One of the best things we can do with our computers is to organize data. Creating and organizing data leads to limitless possibilities.
Whether you use Windows or Mac, it seems that Microsoft Excel is the go-to software for creating a spreadsheet of our data. If you prefer working in the cloud, Google Sheets seems to be the preferred choice for many.
If you’ve worked with spreadsheets, have you ever considered exporting your data to CSV files?
CSV files are a great format for storing data and one that is sadly, often overlooked.
We’ve put together this guide to learn about CSV files and how to convert your data files to CSV files.
What Are CSV Files?
A Comma Separated Values (CSV) file that contains data. It is formatted in plain text. It is a popular type of file and one of the best ways to organize your data.
It is often used for storing contact information. For example, a CSV could contain four columns with the following information:
- Column 1: The First Name of the Contact
- Column 2: The Last Name of the Contact
- Column 3: The Phone Number of the Contact
- Column 4: The Email Address of the Contact
And of course, there can be additional information such as an address, social media links, etc.
A CSV file such as this one can be used to add contact information to an address book application. It can also be added directly to a smartphone, making it a quick and efficient way of updating your phone’s address book.
CSV in a Spreadsheet
The most popular way to view a CSV file is on a spreadsheet as we mentioned in the introduction. If you already have a CSV file on your computer, you can choose to open it in a spreadsheet program such as Microsoft Excel or in Google Sheets.
You can also create a CSV file using a spreadsheet program. Microsoft Excel and Google Sheets give you the option to save a file in the CSV format. If you have an Excel file, you can also convert it to CSV.
If you have a spreadsheet and wish to make it into a CSV file, you want to ensure that it is formatted correctly first.
As we mentioned in the previous section, each line of data should be in a separate column. Each column should have a header that indicates the type of data to be found in the column (First Name, Last Name, Phone Number, etc.)
You can add as many columns as you please. If you want to add a note about each contact, you can do so. You should understand that not every application will be able to process every line of data, so make sure the crucial information always comes in the first few columns.
Creating a CSV File from Scratch
So how do you create a CSV file from scratch? This is the method of creating a CSV using a plain text editor.
First, you should always revise the basic rules for creating a CSV file.
The basic rules are as follows:
- Make sure that you always separate data entry—a comma is the best way to do this (i.e. First Name, Last Name).
- New data entry should always start on a new line. For example, write the ‘First Name’ on one line. Then add your comma. Then on a new line, type the ‘Last Name.’
- Make sure that there are no empty spaces between data entries. An empty space may be counted as data when importing the CSV file into an application.
- Make sure to add headings before each data entry.
Once this is finished, you can save your plain text document with a .CSV extension. You have now created a CSV file from scratch.
Importing a CSV File into an Application
Next, you will want to know how to import a CSV file into an application.
If you have created a CSV file with contact information and you wish to add it to your smartphone, here are the steps:
- Import the CSV file to an address book application (i.e. Address Book for Mac users, or Outlook for PC users)
- When syncing your smartphone with your computer, make sure you adjust the settings to gather contacts from your address book application
That’s it! You’ll now see your contacts on your smartphone. If they need to be updated, you can always make changes to your CSV file and re-import this file into your address book application. Make sure to ‘overwrite’ rather than ‘merge’ the new information with the old information.
CSV files are especially great for anyone managing an email newsletter. For example, Mailchimp, among other platforms, allows you to import email subscribers using a CSV file.
If you are using an email newsletter platform, you want to see what their preset data entry headings are and modify your CSV file accordingly. For example, one platform may include a recipient’s full name in one field, as opposed to having ‘First Name’ and ‘Last Name’ as two separate fields.
These email newsletter platforms may even have many additional fields. These can include assigning a designation to an email recipient, such as ‘Subscriber’ or ‘Premium Subscriber’ each with their own privileges. Make sure that you incorporate these fields into your CSV file as well if you wish to make use of these designations.
Why Else Do You Need a CSV File?
Apart from organizing contacts, there are a number of data that you can organize with a CSV file.
You can use a CSV file to organize the inventory of products. This CSV file can be imported into external software so that the store is always updated on their stock.
It can also be used for keeping a roster of attendance or of membership in an organization. You can also use a CSV file for creating a digital library of what books, films, music, etc. that you own.
There are numerous ways you can use CSV files. They are an excellent way of organizing data.
Get Organized
Now that you know the advantages of CSV files, it’s time to get organized with your data!
Be sure to read more about how to make the most out of your computer. Be sure to learn about converting PDF’s into different file formats.