When a large number of .xls spreadsheets accumulate in a folder, opening and saving each one individually as .xlsx can waste a significant amount of time. This article focuses on unified format processing for multiple Excel files, introducing how to use HeSoft Doc Batch Tool to access the Excel tool, select "Convert Excel to Xlsx", batch import spreadsheets from a folder, and complete the save location settings and conversion process accordingly.
Many people encounter a similar issue when organizing old materials: a folder contains a large number of Excel spreadsheets. The file contents might be financial statements, project lists, inventory records, or statistical ledgers, but the extension is still the older .xls format. If subsequent system uploads, team collaboration, or archiving standards require the use of .xlsx, these files need to be uniformly converted in format.
The manual conversion method is well-known: open an XLS file, click "Save As," select the XLSX format, and then save. The problem is that when there are many files, this action becomes repetitive mechanical labor. This article will introduce a more suitable approach for batch office processing: using the Excel to Xlsx function in " HeSoft Doc Batch Tool " to add multiple Excel files to a task list at once and then uniformly complete the XLS batch to XLSX conversion.
Applicable Scenarios: When Multiple Excel Files Need to be Unified to XLSX Format
Batch conversion of Excel formats is not a need limited to a few people; it is very common in enterprise office environments. Especially when files come from legacy systems, old computers, external clients, or different departments, inconsistent formats can hinder subsequent use.
The following scenarios are particularly suitable for using batch conversion:
- Historical Data Upgrade: Spreadsheets saved in earlier years are mostly .xls, and now need to be uniformly changed to .xlsx for convenient long-term storage and access.
- Financial File Organization: Monthly, quarterly, and annual reports are numerous; a unified format makes archiving easier.
- Data Import Preparation: Some business systems, reporting platforms, or data tools only accept .xlsx files, requiring prior conversion.
- Departmental Data Consolidation: Excel file formats submitted by various departments are inconsistent; unifying the format before consolidation facilitates management.
- File Standardization: When an enterprise establishes document management standards, it may require spreadsheet files to uniformly use the currently common format.
For the tasks mentioned above, the focus is not on how to convert a single file, but on how to process dozens or even hundreds of files according to the same rules. The batch processing capability of office software is designed precisely to reduce this kind of repetitive work.
Effect Preview: From a Batch of XLS Files to a Batch of XLSX Files
Before Conversion: The Folder Contains Only .xls Spreadsheets
The pre-processing screenshot shows a folder containing multiple Excel files. The file names range from "Financial Statements 1.xls" to "Financial Statements 30.xls," indicating a set of spreadsheets of the same type, all with the current extension .xls.
If done manually, the "Save As" operation would need to be repeated 30 times. Even if each file takes only 20 seconds, the total time consumption would increase significantly, and a moment of distraction could lead to skipping a file or saving it to the wrong location.
After Conversion: Extensions Uniformly Changed to .xlsx
In the post-processing screenshot, the same batch of files has become "Financial Statements 1.xlsx" to "Financial Statements 30.xlsx". The main body of the file names retains the original numbering and names, with the primary change being the extension converted from .xls to .xlsx.
This is the ideal outcome for batch converting Excel formats: the file correspondence is clear, the formats are unified, and subsequent archiving, uploading, editing, or sending to colleagues can proceed.
Operational Steps: Batch Convert XLS Files to XLSX
Step One: Open the Excel Tools Module
After launching " HeSoft Doc Batch Tool ", the left side features a function category navigation. The screenshot shows that the software includes not only Excel tools but also Word tools, PowerPoint tools, PDF tools, text tools, and image tools, reflecting its positioning as a batch office document processing software.
Since we need to process Excel files this time, click Excel Tools on the left side. After clicking, the main area on the right will display function cards related to Excel batch processing.
Step Two: Select the "Excel to Xlsx" Function
In the Excel tools list, find "Excel to Xlsx". In the screenshot, the function card is labeled "12. Excel to Xlsx," with the description text "Batch convert Excel files to Xlsx format." This perfectly corresponds to our current requirement.
Note that there are many other format conversion-related functions on the Excel tools page, such as converting to PDF, converting to Csv, and converting to Xls. To convert .xls to .xlsx, select "Excel to Xlsx," and be careful not to choose a different output format by mistake.
Step Three: Add Spreadsheets via "Add Files" or "Import Files from Folder"
After entering the function page, the page title displays as "Excel to Xlsx." There are two prominent import buttons in the upper right corner: Add Files and Import Files from Folder.
If your .xls files are located in different places, you can use "Add Files" to select them in batches; if, as in the example, all files are already gathered in a single folder, using "Import Files from Folder" is more recommended. This reduces the number of selections and better aligns with the workflow of batch processing.
