In this article, we’re going to use the WP All Export plugin for our examples.
To follow along, use our convenient sandbox feature and select WooCommerce Store as the demo type.
Creating a WooCommerce Order Export for Excel
WP All Export can export orders to a variety of file formats, including Microsoft’s popular spreadsheet program, Excel. The plugin supports both the .xls and .xlsx Excel file formats.
To start your export, go to All Export › New Export and select “WooCommerce Orders”.
Filtering WooCommerce Orders for Excel Exports
Often, you want to export only a subset of your orders. For example, you may want to export orders from a specific country, or orders for specific products or date ranges. WP All Export lets you decide exactly which WooCommerce orders to export thanks to a simple but powerful filter tool.
You set filters as follows:
- Expand the Add Filtering Options section near the bottom of the page.
- Select Order Total as the Element.
- Select “equal to or greater than” as the Rule.
- Enter 25 in the Value box.
Your filter should look like this:
Click the Add Rule button. Applying this rule will cause the system to select all orders with an Order Total of 25 dollars or more.
You can create more complex filters by combining rules:
This filter selects all orders with an Order Total between $25 and $50, an Order Date between January 01, 2020, and March 31, 2020, and a Billing Last Name of “Wolfendale”.
After you have set your filters, click the Customize Export File button.
How to Select Order Export Columns
WP All Export provides a Drag & Drop interface that allows you to quickly add, remove, rename, and reorder the columns for your Excel export.
The interface inserts three default fields to get you started: Order ID, Order Key, and Title.
The Available Data panel on the right allows you to select fields from many order-related tables, including:
- Taxes & Shipping
- Fees & Discounts
- Custom fields
Even the fields from Woocommerce plugins or add-ons will appear in this panel.
To select a column for your Excel export, expand the target table and drag one of its fields into the selection area, as we have done for the Order table’s Order Total and Order Status fields below:
You can reorder columns simply by dragging them to the desired position. To remove a column, drag it out of the selection area.
How to Customize Order Export Columns
Despite its ease of use, the Drag & Drop interface is more powerful than it appears. For example, you can combine two fields into one:
- Click the green Add Field button below the column selection area. This will bring up the Add Field to Export form.
- Click the Custom export field option. This will cause the Available Data panel to appear.
- Expand the Customer table.
- Drag the [Billing First Name] and [Billing Last Name] in the Custom export field area.
- Put a space between the two fields.
- Type “Customer Name” in the Column name box.
The Add Field to Export form should now look like this:
Click the green Preview button near the bottom of the form. Your new Customer Name field should appear on the right-hand side of the preview window:
This is only one form of customization. The Add Field to Export form also has a PHP function editor that allows you to create more sophisticated custom fields, including the use of conditional logic, PHP operators, and calculations. We cover this subject in our Advanced Order Export for WooCommerce article.
Click the Preview window’s Dismiss button and then save your new custom field.
Changing the Order Export Type to Excel
Expand the Export Type panel near the bottom of the Drag & Drop interface.
The default type is “CSV File”. Change this to Excel File (XLSX), as shown here:
Click the Continue button to proceed to the Export Settings screen.
How to Schedule WooCommerce Order Exports
To schedule an Excel report, follows these steps:
- Expand the Scheduling Options panel of the Export Settings screen.
- Select the Automatic Scheduling option. The schedule is set to every week by default.
- Click “Tue” for the day of the week.
- Select “2:00am” in the What times do you want this export to run? box.
- Below this box, set the time zone to “UTC -5 - Chicago (CDT)”. You can search for “Chicago” to quickly locate this time zone.
Your scheduling options should look like this:
This schedule means that your order export will run at 2:00 a.m. Chicago time (UCT -5) every Tuesday.
Many users schedule order exports to integrate their order data with other systems. To support this, WP All Export is fully compatible with Zapier. This means that you can automatically trigger an action in Zapier every time your order export runs. For example, you can have Zapier copy your Excel file to another location for automatic processing by an external system. We cover this process in detail in our Advanced Order Export for WooCommerce article.
Finishing Your WooCommerce Order Export to Excel
To finish your Excel export, click the green Confirm & Run Export button on the right-hand side of the Export Settings screen. After the export has finished processing, click the XLSX button in the Click to Download section.
That’s it — you’ve successfully exported your Woocommerce orders to an Excel spreadsheet!
Using Excel Order Exports for Migration
WP All Export can work with its sister plugin, WP All Import, to migrate data from one WordPress site to another. This includes migrating data between WooCommerce stores.
To prepare an export for migration, click the Bundle button instead of the XLSX button in the Click to Download section:
The Bundle zip file will contain all of the information that WP All Import needs to automatically configure the data import on your new site.
This means that migrating orders from one WooCommerce store to another is as simple as:
- Use the Bundle download option to export your orders from the source site.
- Import your orders on your target site with WP All Import using the Bundle zip file as your data source.
Other Uses for WP All Export
In addition to exporting WooCommerce orders, this plugin can also export:
- Additional fields from WooCommerce add-ons/extensions
...and any other type of WordPress information including:
- Custom fields of any kind
In every case, the process and screens are similar.