difference between xml export and xl export

[GlideFather]

Hi @haripspk850,

the main difference is XML export exists and XL doesn't :)) 

[Anand Kumar P]

Hi @haripspk850 ,

Xml: 

Migrate data from one instance to another by exporting and importing XML files.

• Directly export records as XML from any list or form.
• Transfer all fields and values exactly from one instance to another.
• Perform unscheduled data imports as needed.
• Save time by not building import sets or transform maps.
  example: Export smaller batches of records on an infrequent basis by exporting and importing data via XML.

Excel: 

Exports the records as a spreadsheet for viewing and analysis, showing only visible field values.

example: Used for reporting or sharing data with others.

If my response helped, please mark it as the accepted solution ✅ and give a thumbs up👍.
Thanks,
Anand

[its_SumitNow]

Hi @haripspk850 

I think you want to ask of XML export and Excel export

XML Export:

• Used for importing configuration data (update sets, CI records, CMDB data)
• Preserves data relationships and structure
• Best for technical configurations and system-to-system transfers
• Maintains exact field mappings and references

Excel Export:

• User-friendly for bulk data exports (users, incidents, catalog items)
• Requires field mapping during import
• Good for business users importing tabular data
• May need data transformation/cleanup

If my response helped, please mark helpful and accept it as solution 

Warm Regards

Sumit

Technical Consultant 

[Prathmeshda]

Hello @haripspk850 

XML Export

Exports selected records as a structured XML document — ideal for data transfer, import, or migration between systems.

Key Characteristics

• Full Data Export: XML includes all fields from records, not just the columns shown in the list.

• Machine‑Readable: Structured using XML tags with each column as an element — suitable for automation, integrations, or import back into a ServiceNow instance.

• Field Naming: Uses backend field names for columns by default and can include sys_ids, making it useful for data syncing or scripting.

• Import/Export Supported: You can import the same XML back into ServiceNow, preserving relationships and sys_ids — especially useful for migrations.

• Role Required: XML export typically requires admin role due to the level of detail provided.

Excel export

Exports table records as a Microsoft Excel spreadsheet (.xls or .xlsx depending on method).

Key Characteristics

• User‑Friendly Format: Designed for humans — easy to view, sort, filter, and share with business users.

• Display Focused: Only exports currently displayed fields in the list view — respects the list configuration you have set.

• Column Labels: Uses user‑friendly column labels rather than internal field names by default.

• No Import Back: Standard Excel exports are not intended for re‑import to ServiceNow as data — unlike XML.

• Accessibility: Available to most users (no admin role required) when exporting from a list.

  If this response proves useful, please mark it as Accept as Solution and Helpful. Doing so benefits both the community and me. 👍🙂