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How to: Create a .csv file

Learn why CSV files are required for importing data into Optiply and follow our step-by-step guide to easily convert Excel or Google Sheets files into a CSV format.

Written by Carla Domingos


📄 How To: Create and Export a .CSV File


Most of our customers have difficulties understanding how to create a file according to their needs to import certain information.

Although we have a page explaining how to create a .csv file to import different types of information, here you can learn how and why it is necessary to create the correct file.

If you need to import bulk data into Optiply (like new suppliers or product links), you must use a .csv file. We know that many customers occasionally struggle with formatting these files correctly.

Why the CSV file? Unlike standard .xls or .xlsx Excel files, .csv (Comma Separated Values) files are plain text files with data separated by commas. This stripped-down format makes them universally compatible across various databases and software, ensuring a smooth, error-free data transfer into Optiply.

While you can compile your data in Excel or Google Sheets as you normally would, you must convert and save it as a .csv before uploading. Here is exactly how to do it.

⚠️ Crucial Pre-Export Checklist

Before you export your file, you must double-check your data. Importing incorrect information can cause serious calculation errors in your Optiply dashboard!

  • Use the Correct Template: Depending on the type of information you want to import, there are different required templates. Please consult our [Import Templates Page] and follow the column instructions to the letter.

  • Exact Column Names: The header names must match our templates exactly.

  • No Blank Spaces: Ensure there are no accidental hidden spaces before or after your text in the cells.

  • No Formatting: Remove any colours, bold text, or complex formulas.

🟢 Method 1: Converting an Excel File to a CSV

If you are working in Microsoft Excel, follow these steps to save your spreadsheet as a CSV:

  1. Open your Excel File: Launch Microsoft Excel and open the file you want to convert (File > Open).

  2. Save As: Click on File in the top-left corner, and select Save As.

  3. Select .csv Format: Choose the folder where you want to save your file. In the "File Name" field, give your file a recognisable name. Below that, click the dropdown menu labelled "Save as type".

  4. Choose Comma Delimited: From the dropdown menu, select CSV (Comma delimited) (*.csv).

  5. Save the File: Click the Save button.

  6. Confirm File Type: You may receive a warning message stating that you might lose certain Excel-specific features (like colours or graphs). Click Yes or OK to proceed, as CSV files are meant to be simplified!

  7. Verify: Navigate to the folder on your computer to verify your new .csv file is ready for upload.

Note: If a "CSV File" dialogue box appears with additional options, you can typically just use the default settings and click OK or Next.

🔵 Method 2: Exporting from Google Sheets

If you prefer using Google Workspace, downloading a CSV is incredibly fast. You have two options:

Option A: From Inside the Spreadsheet

  1. Open your document in Google Sheets.

  2. Click on File in the top-left corner of the interface.

  3. Hover over Download.

  4. From the submenu, select Comma-separated values (.csv, current sheet).

  5. Google Sheets will instantly download the file to your computer's default downloads folder.

Option B: Directly from Google Drive

  1. Locate your Google Sheets file inside your Google Drive folder.

  2. Right-click on the file.

  3. In the context menu, select Download.

  4. Google Drive will automatically convert the file to a .csv format and save it to your computer.

❓ Frequently Asked Questions (FAQs)

Can I upload an .xlsx file if it doesn't have any colours or graphs?

No. Even if your standard Excel file is plain text, the underlying file architecture is different. The Optiply importer will reject the upload unless the file extension is strictly .csv.

What happens if I have multiple tabs in my Excel or Google Sheets file?

A CSV file cannot support multiple tabs (worksheets). When you save or download as a CSV, it will only export the specific tab/sheet you currently have open. If you need to import data from multiple tabs, you must export each tab as its own separate CSV file.

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