What is a CSV, and how do you use CSV files in your business? That's a good question to ask. With all the acronyms and file types (.pdf, .png, .jpeg, .docx) out there, adding another one to the mix can get a bit confusing. We’re here to tell you what a CSV file is and what it can do to help your business succeed.
CSV – a comma-separated values file. AKA Character Separated Values, or Comma Delimited file.
CSV files differ from traditional spreadsheet programs because you can only have a single sheet without the saved cell, column, or row values. You also can’t save formulas into a CSV file. They can contain numbers and letters only, even though in Microsoft Excel or Google Sheets it looks like a traditional spreadsheet with formulas and calculations in certain fields.
CSV vs. XLSX vs. PDF Comparison
Let's start by comparing CSV files to XLSX and PDF. They share some things in common, but they are used for different purposes, as you will see in this comparison chart.
| Category | CSV | XLSX | |
|---|---|---|---|
| Attributes | Plain text, lightweight, universally supported | Rich spreadsheet format with formulas, formatting, charts, and multiple worksheets | Fixed-layout document that preserves formatting across devices |
| Best for | Importing, exporting, and exchanging structured data | Analyzing, calculating, organizing, and presenting data | Sharing, printing, archiving, and distributing finalized documents |
| Collaboration | Limited simultaneous editing | Strong collaboration through Microsoft Excel and Microsoft 365 | Primarily designed for reviewing, commenting, and signing rather than editing |
| Common file size | Usually the smallest | Moderate, depending on formatting and formulas | Varies based on images, fonts, and embedded content |
| Compatibility | Nearly every spreadsheet, database, and business application | Microsoft Excel, Google Sheets, LibreOffice, and compatible spreadsheet software | Virtually every computer, mobile device, and web browser |
| Cost | Free to create and use with many applications | May require spreadsheet software or Microsoft 365 for full functionality | Free to view; editing software may require a paid license |
| Customizability | Minimal | Extensive formatting, formulas, charts, pivot tables, conditional formatting, and automation | Moderate through annotations, form fields, bookmarks, and digital signatures |
| Data structure | Rows and columns stored as plain text values | Structured spreadsheet with cells, formulas, formatting, and multiple sheets | Page-based document containing text, graphics, images, forms, and attachments |
| Ease of editing | Simple data editing | Comprehensive editing and analysis | Limited editing after creation |
| File readability | Easily opened with a text editor or spreadsheet application | Best viewed in spreadsheet software | Best viewed with PDF readers and web browsers |
| Ideal users | Developers, analysts, system administrators, and data import/export workflows | Financial professionals, analysts, accountants, project managers, and business users | Anyone sharing finalized documents, reports, manuals, contracts, or forms |
| Limitations | No formatting, formulas, images, multiple worksheets, or data validation | Larger file sizes and software-dependent advanced features | Not designed for data analysis or bulk data exchange |
| Primary purpose | Move structured data between applications | Work with and analyze data | Preserve and share finished documents exactly as intended |
| Searchability | Searchable as plain text | Searchable within spreadsheet applications | Fully searchable when text-based (OCR may be required for scanned PDFs) |
| Security options | Limited | Password protection and workbook permissions | Password protection, encryption, permissions, digital signatures, and redaction |
| Supports calculations | No | Yes | No |
| Supports formatting | No | Extensive | Preserves existing formatting |
| Supports images and graphics | No | Yes | Yes |
| Typical business use cases | System migrations, database imports, CRM exports, backups, API integrations, and bulk data transfers | Budgets, financial models, dashboards, reporting, forecasting, inventory management, and project tracking | Contracts, invoices, proposals, manuals, reports, forms, compliance documents, and marketing materials |
| Version compatibility | Extremely stable across platforms | May vary slightly between spreadsheet applications | Highly consistent across devices and operating systems |
CSV files have two different advantageous functions; one is that they are plain-text files, which makes them easier for a developer to create, and easier for you to import into a spreadsheet or storage database regardless of software. The other function would be to better organize the large amounts of data a company can procure.
CSV files are easy to organize and manipulate based on client or company needs. They are primarily used for importing and exporting information to and from the source database. As mentioned before, they’re also easy to convert to traditional spreadsheet files like .xls, .txt, or .html.
How to Make a CSV File
How can you create a CSV? It’s simple. Go to the “Save As” tab and select CSV. When trying to open a CSV file, you can do so by going to the ‘Open With’ tab and selecting whichever spreadsheet program you fancy.
Free file converters also exist online that can convert CSV files to PDF or RTF files. Typically, databases and contact managers support CSV files.
What Does a CSV File Look Like?
A CSV file is a list of data separated by commas. For instance, it may look like the following:
- Name,email,phone number,address
- Example,example@example.com,555-555-5555,Example Address
- Example2,example2@example.com,555-555-5551,Example2 Address
As you can see, it looks very much like what the file name says: It’s a comma-separated value list. Below is an example of what a table in a spreadsheet would look like for comparison purposes.
| Name | Phone Number | Address | |
| Example | example@example.com | 555-555-5555 | Example Address |
| Example 2 | example2@example.com | 555-555-5551 | Example 2 Address |
Again, it’s important to note that when you import a CSV file into a spreadsheet program, it will look like a traditional spreadsheet, separated by columns and cells. However, when you export it back into a CSV file, it will return to a list separated by commas rather than cells.
