VBA & Macro Problems

Force Excel to Include Empty XML Data Elements When Exporting

Maira Mehtab Sep 22, 2026 869 views

Question details

The user needs a method to force Excel to include XML tags for blank cells when exporting an XML data file, as the default behavior causes issues with target database systems.

Product: Microsoft Excel
Device & OS: not provided
Scenario: Exporting mapped XML data from a spreadsheet to import into another database system that requires all XML fields to be present.
Observed behavior: Excel automatically omits XML elements entirely for cells that are completely blank, resulting in missing tags rather than empty XML tags.

Before you start

Before running any VBA macros, ensure you have enabled the Developer tab in your spreadsheet software and saved a backup copy of your workbook, as macro actions cannot be easily undone.

Solution 1Recommended

Use a VBA Macro to Fill Blank Cells with a Space Character

Since Excel automatically drops empty XML tags, you can use a VBA macro to insert a single space character into blank cells. This forces the software to export the XML element, ensuring database compatibility.

Excel's native XML export functionality is designed to skip elements for completely empty cells to minimize the file size. Unfortunately, there is no built-in checkbox to change this behavior.

To bypass this limitation, we can trick the system by filling empty cells with a single space character. After exporting, the receiving database system will typically read the space as a valid, albeit empty-looking, string or trim it entirely during import.

Open the VBA Editor

Press Alt + F11 on your keyboard to open the Visual Basic for Applications (VBA) editor.

Insert a New Module

In the top menu, click Insert and select Module to create a new blank script window.

Write the Replacement Script

Write a simple script that targets your specific data range, looping through each cell. Use an IF statement to check if the cell is empty (""), and if so, change its value to a single space (" ").

Run the Macro

Press F5 or click the Run button to execute the macro. This will instantly populate all blank cells within your mapped XML columns.

Export the XML File

Navigate to the Developer tab on your ribbon, click Export in the XML group, and save your newly populated XML file.

Target specific ranges: Limit your VBA macro to only the required columns and data rows mapped to your XML schema. This prevents unnecessarily adding space characters to the entire worksheet, which could bloat file size and impact performance.

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Frequently Asked Questions

Why does Excel drop XML tags for empty cells?

Excel's default behavior is strictly designed to optimize the exported XML file size by omitting tags for cells that contain no data. Microsoft has not provided a native setting to toggle this behavior off.

Can I use a formula instead of a VBA macro to add spaces?

Yes. If you prefer not to use VBA, you can create a helper column using an IF formula (e.g., =IF(A2="", " ", A2)). You would then map your XML schema elements to this new helper column instead of the original raw data.

Will the space character cause issues in my receiving database?

It largely depends on the target database system. Most modern database import tools automatically trim trailing spaces, meaning the single space will be ingested as a true null or empty field. However, you should run a test import to verify it does not trigger validation errors.

How do I export an XML file after fixing the blank cells?

Once the blank cells are filled with a space, go to the Developer tab on the Excel ribbon, click 'Export' in the XML section, select your save destination, and click 'Export'.

Excel & Data Problems