Excel makes it easy to organise and manage data, but converting spreadsheets into plain text files is often necessary for sharing, importing into other applications, or storing lightweight data. Manual conversion can be time-consuming and may lead to formatting errors or missing information. This article explores some of the easiest ways to convert Excel to TXT files while preserving your data accurately.
Why export Excel data as text files?
Excel spreadsheets are widely used for organizing information, but there are times when a simpler format works better. Text files offer a lightweight and flexible way to manage data without unnecessary elements. Let's look at how exporting Excel data as TXT can improve sharing, storage, and compatibility.
Simplify data sharing
Sharing large Excel files can sometimes create problems when recipients do not have the right software or only need the raw information. TXT files remove this limitation because they can be opened easily on different devices and applications. This makes exchanging simple datasets faster and more convenient.
Reduce file size
Excel files often include formatting, formulas, charts, and other elements that increase their size. A TXT file keeps only the essential data, resulting in a smaller and lighter file. This is useful when transferring large amounts of information or storing multiple data backups.
Ensure compatibility
Different programs may handle Excel formats differently, which can lead to errors when opening or importing files. TXT files use a simple structure that is widely supported across platforms and software. This allows data to move smoothly between different systems without format-related issues.
Enable easy backups
Keeping a text version of important spreadsheet data provides an additional backup option that is simple to store and access. Since TXT files do not rely on specific software features, they remain readable over time. This can be useful for preserving important records in a reliable format.
Support system imports
Many databases, applications, and online tools require information in text-based formats for importing data. Converting Excel sheets into TXT files prepares the information for these systems without unnecessary formatting. The straightforward structure allows platforms to read and process the data more efficiently.
Remove formatting clutter
Spreadsheets often contain design elements such as colors, borders, formulas, and layouts that are not needed for raw data processing. TXT files remove these extra details and focus only on the information itself. This creates a cleaner format for analysis, migration, and automated workflows.
Quick overview of 3 ways for Excel to TXT conversion
There are different ways to convert Excel data into a TXT file depending on your workflow and the level of control you need. If you want a faster AI-assisted approach with data preparation support, you can start with Kimi Sheets. If you prefer built-in Excel options or a simple manual method, continue with the traditional conversion methods below.
| Kimi Sheets (AI tool) | Excel "Save As" | Copy and paste | |
|---|---|---|---|
| How it works | Convert Excel files into TXT format with a simple prompt | Use Excel's built-in Save As option to export spreadsheets as TXT files | Manually copy Excel cells and paste them into a text editor, then save them as a TXT file |
| Advantages | Converts Excel data through natural language instructions - Cleans and restructures data before export - Handles large spreadsheets efficiently - Helps format columns and standardize text output - Generates formulas for data preparation when needed | No additional tools required - Simple process - Supports common TXT formats such as tab-delimited text - Works directly within Excel | Completely free and requires no extra tools - Allows users to select specific data to convert - Easy for small amounts of information |
| Suitable for | Users who want the fastest way to convert Excel to TXT while keeping data organized and readable | Users who need a quick conversion for basic spreadsheet data | Users converting small datasets or only a few rows of Excel data |
How to convert Excel into a text file with an AI tool?
Converting Excel data into a TXT file becomes much easier with AI-powered tools that can handle the process quickly and accurately. Kimi Sheets, an AI Excel agent, helps simplify spreadsheet tasks by allowing users to manage, organize, and export data with minimal effort. Here's how to convert XLS to TXT with Kimi Sheets.
Step 1: Upload the Excel file and enter a prompt
Upload your Excel spreadsheet to Kimi Sheets, then enter a prompt requesting the file be converted into TXT. Submit the request and wait for the conversion to start.
Example prompt:
Step 2: Let AI process and generate results
After receiving your instruction, Kimi Sheets analyzes the uploaded Excel file and processes the data according to your requirements. It converts the spreadsheet content into a text-based format while maintaining the important details and removing unnecessary spreadsheet elements.
Step 3: Preview and download the text file
Once the conversion is complete, review the generated TXT file to ensure the data appears correctly.
After confirming the results, download the text file and use it for sharing, importing, backup, or other tasks that require a simple text format.
Key features of Kimi Sheets
Clean and restructure Excel data before TXT export: TXT files store data as plain text, so messy spreadsheets can create readability issues after conversion. Kimi Sheets helps clean tables, remove unnecessary content, and reorganize columns before exporting Excel data into a structured TXT format.
Format columns for text-based data output: When converting Excel to TXT, choosing the right data structure is important. Kimi Sheets helps adjust column layouts, standardize values, and prepare spreadsheet content, so exported text files are easier to read and process.
