper part of the page provides several common buttons: Add File, Import Files from Folder, Clear, More. Below is the pending record list, and the page flow is divided into "Select records to be processed," "Set save location," and "Start processing."
If your Excel files are centralized in one folder, it is recommended to click "Import Files from Folder." This allows you to import the relevant files from the folder into the list at once, suitable for scenarios with a large number of files. If the files are scattered in different directories, or you only need to select a portion of them, you can use "Add File."
The red arrow in the screenshot points to the "Add File" button, indicating that you can import the Excel files to be converted from here. After importing, the files will appear in the list, displaying information such as name, path, extension, creation time, and modification time.
The purpose of this step is to add the source files to the task queue. The expected result is that all xlsx files to be converted are displayed in the list, awaiting the next step of processing.
Step 3: Verify the Number of Records and File Paths
After importing files, it is not advisable to proceed to the next step immediately; instead, check the list first. In the screenshot, the list has a total of 6 records, with "Record count: 6" displayed at the bottom. Each record shows the file name and complete path, for example, paths located under C:\Users\Administrator\Desktop\Test folder 1\. The extension column displays xlsx, indicating that the imported files are currently in xlsx format.
The significance of verifying file paths is to confirm that you are processing spreadsheets from the correct folder, not selecting files from another directory by mistake. Especially when files with the same or similar names exist on the desktop, in download directories, or project directories, path checking can prevent converting the wrong files.
There is also an operation column on the right side of the list, with a delete icon after each record. If a file is found to be unnecessary for conversion, it can be removed from the list before starting processing. The "Clear" button at the top of the page is suitable for clearing the current list at once in case of an import error, allowing you to re-add the files.
The purpose of this step is to reduce the error rate in batch processing. The expected result is that the number, names, paths, and extensions of the files in the list all meet the requirements for this conversion.
Step 4: Use Filtering and Sorting for Auxiliary Checks as Needed
When there are many pending files, manual inspection from start to finish can be time-consuming. The screenshot shows "Filter" and "Sort" buttons on the right side of the list, features typically used to help users find, screen, or adjust the viewing order among batch records. Although the conversion result may not necessarily depend on the list order, filtering and sorting can help you confirm the file scope more quickly in large-scale tasks.
For example, you can check based on file name, path, or extension to confirm that all imported files are Excel files that need conversion. If irrelevant files are mixed into the list, they should be deleted first, or the list cleared and re-imported.
This step is not mandatory every time but is very helpful for scenarios with a large number of files, similar naming, or complex sources. The expected result is a clear judgment of the scope of files to be processed.
Step 5: Click Next and Set the Output Save Location
After confirming the records to be processed, click "Next" at the bottom of the page. The interface flow shows the second step as "Set save location," meaning that before the actual conversion starts, you need to specify where to save the xls files.
It is recommended not to randomly place the conversion results in the original folder, especially when the original and output files have the same main name but different extensions. Mixed placement can make subsequent searching difficult. A safer approach is to create an independent output directory, such as "Converted to xls," "xls results," or "Submission version xls." This preserves the original xlsx files and facilitates a unified check of the converted xls files.
The purpose of this step is to clarify the output path. The expected result is that the software can save the subsequently generated .xls files to the specified location, allowing the user to find them easily.
Step 6: Start Processing and Check the Conversion Results
After completing the save location setting, proceed to the third step "Start processing" according to the page flow. Upon starting, the software will execute batch conversion for the Excel files in the list, outputting them into Xls format. After processing is complete, open the output folder and check if the file extensions have become .xls.
You can compare the output results with the post-processing preview image: the main file names should remain consistent, and the extension should change from xlsx to xls. For instance, Employee Information.xlsx should yield Employee Information.xls after conversion, and Image1.xlsx should yield Image1.xls.
The purpose of this step is to complete the actual format conversion. The expected result is a batch of XLS files usable for legacy systems, older Office versions, or specific submission requirements.
Frequently Asked Questions and Precautions
1. Can I just rename the suffix, changing xlsx to xls?
This is not recommended. Directly modifying the suffix only changes the file name display and does not actually alter the internal file format. The correct approach is to generate the xls file through the conversion function, which better meets system recognition and office software opening requirements.
2. Do I need to back up the original files before batch conversion?
It is advisable to keep the original xlsx files. While batch processing improves efficiency, the original files are an important basis for subsequent review and re-conversion. Saving the output files to an independent folder is a safer practice.
3. How to avoid missing files when names are similar?
You can first centralize the files to be processed into the same folder, and then use "Import Files from Folder." After importing, check the record count and file list to confirm that similar files like Image1, Image1(1), and Image1(2) are all included in the task.
4. Why does the list show the path and extension?
The path is used to confirm the file source, and the extension is used to confirm the file type. In the screenshot, the extension column shows xlsx, indicating these files are the objects for conversion. For batch tasks, the path and extension are very important pieces of check information.
5. How to verify the results after conversion is complete?
The most direct method is to check if the file extensions in the output folder are .xls, and spot-check opening a few files to confirm the content is normal. If the files need to be uploaded to a system, you can also test the import with one or two samples first before submitting them in batch.
Summary: Batch Converting Excel Formats Makes Compatibility Processing More Efficient
When you need to convert many Excel files to XLS format, manual "Save As" is not an efficient solution. It not only consumes time but is also prone to omissions due to large file counts, similar names, and complex directories. Using HeSoft Doc Batch Tool , you can use the "Excel Convert to Xls" function within "Excel Tools" to add multiple xlsx spreadsheets to a list centrally, then set a unified save location and start processing.
The value of this approach lies in turning repetitive operations into a standard flow: select function, import files, check the list, set output, and batch convert. For office staff who frequently deal with reports, templates, import files, and archival materials, batch converting Excel formats can significantly improve efficiency. It is recommended that the next time you encounter needs like xlsx to xls conversion, Excel compatible format conversion, or unifying a format across multiple spreadsheets, you prioritize using the batch processing tool to completion instead of manually operating on files one by one.