After the files are imported, they will be displayed in a list. The list columns include sequence number, name, path, extension, creation time, modification time, and actions. This information allows you to confirm whether the imported items are all the target Excel files. In the screenshot, the extension column shows xls, indicating these are the files that need to be converted to xlsx.
Step Four: Check the File List, Filter, Sort, or Delete if Necessary
Checking before batch processing is critical. The more files there are, the more important it is to confirm the list's accuracy before starting processing. The list area in the screenshot provides capabilities like pagination, items per page, filtering, and sorting; a delete icon is also visible in the right-side action column.
It is recommended to verify according to the following:
- Check the Name: Confirm if the file names belong to the spreadsheets intended for processing this time, for example, whether they are all from the Financial Statements series.
- Check the Path: Confirm that the files come from the correct folder to avoid accidentally selecting files with the same name from other directories.
- Check the Extension: Confirm that the extension is xls to ensure the conversion target is clear.
- Check the Quantity: If the original folder had 30 files, the imported list should match the expected count.
If you find that some individual files should not be processed, use the delete icon in the action column to remove them; if the entire list is incorrect, click "Clear" on the page and add the files again.
Step Five: Proceed to the Next Step and Set the Save Location
After confirming the pending records, click the Next button at the bottom of the page. The progress bar shows Step 2 as "Set Save Location." When batch converting, it's advisable not to save casually to a messy directory, but to specify a clear output folder.
For example, you could create a new "Converted to XLSX" folder next to the original folder to store the generated .xlsx files. The benefit of this is that the original .xls files and the converted .xlsx files are kept separately, making subsequent verification, backup, deletion, or uploading more convenient.
As the current screenshot does not show the specific details of the save location page, in practice, follow the software interface prompts to complete the path setting.
Step Six: Start Processing and Check the Output Results
Step 3 of the progress bar is "Start Processing." After setting the save location, continue following the interface prompts to initiate the conversion task. The software will batch process the Excel files in the list, converting them to XLSX format.
After processing is complete, open the output directory and check if the files have been generated. Focus on two main aspects: first, whether the file extension has changed from .xls to .xlsx; second, whether the main body of the file name corresponds to the original file. The post-processing screenshot in the example shows that the Financial Statements series files have all been uniformly converted to .xlsx, indicating the batch processing achieved the expected result.
Common Questions and Considerations
Why is it not recommended to open Excel files individually and use "Save As"?
A small number of files can be processed manually, but this is not recommended for a large number of files. Manual "Save As" requires repeated steps of opening, selecting format, saving, and closing, which is time-consuming and error-prone. Using a batch processing tool consolidates these repetitive actions into a single workflow.
Will the original XLS files remain after conversion?
The file handling method relates to the save location settings. For safety, it is recommended to back up the original files before conversion and save the output files to a separate directory. This way, even if you need to refer back to the original .xls files, they can be found at any time.
Does having spaces or number sequences in file names affect the conversion?
From the example, you can see that the filename "Financial Statements 1.xls" contains spaces and a number sequence, and after processing, "Financial Statements 1.xlsx" is generated correspondingly. In actual use, it's still recommended to keep file names clear and avoid using overly special symbols.
What if the order of imported files is incorrect?
File order usually does not affect the format conversion result. If checking is needed, you can use the sorting function in the list to view them. The key point is to confirm whether all files were imported completely, rather than whether the display order is perfectly consistent.
Do Excel files need to be closed before conversion?
It is recommended to close any relevant Excel files currently being edited before starting the batch process to avoid files being occupied or content not being saved. Especially for files in a collaboration directory, confirm that no one else is currently modifying them.
Summary: Delegate Repetitive Excel Format Conversion to a Batch Processing Workflow
The core objective of batch converting multiple XLS files to XLSX is to "unify formats" and "reduce repetitive work." If every file is manually saved using "Save As," it's not only inefficient but also prone to omissions. With the help of " HeSoft Doc Batch Tool ", you can directly select "Excel to Xlsx" within the Excel tools, and then add a large number of spreadsheets to the processing list at once by adding files or importing from a folder.
After completing the list confirmation, save location setting, and starting the processing, you obtain unified .xlsx files. For users who frequently handle financial statements, business ledgers, project data, and historical spreadsheets, this office software batch conversion method is more stable, time-saving, and better suited for daily file management needs.
If you are facing a batch of .xls files, it's better to first organize the source folder, and then follow the steps in this article for batch conversion, so that Excel file format standardization no longer relies on repetitive manual operations.