How to View a CSV File in a Text Editor
If you’re looking to view a CSV file in a simple text editor rather than a Word document or Google Doc, like on Notepad or using the Sticky Note function on some systems, the process is still simple.
You’ll right-click the document, select “edit with” and select whatever text editor you want. This will open the CSV file in a plain text format like the example shows above.
How to View a CSV File in a Spreadsheet Program
You may find it easier to view and evaluate the data in your CSV file in a spreadsheet format. That’s totally okay because spreadsheets do tend to make things easier to read and comprehend.
For Microsoft Excel, you’ll right-click the CSV file and select “Open with Excel”.
For Google Sheets, you’ll simply upload the file to your cloud, and the content will be displayed in a spreadsheet format.
How to Import a CSV File into an Application
Most business applications allow you to import data from a CSV file. It's often as simple as navigating to the application's Import feature, selecting your CSV file, and following the prompts. But that's only half the job.
Before importing, verify that your CSV file matches the format the application expects. Some programs provide a downloadable CSV template or sample file with the required column headers. If so, download the template and follow its format. That's much easier than creating a CSV from scratch. The template already contains the correct column headings and formatting, so imports with it are more likely to succeed.
During the import process, many applications let you map your CSV columns to the appropriate fields in the software. Take a few moments to confirm these mappings. This will prevent information from being imported into the wrong place.
If the import fails, don't panic. Most applications display an error message explaining what went wrong, such as missing required columns, invalid data formats, duplicate records, or unsupported characters. Correct the issue in your CSV file and try the import again.
Takeaways
Why would you use CSV files? Well, if you’re an accountant, law firm, HR office, insurance company, or manufacturer, to name a few, you likely use spreadsheets to keep track of all your data. Contact information or budgets could be managed much easier if you convert the Excel file to a CSV file for transfer purposes. Your information and data will remain safe and secure without fail.
Revver can help you figure out the ins and outs of CSV files, assisting with a safe transfer from person to person, as well as assisting with organization and storage. To find out more, let’s talk.
Answering Your Frequently Asked Questions
What are some common problems I might face when importing a CSV file into an application?
CSV imports don't always work on the first attempt. Common issues include missing required columns, incorrectly formatted dates, duplicate records, unsupported characters, or values that don't match the application's requirements. Many applications identify the specific problem during import, making it easier to correct your CSV file and try again. Using a downloadable CSV template, when available, can help prevent many formatting errors.
Where will I encounter CSV files, XLSX files, and PDFs in the real world?
CSV files are commonly used to exchange data between business applications such as CRMs, accounting software, ecommerce platforms, databases, and marketing tools. XLSX files are used for spreadsheets, budgeting, reporting, forecasting, and data analysis. PDFs are most often used for contracts, invoices, reports, manuals, proposals, and other finalized documents intended for sharing or printing.
What is the design philosophy behind CSV files, XLSX files, and PDFs?
Each format was designed for a different purpose. CSV files prioritize simple, universal data exchange. XLSX files are built for organizing, analyzing, and calculating data. PDFs are designed to preserve a document's appearance so it can be viewed, shared, and printed consistently across devices.
When should I use a CSV file instead of an Excel spreadsheet?
Choose a CSV file when your primary goal is moving data between applications. Choose an XLSX file when you need formulas, charts, formatting, multiple worksheets, or other spreadsheet features. CSV files excel at compatibility, while Excel workbooks excel at data analysis.
Can I convert a CSV file into an Excel workbook?
Yes. Most spreadsheet applications, including Microsoft Excel and Google Sheets, can open CSV files and save them as XLSX workbooks. Once converted, you can add formulas, formatting, charts, filters, and multiple worksheets that aren't supported in the CSV format.
Why don't CSV files preserve formatting?
CSV stands for Comma-Separated Values. The format was intentionally designed to store only raw data, making it lightweight and compatible with a wide variety of software. Formatting, formulas, images, and charts are omitted so different applications can exchange data more reliably.
Are CSV files secure?
A CSV file doesn't include built-in security features such as password protection or encryption. If the data is sensitive, organizations should store, transmit, and manage CSV files using secure document management systems, encrypted storage, or other protected methods.
Can CSV files contain images or attachments?
No. CSV files store text-based data organized into rows and columns. Images, attachments, charts, formulas, and other rich content require file formats such as XLSX or PDF.
Why do so many business applications use CSV files for importing and exporting data?
CSV is one of the most widely supported data formats in the world. Because it's simple and standardized, business applications can exchange information without relying on proprietary spreadsheet software. This broad compatibility makes CSV the preferred choice for many import and export tasks.
Can a document management system store CSV files?
Yes. A document management system can securely store, organize, version, search, and share CSV files alongside spreadsheets, PDFs, Word documents, images, and other business records. This helps organizations keep data files organized while maintaining access controls, version history, and audit trails.