Handle large Excel-to-TXT conversions more efficiently: For large spreadsheets with thousands of rows, manually preparing data can be time-consuming. Kimi Sheets helps process large datasets, identify inconsistencies, and organize information before converting it into TXT format.
Generate formulas to prepare data for TXT conversion: Before exporting Excel data as TXT, users may need to combine columns, split text, or standardize formats. Kimi Sheets can help generate formulas for tasks like text formatting, data merging, and content preparation.
Convert spreadsheet data into structured text formats: Kimi Sheets helps transform unstructured spreadsheet content into cleaner tables with consistent rows and columns, making it easier to export data for TXT files, databases, scripts, or other text-based workflows.
How to save an Excel file to a TXT file using the "Save As" feature?
Saving an Excel file as a TXT file is a simple way to create a lightweight text version of your spreadsheet data. The built-in "Save As" option in Excel lets you change the file format without needing any additional tools. Here's how to convert Excel into a text file using the "Save As" feature.
Step 1: Open the "Save As" option
Open your Excel file and click on the "File" menu from the top-left corner. Then, select "Save As" to open the options for choosing a new file location and format.
Step 2: Choose the TXT file format
Select the folder where you want to save the file and enter your preferred file name. Under "Save as type", click the dropdown menu, choose "Text" or "Text (Tab delimited) (*.txt)", and select "Save".
Step 3: Confirm and open the TXT file
After clicking "Save", Excel will convert the spreadsheet into a text file and store it in the selected location. Open the saved TXT file from your folder to check that your data has been converted successfully.
How to save an Excel file to a TXT file manually (copy and paste)?
Manually copying and pasting Excel data into a text file is a simple method when you only need to convert a small amount of information. This approach does not require any additional tools and allows you to control which data you want to transfer. By copying the required cells and pasting them into a text editor, you can quickly create a TXT file. Here's how to get started.
Step 1: Select and copy Excel data
Open your Excel file and highlight the cells you want to convert into a text file. Right-click the selected area and choose "Copy" or use the keyboard shortcut to copy the spreadsheet content.
Step 2: Paste data into a text editor
Open a text editor such as Notepad and paste the copied Excel data into a new document. Check the content to make sure the rows and columns appear correctly in plain text format.
Step 3: Save the document as a TXT file
Click "File" in the text editor and select "Save As". Enter a file name, choose "Text Documents (*.txt)" as the file type, and click "Save" to create your TXT file.
What to consider before converting Excel to TXT?
Before you convert Excel files to TXT, it is important to understand how spreadsheet elements behave in a plain text format. TXT files remove many Excel features, so checking your data structure and export settings helps avoid errors. Considering these factors ensures your converted file remains accurate and readable:.
Choose delimiter type carefully
When you convert Excel files to TXT, the delimiter determines how different columns are separated in the text file. Common options include commas, tabs, or other separators. Selecting the right delimiter helps maintain the correct structure and prevents data from appearing mixed or difficult to read.
Separate multiple sheets needed
Excel workbooks can contain multiple sheets, but TXT files usually store data from only one sheet at a time. Before conversion, check whether each worksheet needs to be exported separately. Organizing individual sheets properly helps keep information clear and prevents important data from being missed.
Formulas convert to values
Excel formulas perform calculations dynamically, but TXT files only store plain text information. During conversion, formulas are usually replaced with their current calculated results instead of remaining editable. If you need the original formulas later, save a copy of the Excel file before exporting.
Special characters may break
Certain symbols, languages, or special characters may not display correctly after converting Excel data into a TXT format. This can happen when the text file does not support specific character sets. Reviewing the converted file helps identify and fix any missing or incorrect characters.
Formatting and colors lost
TXT files only contain raw text, which means Excel features like colors, fonts, borders, and cell formatting will not be preserved. When you convert Excel files to TXT, only the actual data remains in the exported file. If formatting is important, keep the original spreadsheet as a separate version.
Confirm correct file encoding
File encoding controls how characters are stored and displayed in a TXT file. Choosing the correct encoding, such as UTF-8, helps maintain text accuracy and prevents display problems. Checking the encoding settings before export ensures the converted file works properly across different systems.
Conclusion
Understanding how to convert Excel to a TXT file helps you choose the right approach based on your data needs. Whether you need a simple export, a manual method, or a smarter way to prepare your spreadsheet, selecting the right option can save time and prevent errors. For a smoother conversion experience with better data handling, try Kimi Sheets and simplify your Excel-to-TXT workflow. Get started with Kimi Sheets to organize, prepare, and convert your spreadsheet data with ease.