How to Import CSV to Excel

CSV files are one of the most common ways to store and exchange structured data, but knowing how to import CSV to Excel properly can make all the difference. Whether you’ve downloaded a report from an online tool, received product data from a supplier, or exported customer details from a CRM system, chances are you’ll need to convert a comma separated values file to Excel format. While Excel generally handles CSV files well, there are a few important techniques and troubleshooting tips that can help you avoid formatting and other CSV errors and manage your data more efficiently.

What is a CSV file?

A CSV (comma-separated values) file is a plain text format that stores data in a tabular structure. Each row is a line of text, and values within each row are separated by commas. Example:

Name,Email,Age
Jane Doe,jane@example.com,30
John Smith,john@example.com,45

CSV files are lightweight, universally readable, and compatible with systems ranging from Google Sheets and databases to Excel and business applications. For structured data exchanges or system exports, CSV is often the default.

Option 1: Open the CSV file directly in Excel

The fastest method is simply opening the file in Excel.

Steps:

1. Open Excel
2. Go to File > Open > Browse
3. Select your .csv file
4. Excel will automatically split values into columns using the comma separator

What to watch out for:

• Excel may auto-format values like dates or currencies
• Leading zeros (e.g. in product codes) may be dropped
• Special characters may display incorrectly if encoding is misread

This method works for quick checks but isn’t ideal for large files or complex formatting. If you’re unsure how to open a comma separated file in Excel without issues, try using the Import function instead.

Option 2: Use Excel’s “Import” feature

For more control, Excel’s built-in import functionality offers better formatting options.

Steps:

1. Open a blank Excel workbook
2. Go to the Data tab
3. Select Get Data > From File > From Text/CSV
4. Choose your file
5. In the preview window, confirm the delimiter (comma, semicolon, tab)
6. Adjust data types if needed
7. Click Load to bring data into your worksheet

Benefits:

• Helps detect encoding issues (e.g. UTF-8)
• Accurately converts CSV to Excel format
• Supports non-English characters and special delimiters

Option 3: Drag and drop the CSV file

Dragging the file directly into Excel can also trigger import.

Pros:

• Quick and convenient
• Automatically parses comma-separated values

Cons:

• No review of delimiters or encoding
• Less control over formatting

If fields aren’t separating properly or symbols appear incorrectly, switch to the Import function or use Power Query.

Option 4: Import using Power Query (advanced)

For advanced users, Power Query is a robust tool for loading and transforming data from CSV files.

Steps:

1. Go to the Data tab
2. Click Get Data > From File > From Text/CSV
3. Select the file and click Import
4. In the Power Query Editor, you can:
   • Split columns
   • Rename headers
   • Change data types
   • Remove nulls
5. Click Close & Load

Best for:

• Large files
• Recurring imports
• Complex cleaning and transformation needs

You can save queries to refresh automatically — perfect for dashboards or routine monthly reports.

Formatting CSV data after import

Once the CSV is imported into Excel, you’ll likely need to clean and format the data.

Tasks to consider:

• Adjust column widths with AutoFit
• Format columns as Text to retain leading zeros
• Set number, date, or currency formats correctly
• Use filters or PivotTables for quick analysis

Common CSV import issues (and how to fix them)

Problem	Likely Cause	Fix
Missing leading zeros	Excel treats column as Number	Format as Text
Gibberish characters	Wrong encoding	Re-import using UTF-8
Wrong column split	Delimiter not detected	Use Import Wizard
Extra columns or blanks	Inconsistent rows	Clean source file
Text splits across rows	Line breaks in values	Use Power Query

Should you convert CSV to Excel format?

Yes — especially if you want to preserve layout, formulas, or charts.

Steps to change CSV to Excel format:

1. Go to File > Save As
2. Choose Excel Workbook (.xlsx)
3. Save your file

This will:

• Retain data formatting
• Prevent Excel from auto-changing values next time you open the file
• Enable advanced Excel features like PivotTables and slicers

Converting Excel to CSV (reverse process)

Need to go the other way? Here’s how to convert an Excel spreadsheet to CSV:

1. Open your Excel file
2. Go to File > Save As
3. Choose CSV (Comma delimited) (.csv)
4. Click Save

This strips formatting and formulas, keeping only raw values — ideal for system exports or APIs.

Tips for recurring imports

• Save import steps using Power Query for automation
• Use named tables in formulas to avoid broken links
• Build templates with predefined structure
• Automate imports using Power Automate or VBA

Working with CSVs from other platforms

Platform	Potential issue
Shopify, Magento	May include UTF-8 BOM
Salesforce, HubSpot	Line breaks in text fields
QuickBooks, Xero	Semicolons instead of commas
Google Sheets	UTF-8 encoded (safer default)

Conclusion

Learning how to import CSV data into Excel properly gives you full control over how structured data is cleaned, visualized, and shared. Whether you’re doing a one-time import or handling regular reporting workflows, Excel’s tools — from simple file opens to Power Query — offer flexibility and precision. Once imported, save the file as an .xlsx format to preserve formatting, or export back to .csv when needed.