How to Import and Export WordPress Users Using Excel

Looking for an easy way to move or back up your WordPress users? You can quickly import and export WordPress users using an Excel file, a simple, organized method for site migration or user management.

Not all WordPress user migrations are created equal, especially when Excel is part of your workflow. While most tutorials default to CSV, there are plenty of real-world scenarios where working directly with Excel (XLS/XLSX) isn’t just convenient, but necessary.

Sometimes it’s straightforward: you’ve received a user list from a client in XLS format and want to import it directly without converting files. Other times, the need is more structural. Your accounting software or ERP requires Excel, your team manages data in Excel-based CRMs or HR platforms, or you need formula-ready columns for reporting in tools like Power BI. In all these cases, forcing data through a CSV conversion adds friction and risks losing formatting, data types, and column structure that Excel preserves natively.

This guide covers how to export and import WordPress users directly in Excel format using the premium version of the WebToffee WordPress User Import Export plugin. If CSV format works for your workflow, our general import/export guide covers that in full.

Most WordPress user import/export guides default to CSV, and that makes sense. CSV (Comma-Separated Values) is a simple, lightweight file format that stores data as plain text. It’s fast to process, widely supported, and ideal for straightforward data transfers, which is why it’s commonly used in WordPress tools and developer workflows.

But CSV isn’t always the best fit, especially when your workflow involves structured data, reporting, or collaboration.

What Excel (XLS/XLSX) offers that CSV doesn’t

Excel files come with several advantages that go beyond basic data storage:

• Multiple sheets: Organize different user groups or datasets within a single file
• Cell formatting: Preserve dates, currencies, and text formats without manual fixes
• Formula support: Perform calculations, validations, or transformations directly in the file
• Column type preservation: Maintain consistent data types (e.g., numbers, dates) during import/export
• Better tool compatibility: Works seamlessly with accounting systems, ERP platforms, and BI tools like Power BI or Tableau

These features make Excel a more robust option when your data needs to do more than just move from point A to point B.

When to choose Excel

Excel is the better choice if your workflow involves:

• Accounting or financial systems that require structured formats
• Data analysis or reporting in tools like Power BI or Tableau
• Sharing files with non-technical stakeholders who work in Excel
• Preserving formatting or preparing data with formulas before import

When CSV is enough

CSV still works perfectly for:

• Simple WordPress user migrations
• Developer-focused workflows
• CRM or tools that accept both CSV and Excel without requiring formatting

In short, CSV is ideal for simplicity and speed, while Excel is better for structure, analysis, and real-world business workflows.

Before importing users into WordPress, getting your file structure right is critical. Most import issues such as failed records, missing data, or incorrect user roles, come down to formatting errors in the file. Taking a few minutes to prepare your Excel properly will save a lot of troubleshooting later.

To make things easier, start with a pre-formatted template that already includes the correct column headers and sample data. This ensures compatibility with the import tool and reduces guesswork.

A typical template includes columns like: user_login, user_email, first_name, last_name, role, user_pass

Required vs. Optional Fields

Here’s a quick breakdown of commonly used fields:

Field Name	Required	Description
user_login	Yes	Unique username for each user
user_email	Yes	Must be valid and unique
user_pass	Conditional	Password (can be auto-generated if left blank)
role	Recommended	Defines user permissions (e.g., subscriber, customer)
first_name	No	User’s first name
last_name	No	User’s last name
display_name	No	Public display name

For passwords, you can either include your own (in plain text) or leave the column blank and let WordPress automatically generate secure ones for new users.

Preparing your file correctly ensures a smooth, error-free import process. Once your Excel file is ready, you can move on to importing users into WordPress using the plugin.

For step-by-step instructions on installing and setting up the premium plugin, refer to the official user guide: Plugin setup guide

Here’s how to export your WordPress users directly to an Excel file:

1. Go to WebToffee Import Export (Pro) > Export in your WordPress dashboard.
2. Select User/Customer as the post type and click Select Export Method.
3. Choose Advanced Export for filtering and column selection options.
4. Apply any filters (user role, registration date, etc.) or skip to proceed with defaults.
5. Reorder, rename, or disable columns as needed for your Excel file.
6. Enter a file name, select XLS from the format dropdown, and click Export.
7. Click Download File in the popup to save the Excel file to your computer.

Those are the core steps at a glance. Let’s walk through each one in detail so you know exactly what to expect at every stage.

