Need to share data with someone who doesn’t have Excel or a spreadsheet app?
CSV files are an excellent option if you want to save and distribute data without the need for complex software. You can create a CSV file using a simple text editor yet it can hold large amounts of information.
This article asks what is a CSV file and gives advice on how to create them.
Discover how to save to the comma-separated format from within Microsoft Excel. Learn the difference between the CSV and XLSX format. Then find out how to convert your CSV files into formats like PDF.
Read on to explore everything worth knowing about CSV files and CSV conversion.
What Is a CSV File?
A CSV or Comma Separated Values file contains a list of data that opens like a traditional spreadsheet.
Its history goes back to 1972 when IBM needed to store records of data in an easy way. The company did this by separating rows of information with a new line. Each field or column was separated by a comma, hence the name.
Another term for CSV is a Character Separated Values file or a Comma Delimited file.
However, the comma symbol isn’t the only way to tell the computer where one field stops and the next starts. Most spreadsheet apps like Excel let you choose this delimiter. For example:
- | pipe symbol
- ; semi-colon
- ~ tilde symbol
As long as the program knows what the delimiter is it can open a CSV file with ease.
CSV File Uses
Traditionally, CSV files were used to transport information between two systems.
Even today, many e-commerce websites allow admin users to upload CSV product lists into their store. The system parses or chops the data into rows and columns then copies the information into the main database.
Shopify’s import procedure makes this process easy for online store owners.
After backing-up your data, go to the Import screen and hit ‘Browse…’. Choose your CSV file that’s formatted to match their system and wait for it to upload. Shopify will then email you to let you know if the import was successful.
What Is the Difference Between CSV and Spreadsheets?
Opening a CSV file in Excel or Google Sheets displays the content in a spreadsheet format.
It’s easy to read the content in this way instead of viewing it through a text editor. However, a CSV file isn’t the same as a spreadsheet.
The main difference lies with how it’s saved.
An Excel (.xlsx) formatted file retains colors, formulas, tabs, and all the bells and whistles of a spreadsheet. Everything re-appears when you open the document.
Although you can format and edit a CSV file, once it’s saved all those changes are lost. It’s a basic text file, after all.
Why the Need for CSV Files?
Why not just save a CSV file as a spreadsheet? What’s the point in losing all your hard work?
The main thrust behind the format is being able to share it on any platform, operating system, and device.
Excel spreadsheets only open in applications that support the format. CSV files open on every computer, phone, or tablet.
They’re designed to transport information, not keep track of expenses or calculate your home budget. Therefore, use a spreadsheet for this type of activity or choose CSV to send or upload data, no strings attached.
How to Create a CSV File in Excel
First, open the Excel app on your computer. Unfortunately, the process below won’t work for Microsoft 365 users.
Create a brand new spreadsheet and navigate to cell A1 i.e. the top-left cell.
The top row is usually held as a ‘header row’. Each cell along row #1 contains each of the field names that you want to save. For example, Name then City then Phone Number.
Once you’ve added your field names it’s time to insert some data.
Click on cell A2 and enter your name. Move to B2 and enter your city or town. C2 is for your phone number.
Try adding several rows. The information doesn’t have to be real. In fact, make the process fun by inserting your favorite movie stars. Or Muppets like Miss Piggy, Fozzy, or Kermit!
Export as CSV
To export the information in a comma-separated format go to File then Save As. Click the Save As Type dropdown and choose the CSV (Comma Delimited) option.
Give the file a name, select the destination directory like Documents, then click the Save button.
That’s it! The CSV file will save to your drive. You can open it using a text editor to see how the formatting works.
One final tip is that you can also create a CSV file using a text editor like Notepad. The process is a bit tricky if you have multiple rows but it’s possible.
How to Convert CSV Files
CSV files are extremely versatile because they’re basically raw data. That makes them easy to convert into various formats like PDF, HTML, and ODF.
CSV to PDF
Portable Document Format or PDFs retain their formatting no matter the app that opens them. CSV data displays in a table view, similar to a spreadsheet.
Offdrive lets you convert your CSV file to PDF through our free online tool.
Upload the document, check the box, then hit Convert. Seconds later and your PDF will be processed and ready to download.
CSV to HTML
CSV data tables work extremely well within a web page. HTML was designed with tabular data in mind so converting to that format makes perfect sense.
Use our free CSV to HTML conversion tool to do just that.
CSV to Opensource Document Sormat
The ODS spreadsheet format works in multiple applications, including Microsoft Excel. As it’s open-source, the format’s free to use and create CSV files with.
Offdrive comes to the rescue if you want to convert CSV into native ODS.
Our free ODS conversion tool works in exactly the same way as the others. Just upload, convert, then download.
Spreadsheet Conversion for Free at Offdrive
What is a CSV file? How do I create a CSV database? Can I convert my files to other formats?
This article has answered all these questions by giving a full overview of the comma-separated format. The no-nonsense system lets you save text and numbers in a way that’s readable by any device or platform.
But what if you need to format your CSV files as a PDF? Or save it as an Excel spreadsheet?
Offdrive lets you convert all your files through our free Spreadsheet Conversion tools.
We also let you transform CSV files in reverse. Convert Excel to CSV online and for free with Offdrive.