How To Convert Excel To CSV: A Step-by-Step Guide (2025)

Microsoft Excel is widely used for data management and analysis, but sometimes you need to convert Excel files to CSV (Comma-Separated Values) format. CSV files are simpler and universally supported across different applications, making them ideal for data sharing, importing, and exporting.

In this guide, you’ll learn how to convert an Excel file to a CSV file using Microsoft Excel and Google Sheets. We’ll also cover different CSV formats, key considerations, and troubleshooting tips to ensure your data is accurately converted.

Why Convert Excel to CSV?

Before getting into the conversion process, let’s understand why you might need to convert an Excel file to CSV:

Compatibility: CSV files are supported by databases, programming languages, and various applications.
Data Exchange: Ideal for transferring data between different platforms.
Simplicity: CSV files contain only plain text, making them lightweight and easy to process.
No Formatting Issues: Removes complex Excel formatting, ensuring clean data transfer.
Easy Import into Other Software: Most database and data analysis tools accept CSV format over Excel.
Storage Efficiency: CSV files are smaller in size compared to Excel files.

Methods to Convert Excel to CSV

1. Convert Excel to CSV Using Microsoft Excel

Microsoft Excel provides a built-in method to convert files to CSV format. Follow these steps:

Step 1: Open the Excel File

Launch Microsoft Excel.
Open the Excel file (.xlsx or .xls) that you want to convert.

Step 2: Prepare the Data

Ensure that the data is clean and properly formatted.
Remove extra sheets, as CSV files support only one worksheet.
Check for special formatting (colors, bold text, formulas), as these will not be retained in the CSV file.
Ensure that column headers are correct and that there are no merged cells.

Step 3: Save the File as CSV

Click on File > Save As (or Save a Copy in some versions).
Choose the location where you want to save the file.
In the Save as type dropdown, select one of the following options: CSV Format Description CSV (Comma delimited) (.csv) Standard CSV format, widely used. CSV UTF-8 (Comma delimited) (.csv) Supports special characters and non-English text. CSV (Macintosh) Used for older Mac systems. CSV (MS-DOS) Compatible with older Windows systems.

Step 4: Confirm and Save

Click Save.
If prompted, confirm that only the active sheet will be saved (CSV files do not support multiple sheets).
Your Excel file is now converted to a CSV file.

2. Convert Excel to CSV Using Google Sheets

Google Sheets provides an alternative method for converting Excel to CSV, especially useful for those who don’t have Microsoft Excel.

Step 1: Upload Excel File to Google Sheets

Open Google Drive and upload your Excel file.
Right-click on the uploaded file and select Open with > Google Sheets.

Step 2: Convert and Download as CSV

Click on File > Download > Comma-separated values (.csv).
The CSV file will be downloaded to your system.

Key Considerations When Converting Excel to CSV

1. Handling Special Characters

If your Excel file contains special characters (e.g., accents, non-English text, symbols), choose CSV UTF-8 (Comma delimited) (.csv) to preserve them correctly.

2. Loss of Formatting and Formulas

CSV files store plain text only; formulas, colors, and fonts will not be retained.
If a cell contains a formula, the CSV file will store only the calculated value, not the formula itself.

3. Multiple Sheets Limitation

CSV files support only one worksheet.
If your Excel file contains multiple sheets, you must save each sheet as a separate CSV file.

4. Delimiter Issues

By default, CSV files use commas (,) as delimiters.
If your data includes commas within values, Excel may enclose those values in double quotes ("value, text").
Some systems use semicolon (;) instead of comma ( ,); ensure compatibility before conversion.

5. Encoding Problems

If you experience encoding issues (e.g., missing characters), select CSV UTF-8 format to fix this problem.
Some applications may require CSV files in ANSI encoding instead of UTF-8.
If your CSV data looks corrupted after saving, check encoding settings in the application you’re using.

Common Issues and Troubleshooting

1. CSV File Opens in One Column in Excel

This happens when Excel doesn’t recognize commas as delimiters.
To fix this, go to Data > Text to Columns, choose Delimited, and select Comma as the delimiter.

2. Losing Leading Zeros

CSV files treat numbers as numerical values, removing leading zeros (e.g., 00123 becomes 123).
To preserve leading zeros, format the column as text before saving as CSV.

3. Extra Double Quotes in CSV

Excel may add double quotes to fields containing commas.
This is normal behavior, but if causing issues in another system, consider using a different delimiter.

4. Data Misalignment

Check for extra hidden spaces or special characters in your Excel sheet before converting.

Final Thoughts

Converting an Excel file to CSV is simple and ensures your data remains compatible with multiple platforms. Whether using Microsoft Excel or Google Sheets, following the correct steps and considering encoding, delimiters, and formatting limitations will help you avoid data loss or errors.

By understanding the different CSV formats, troubleshooting common errors, and ensuring your data is structured correctly, you can efficiently convert Excel files for use in databases, web applications, and data analytics tools.

Frequently Asked Questions

How do I convert an Excel file to CSV?

To convert an Excel file to CSV, open the file in Microsoft Excel, go to File > Save As, and select ‘CSV (Comma delimited) (.csv)‘ as the file type. Click Save and confirm the prompt.

Can I convert multiple sheets in Excel to CSV?

No, CSV files support only one sheet. You need to save each sheet separately as a CSV file.

How do I keep special characters when saving as CSV?

To preserve special characters, choose ‘CSV UTF-8 (Comma delimited) (.csv)‘ as the file format when saving. This encoding ensures proper character representation.

Why is my CSV file losing leading zeros?

CSV files treat numbers as numerical values, removing leading zeros. To prevent this, format the column as text before saving as CSV.

How do I fix a CSV file opening in one column in Excel?

If your CSV file opens in one column, go to Data > Text to Columns, select ‘Delimited‘, and choose ‘Comma‘ as the delimiter.

Can I convert Excel to CSV using Google Sheets?

Yes, upload the Excel file to Google Sheets, open it, then go to File > Download > Comma-separated values (.csv) to save it as a CSV file.

Vaishvi Desai

Vaishvi Desai is the founder of Excelsamurai and a passionate Excel enthusiast with years of experience in data analysis and spreadsheet management. With a mission to help others harness the power of Excel, Vaishvi shares her expertise through concise, easy-to-follow tutorials on shortcuts, formulas, Pivot Tables, and VBA.