A CSV file (CSV = comma-separated values) is a plain text file that stores spreadsheet data. The data is arranged in rows and columns, with the first row containing column headings.

Unlike regular spreadsheets, CSV files don't support formatting or formulas. When opened in Excel, the data appears like a spreadsheet, but any custom formatting (e.g., column widths) will not be preserved after saving.

CSV files are useful for sharing data between software programs:

• Mail merge: Download a CSV of club members to generate personalised emails or letters
  • use the View and Manage Subscribers feature to select members based on their subscription status and include only relevant records in the CSV
• Payment uploads: Upload a CSV of membership payments using the option Upload Payments CSV

How to Create a CSV File to Upload

To create a CSV file in Microsoft Excel (or other spreadsheet software like LibreOffice Calc or Apple Numbers):

• Choose from the file menu Save As.
• Change the file type to CSV, e.g. members.csv
• Check that the separator character is set to comma, not tab

Before saving make sure that:

• There are no merged cells - each column should have a separate cell
• The first row contains unique headings (e.g., Forename, Surname)
• Columns with similar data are labelled clearly, like 'Address 1', 'Address 2', and 'Address 3'
• Your spreadsheet must have your members' details split into columns, for example, forename and surname must be in separate columns

Splitting Data Into Multiple Columns

Your spreadsheet must have your members' details split into columns, for example, forename and surname must be in different columns. If your spreadsheet has the full name in one column, follow these steps to separate them into multiple columns:

• Make sure there are enough blank columns to the right of the name column to split the parts of the names into - if not, add columns as follows:
  • Click on the column heading letter to select the column to the right
  • right-click on it to see a context menu
  • select insert column left
  • (repeat as necessary)
• Highlight the column containing the full names by clicking on its label letter at the top
• Select the menu option Data and click Text to Columns
• Select Space as the delimiter in the wizard and click Next.
• Save the file as a CSV file type (.csv) (with a character set of UTF-8 if offered a choice).

Likewise, addresses might need splitting into columns, this time by a comma separator.

If you use Excel to work on the file, when you save it Excel will prompt you a few times with "are you sure you want to save it in CSV format?" - always choose Yes. If you choose No, the file will get messed up and you'll need to start again.

Refer to the Microsoft help pages for further details.

Downloading Data From the Database

Some data downloaded in a CSV might include some special characters, for example, the British currency symbol £. These files use UTF-8 encoding to handle such characters and not all programs handle these correctly.

If you have issues opening the file in Microsoft Excel, search online for instructions on how to open a UTF-8 CSV file to avoid data corruption.