CSV files are a simple, popular format for storing data. They are easy to view and work with many apps. The term CSV stands for “Comma Separated Values,” which reflects the way data is organized—each piece of information is separated by a comma. CSV files are perfect for apps that need to import or export data without extra formatting.
If you’ve worked with data in Excel files (.xls or .xlsx files), you know that Excel’s formatting and tools don’t always translate to a simpler, plain-text format. That’s where CSV comes in. Converting your Excel file to a CSV file saves your data in a simple, compatible format. It’s perfect for importing into many other platforms.
This guide will cover all you need to know about converting Excel files to CSV. It includes step-by-step instructions for Windows and Mac users. We’ll explore ways to fix common issues. These include using the correct delimiters (commas instead of semicolons). We’ll also cover how to convert multiple Excel sheets into CSV files if your data is on different worksheets.
Converting Excel to CSV on Windows
Knowing how to quickly convert excel to CSV is an underrated time management skill. For Windows users, converting an Excel file to a CSV file is easy using Microsoft Excel’s “Save As” feature. To save a single worksheet or convert multiple Excel sheets, use the steps below. They will ensure your data is properly converted to CSV format.
Using the “Save As” Command
1. Open Your Excel File: First, open the Excel file you wish to convert.
2. Go to “File” > “Save As”: In the Excel menu, click on the “File” tab in the upper-left corner and select “Save As.” Alternatively, you can press F12 on your keyboard to quickly open the “Save As” dialog.
3. Choose the CSV Format: In the “Save as type” dropdown, select CSV (Comma delimited) (*.csv). This format saves the Excel data as a comma-separated text file.
4. Select the Destination Folder: Pick the location on your computer where you want to save the file, and click Save.
Note: When you save an Excel file as a CSV file, only the active worksheet is saved. If your Excel file has multiple sheets, you must save each one as a CSV. Simply switch to each worksheet, and repeat the “Save As” steps for each.
Addressing Compatibility Prompts
After you click “Save,” Excel might display a few prompts. These aren’t error messages—just reminders:
- First Prompt: Excel will inform you that only the active worksheet will be saved to the CSV file. If you want to save additional worksheets, click Cancel and save each sheet individually. Otherwise, click OK to proceed.
- Second Prompt: Excel may display a message about unsupported features in the CSV format, such as formulas, formatting, or images. Don’t worry—click Yes to continue saving the file. Remember that CSV files store only raw data, without formatting or formulas.
Converting Excel to CSV on Mac
If you’re using a Mac, the process of converting Excel files to CSV format is very similar. The steps below will help you export data from an Excel file into a CSV format on a Mac.
Simple Conversion Steps
1. Open Your Excel File: Start by opening the Excel file that you need to convert.
2. Go to “File” > “Save As”: Click on the “File” menu in the top-left corner, then select “Save As.”
3. Choose CSV Format: In the “Format” dropdown menu, select Comma Separated Values (.csv).
4. Save the File: Click Save and confirm any prompts. These prompts are similar to those on Windows, reminding you that only the active sheet is saved and that unsupported features won’t be included.
Tips for Mac Users
- If you need to save each worksheet as a CSV, repeat the steps for each worksheet in your Excel file.
- When prompted to proceed with saving as CSV, click Continue to confirm. This ensures your data is saved in a simple, compatible CSV format.
Adjusting CSV Delimiters for Regional Settings
When you convert an Excel file to a CSV file, you might encounter issues with delimiters. These are the characters that separate each piece of data. In many cases, this delimiter is a comma, but in some regional settings, it may default to a semicolon. This can affect how your data is interpreted. And as a business, you should always strive to have the best data privacy practices in place. so it’s important to make sure your CSV files use the correct delimiter.
Common Delimiter Issues
Comma vs. Semicolon: In some regional settings, particularly in European countries, the default delimiter for CSV files may be a semicolon (;) instead of a comma (,). This can cause issues if you’re planning to import the CSV file into software that expects a comma.
Looking out for Compatibility: Double-checking and, if necessary, changing your delimiter settings in Excel can prevent problems when sharing or importing data.
Changing the Delimiter in Excel (Windows)
To make sure your CSV file uses a comma as the delimiter, follow these steps in Excel:
- Open Excel Options: Go to File > Options.
- Go to Advanced Settings: In the Excel Options dialog, select Advanced from the left-hand menu.
- Uncheck “Use System Separators”: In the Editing options section, find the “Use system separators” checkbox and uncheck it.
- Set the Correct Separators: For “Decimal separator,” enter a period (.) and for “Thousands separator,” enter a comma (,). Click OK to save these changes.
Now, when you save your Excel file as a CSV, it will use a comma as the delimiter. This is true regardless of your computer’s regional settings.
Checking Delimiters on a Mac
Mac has fewer regional delimiter issues. Still, verify the output if your data needs a specific format. Simply open the saved CSV file in a text editor like TextEdit to check that commas are used to separate values.