Step 1: Select User as Post Type for Export

Once you have installed and activated the plugin,

• Go to Webtoffee Import Export (Pro) > Export from your WordPress dashboard.
• Select User/Customer as the post type to export.
• Click the Select Export method button.

Step 2: Select Advanced Export Method

There are two options for export: Quick export and Advanced export.

We will choose the Advanced export option here as we need more filtering and column selection options to export.

Once done, proceed to the next step.

Step 3: Filter WordPress User Data

You can filter data that needs to be exported by choosing from the available criteria.

If you do not need to change the default settings, you can proceed to the next step by clicking on the Mapping & reorder export columns button.

Step 4:  Map & Reorder User Export Columns

Once you filter the data, it’s time to rename and reorder columns to export. 

Here, you can reorder the columns according to priority, rename the columns, and enable or disable the columns you want to add to your export Excel file. 

Once you’re done with the necessary changes, proceed to the next step.

Step 5: Set Advanced User Export Options

This is the final part of the User/Customer exporting.

Here, you can simply export the users and customers by providing a file name and selecting the export file format.

• Select XLS from the export file format drop-down.
• Then click the Export button.

A pop-up will appear when you click the Export button. Click the Download file button.

Your exported users’ Excel files will be downloaded to your computer.

Below is a sample of the exported Excel file.

1. Go to Webtoffee Import Export (Pro) > Import in your WordPress dashboard.
2. Select User/Customer as the post type and proceed to the next step.
3. Choose Quick Import, upload your XLS file, and click Import.
4. A popup will confirm the import status, showing successful and failed records.

Follow the detailed steps below to import users to your WordPress website from an Excel file.

Step 1: Select User as Post Type to Import

• Go to Webtoffee Import Export (Pro) > Import.
• Select User/Customer as the post type to import.

Proceed to the next step.

Step 2: Select Quick Import Method

Upload the file you want to import into your site. Before uploading, ensure that the file you’re importing contains the user’s email ID for a successful import.

Note that the Advanced import option also supports Excel file format. Let’s use the Quick import option to import users/customers easily and quickly.

Once done, click on Import.

When an import is successful, a pop-up window will display the import status and the number of successful and unsuccessful imports (if any).

You can also check out this informative video for an in-depth look at how to import and export users using the plugin!

Even with a well-structured file, Excel-specific quirks can cause unexpected import issues. Below are some of the most common problems users face when importing WordPress users via Excel—and how to fix them quickly.

1. Date Fields Showing as Numbers (Excel Serial Values)

Dates appear as numbers like 44927 instead of a readable format (e.g., 2023-01-01). This happens because Excel stores dates as serial values internally.

Fix:

• Format date columns in Excel as Text before saving
• Or use a standard format like YYYY-MM-DD
• Double-check how the plugin maps date fields during import

2. Numeric Fields Stored as Text

Fields like phone numbers or IDs are treated as text (or vice versa), leading to mismatches or skipped values during import.

Fix:

• Ensure correct column formatting in Excel (Number vs. Text)
• Remove leading apostrophes (‘12345)
• Use Excel’s “Convert to Number” option where needed

3. Special Characters Breaking Usernames

Usernames with spaces or special characters (e.g., @, #, accented letters) may fail validation or get altered during import.

Fix:

• Stick to alphanumeric characters, underscores, or hyphens for user_login
• Clean data using Excel formulas or Find & Replace
• If needed, generate usernames separately instead of relying on imported values

4. Blank Rows Causing False Import Failures

Empty rows, especially at the bottom of the file, can be counted as failed records during import

Fix:

• Delete all unused rows before saving the file
• Use Ctrl + End in Excel to check the actual data range
• Ensure no hidden formatting extends beyond your dataset

5. Unsupported or Mismatched File Format (XLS vs. XLSX)

The plugin may not recognize the file if it’s saved in the wrong Excel format.

Fix:

• Confirm which formats are supported (typically both .xls and .xlsx in the Pro version)
• If you encounter issues, try re-saving the file in the alternate format
• Avoid using older or non-standard Excel formats

In short, whether you’re merging websites, improving customer or subscriber relationships, or pursuing other goals, knowing how to export and import WordPress users is essential. Although WordPress doesn’t offer built-in support for user import and export, many plugins are available to help with this task.

If you need a free solution to import and export WordPress users, you can download the free version of this plugin from the WordPress plugin library. Remember that the free version typically only supports the import and export of WordPress users through CSV files.

By following the steps in this guide, you should be well-prepared to export and import WordPress users successfully. We hope you find this information useful. Please comment below with your thoughts or feedback.