Data Import & Export

How to Split a Large Excel File into Multiple Files Under 5 MB

Amos Gikunda Sep 25, 2026 870 views

Question details

The user needs to divide a bulky Excel workbook into smaller, separate files, ensuring each new file is less than 5 MB in size.

How to Split a Large Excel File into Multiple Files Under 5 MB

Product: Excel
Device & OS: not provided
Scenario: Attempting to share, email, or upload an Excel file to a system or platform that strictly enforces a 5 MB maximum file size limit.
Observed behavior: The original Excel file size exceeds the 5 MB threshold, blocking successful uploads or transmissions until it is split into smaller segments.

Before you start

Before splitting your data, make sure to save a backup copy of your original workbook and consider clearing out unnecessary formatting or hidden images, which might immediately shrink your file size below 5 MB without needing to split it.

Solution 1Recommended

Manually Divide the Data into Separate Workbooks

This method is best if you only need to split the file into two or three smaller pieces to meet the 5 MB limit.

Manual extraction is the most straightforward approach and doesn't require any technical knowledge or coding skills.

By carefully selecting and migrating chunks of your data, you can control exactly what goes into each new file and monitor the size easily.

Open a new blank workbook

Open your original large Excel file and simultaneously create a new blank workbook by pressing Ctrl+N or going to File > New.

Copy a portion of the data

Highlight a block of rows or columns in the original file. Right-click the selection and choose 'Copy' from the context menu.

Paste into the new workbook

Switch to the new blank workbook, right-click on cell A1, and select 'Paste'. If you only need the raw data and not the heavy formatting, choose 'Paste as Values' to save even more space.

Save and check file size

Save the newly created file to your computer. Right-click the saved file and check its properties to ensure it is under 5 MB. Repeat this process for the remaining data.

Manually Divide the Data into Separate Workbooks

Keep Headers Intact: Remember to copy your header row into each new workbook so the segmented data remains identifiable and organized.

Solution 2

Automate the Split with a VBA Macro

If you have a massive dataset and need to split it into dozens of files, running a VBA script can do the heavy lifting automatically.

Efficient Spreadsheet Management

Easily Split and Save Large Workbooks in WPS Spreadsheet

WPS Spreadsheet handles massive datasets incredibly smoothly. You can easily divide a bulky workbook into smaller, manageable files under 5 MB by extracting sheets or copying data ranges directly within its fast, tabbed interface.

1. Open the original file: Launch WPS Spreadsheet and open the large Excel file you want to split.
2. Extract or copy data: Highlight the specific rows, columns, or entire sheets you wish to move. Right-click and choose 'Copy', or use 'Move or Copy' for extracting entire sheets.
3. Paste into a new tabbed workbook: Click the '+' icon next to the document tabs to create a new blank workbook instantly, then paste your copied data.
4. Save and verify size: Go to Menu > Save As, choose your desired format (like .xlsx or .csv), and verify the file is under 5 MB in your system folder.

Process and split massive datasets quickly without crashingFully compatible with Microsoft Excel formats (.xlsx, .xls, .csv)Tabbed workspace makes organizing multiple split files easyLightweight application ensures fast loading times for heavy files

microsoft office alternative - wps office

Frequently Asked Questions

How do I check the exact size of my Excel file?

In Windows, right-click the Excel file, select 'Properties', and look at the 'Size' attribute. On a Mac, right-click the file and select 'Get Info' to view the exact file size.

Why is my Excel file so large even with very few rows of data?

Large file sizes often result from hidden formatting, high-resolution images, pivot tables, or extensive unused rows and columns retaining format settings. Clearing formatting from empty cells can significantly reduce the file size.

Will splitting my Excel file break existing formulas?

If you copy data that contains formulas referencing other sheets in the original workbook, those formulas may break or display a #REF! error when pasted into a new file. To prevent this, paste the data as 'Values' so the calculated numbers are permanently retained.

Can I save my Excel file as a CSV to reduce its size?

Yes. Saving an Excel file (.xlsx) as a Comma Separated Values (.csv) file strips out all colors, cell formatting, charts, and macros, leaving only plain text data. This typically drastically reduces the file size, often bringing it well under the 5 MB limit.

Excel & Data Problems