What Is A CSV File?

CSV File Explanation

A CSV (Comma Separated Values) file is a plain text file that contains a list of data. It is also commonly referred to as a comma delimited file. A comma is used to separate each field for each record. It typically ends with a .csv file extension. Many software applications will allow users to save data as a CSV file. When double-clicked on in Windows File Explorer (for example), the file will usually open in the default spreadsheet application (like Microsoft Excel) that is installed on the user’s PC. If a spreadsheet application is not installed, it will be opened with the default text editor (like Notepad).

CSV File Format

All fields (or columns) in a CSV file are separated with a comma and each row signifies a separate record. As an example, if we are creating a CSV file for a departments import template for use in The Complete AAP 12™ software, it expects 3 fields. A Location Code, a Department Code, and a Department Name. Spreadsheet applications like Microsoft Excel are often used to create CSV files, but to show what a CSV file really looks like, lets create this file in a text editor. It would be formatted as follows:

Location Code,Department Code,Department Name
CORP,ACCT,General Accounting
CORP,ADMIN,Administration
CORP,BKFIN,"Banking, Financing"

The first line in this example CSV holds the column headers. They are highlighted only for this example (for emphasis). The header line is optional for The Complete AAP 12™ software, but it is recommended that the header line exists in the file so it is easier to view and understand the data within the file.

There will be instances where a comma needs to be in the data. For example, if you wanted to have the value Smith, John in a name field, that value would need to be enclosed within double-quotes (like “Smith, John”) in the CSV file so the software won’t mistake the comma as a field delimiter..

A CSV File When Viewed In Excel

When a CSV file is viewed within a spreadsheet program like Microsoft Excel, it will look like a regular spreadsheet. The spreadsheet software will handle the placing of commas and double-quotes and any other special formatting when the file is saved as a CSV file.

A CSV File When Viewed In Notepad (Text Editor)

When a CSV file is viewed in a text editor like Notepad, all of the formatting (commas and double-quotes) will be visible. If you ever wonder why a value was imported the way it was, open the CSV file in a text editor because spreadsheet programs like Excel hide the formatting.