--- title: How to handle CSV files description: Learn what CSV files are, how they're structured, and how to export spreadsheets to CSV with the right separator (comma or semicolon) for Pointerpro imports. --- [Skip to content](https://help.pointerpro.com/how-to-handle-csv-files#main-content) [![Pointerpro-logo](https://help.pointerpro.com/hs-fs/hubfs/Pointerpro-logo.png?width=188&height=53&name=Pointerpro-logo.png)](https://pointerpro.com/) - [Getting started](https://help.pointerpro.com/how-to-get-started-with-pointerpro) - [Pricing](https://pointerpro.com/pricing) - [Customer stories](https://pointerpro.com/case-studies) Open main navigation Close main navigation - [Getting started](https://help.pointerpro.com/how-to-get-started-with-pointerpro) - [Pricing](https://pointerpro.com/pricing) - [Customer stories](https://pointerpro.com/case-studies) - [New here? Explore what Pointerpro can do](https://www.pointerpro.com/) [New here? Explore what Pointerpro can do](https://www.pointerpro.com/) How can we help you? - There are no suggestions because the search field is empty. 1. [Knowledge Base](https://help.pointerpro.com/?hsLang=en) 2. [Getting Started](https://help.pointerpro.com/getting-started?hsLang=en) 3. [How To Guides](https://help.pointerpro.com/getting-started?hsLang=en#how-to-guides) # How to handle CSV files ## Our platform uses CSV files for importing data. These files are quite common, but if you've never worked with them before, they can pose a bit of a challenge. ##### You'll need this: - One of these Pointerpro plans: ![](https://assets.pointerpro.com/custom/help-guide/Pointerpro+icon+Orange.svg)  Professional         ![](https://assets.pointerpro.com/custom/help-guide/Pointerpro+icon+Orange.svg)  Enterprise         ![](https://assets.pointerpro.com/custom/help-guide/Pointerpro+icon+Orange.svg)  ReportR         ![](https://assets.pointerpro.com/custom/help-guide/Pointerpro+icon+Orange.svg)  DistributR      --- ##### On this help guide page: 1. [What are CSV files](https://help.pointerpro.com/how-to-handle-csv-files#whatarecsv) 2. [File structure](https://help.pointerpro.com/how-to-handle-csv-files#filestructure) 3. [Saving a spreadsheet to a CSV file](https://help.pointerpro.com/how-to-handle-csv-files#savingspreadsheet) --- #### 1\. What are CSV files CSV stands for "Comma Separated Values". These files have the extension .csv and are basically flat-text files. You can open them using multiple software tools such as: - Spreadsheet editors - Microsoft Excel - Numbers - Google Sheets - ... - Text editors - Notepad - TextEdit - ... There's 2 types of CSV files that are common. The only difference is the type of separator: - Comma as a separator (popular in the US because of using a point as a decimal separator) - Semicolon as a separator (popular in the EU because of using a comma as a decimal separator) Our platform can handle either, depending on the way we set up your account. We can either configure you're account to work with one or the other.  #### 2. File structure CSV files are always structured the same way. However, you'll only come into contact with it if you're opening the file in a text editor. There's a few key takeaways you need to keep in mind: - The first row contains the headers. We provide exports of example CSV's with the correct headers. If anything changes here, the file will not be compatible anymore. - Each following row contains 1 item, like a contact or response. The example files will contain 1 example row. - Each column is separated by a comma or semicolon. - Each row is separated by a new-line. - If data in one column is complex, it is possible to encapsulate the data in double quotes. This way your text or numbers can contain commas and semicolons. - You can leave columns empty, but it is possible it is required by the platform. In that case you'll get an error message. - After the last value on a row, there is no separator. Example: ``` Column A;Column B;"Long name here, really long";Column DRow 1A;Row 1B; Row 1C;Row 1DRow 2A;Row 2B; Row 2C;Row 2D ``` In spreadsheet editors, you'll be spared this technical layout. In stead, the file will open as a spreadsheet with rows and columns. #### 3. Saving a spreadsheet to a CSV file In **Numbers**, click on **File**, **Export To** and then **CSV...**. Numbers will pick a comma or semicolon as separator based on the settings of your Mac.  In **Google Sheets**, click **File**, **Download** and then **Comma-separated values (.csv)**. ![](https://help.pointerpro.com/hs-fs/hubfs/CleanShot%202026-09-12%20at%2012-11-18-png.png?width=646&height=488&name=CleanShot%202026-09-12%20at%2012-11-18-png.png) Note that Google Sheets only exports with commas as separator.  A trick to get Google to do what you want, is to create a new Sheet within the same file. In this new sheet, add the following formula in cell A1: ``` =TEXTJOIN(";";0;Sheet1!A1;Sheet1!B1;Sheet1!C1;Sheet1!D1) ``` Make sure the name of your first sheet is correct and add more cells to the formula as required (eg: ";Sheet1!E1"). Copy this formula down throughout column A. You can now export this new sheet to a CSV file with semicolons as separator. 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