Alternative Methods for Converting Excel to CSV
If you need to adjust Excel files, or want an Excel alternative, there are other ways to convert an Excel file to CSV. We’ll explore a few methods, including using different file extensions and online tools.
Using “CSV (MS-DOS)” or “CSV (Macintosh)” for Compatibility
Sometimes, you may need to save an Excel file as a CSV. It must be formatted for older operating systems. Microsoft Excel offers two additional CSV formats in the “Save As” drop-down menu:
- CSV (MS-DOS): Choose this option if your CSV file needs to be compatible with DOS-based systems or older spreadsheet programs.
- CSV (Macintosh): This format is optimized for Macintosh systems and may be necessary if you’re sharing files with users on older Mac computers.
To save with these formats, do the same as for “CSV (Comma delimited)”: open your Excel file, go to File > Save As, select your format from the drop-down menu, and save. These formats make sure that your files display correctly on the recipient’s system.
Using a Text Editor for Customization
For extra control over the CSV format, edit the file in a text editor like Notepad (on Windows) or TextEdit (on Mac). Here’s how:
- Save Your Excel File as a CSV: First, save the Excel file as a CSV (Comma delimited) file.
- Open the CSV in a Text Editor: Once saved, open the file in a text editor.
- Make Custom Adjustments: In the text editor, you can modify delimiters, edit tabular data, or remove any unnecessary characters to ensure the file meets specific requirements.
Editing the file this way lets you control some formatting. Excel can’t do that, especially if you’re using specific spreadsheet programs or data import tools.
Using CSV Online Converters
Online conversion tools can be a convenient option if you’re looking for a quick way to convert an Excel file to CSV without using Microsoft Excel. Here’s how it works:
- Choose a Reliable Online Tool: Search for “CSV online converter,” and select a reputable option. Some popular ones allow you to upload .xls or .xlsx files and convert them directly to CSV format.
- Upload Your File: Upload your Excel file to the site.
- Select Output Settings: Some tools let you choose additional settings for delimiters or encoding. Set these as needed.
- Download the Converted File: Once the conversion is done, download the file in the CSV format.
Online tools are ideal if you’re not on a computer with Microsoft Excel installed or if you need to convert .xls files quickly. Just ensure the tool is trustworthy to keep your spreadsheet data secure.
Troubleshooting Common Issues
Sometimes, you may have issues converting an Excel file to CSV. This can happen even after following all the correct steps. Here’s how to solve some of the most common problems with converted files.
Problem: Incorrect Delimiters or Symbols
If you open your CSV file and find semicolons instead of commas, or unexpected symbols, it’s likely due to regional settings or the Excel file’s formatting. To fix this, try:
- Double-checking Delimiters: Follow the steps in Section 3 to make sure commas are set as the separator.
- Re-saving in a Different CSV Format: Try using the “CSV (MS-DOS)” option if the standard CSV format doesn’t work.
Problem: Missing or Extra Data
CSV files only store plain tabular data, so some Excel features—like formulas, formatting, and merged cells—won’t carry over. To solve this:
- Check Each Cell in Excel: Before converting, make sure each cell’s data is ready as plain text. Copy and paste formulas as “values” if needed.
- Use a Text Editor for Verification: Open the CSV file in a text editor to confirm that all data is properly formatted and appears as expected.
Problem: Multiple Sheets Not Converting
If your Excel file has multiple sheets, remember that each worksheet must be saved individually as a separate CSV file. Follow the steps in Section 1 for each sheet or use an online converter if you prefer.
Tips for Data Integrity in CSV Files
Converting Excel files to CSV can be easy. But, it’s vital to keep your data intact and error-free for smooth imports and exports. Here are a few tips to ensure your data’s accuracy:
Handling Special Characters and Symbols
When saving Excel files with special characters, encoding issues may occur. CSV files use plain text, so make sure to select UTF-8 encoding if your data has special characters. This option is often found when saving as CSV in some versions of Excel or in text editors.
Verifying Converted Files
To ensure your file is correctly formatted:
- Open the CSV in a Text Editor: This allows you to quickly verify that the file appears as plain tabular data.
- Check for Correct Delimiters: Make sure the delimiter (usually a comma) appears between data fields without any extra spaces.
- Test-Import the File if Possible: If you’re using the CSV to import data into another application, do a test import to catch any issues before the full import.
Using CSV for Data Exports
CSV files are excellent for transferring data across platforms. However, they are limited to plain text. So, ensure the target system can handle CSV imports and accepts only a .csv extension.
Excel File Conversion
Converting Excel files to CSV is often necessary for anyone working with data. It must be accessible in different apps. We’ve covered the basics of converting .xls files to CSV on Windows and Mac. We’ve addressed common issues and discussed alternative methods for different preferences.
Whether in Excel or an online tool, your goal is to make your data as accessible and flexible as possible. For more office productivity tips that actually work, check out our other articles too.
