|Internet media type|
Informational RFC Oct 2005
|Type of format||multi-platform, serial data streams|
|Container for||database information organized as field separated lists|
- C# Comma Seperated List
- Comma Separated File
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- Comma Separated Values In Excel
A comma-separated values (CSV) file is a delimited text file that uses a comma to separate values. Each line of the file is a data record. Each record consists of one or more fields, separated by commas. The use of the comma as a field separator is the source of the name for this file format. A CSV file typically stores tabular data (numbers and text) in plain text, in which case each line will have the same number of fields.
The CSV file format is not fully standardized. The basic idea of separating fields with a comma is clear, but that idea gets complicated when the field data may also contain commas or even embedded line breaks. CSV implementations may not handle such field data, or they may use quotation marks to surround the field. Quotation does not solve everything: some fields may need embedded quotation marks, so a CSV implementation may include escape characters or escape sequences.
Delimiter: delimiter. A delimiter is a sequence of one or more characters used to specify the boundary between separate, independent regions in plain text or other data streams. An example of a delimiter is the comma character, which acts as a field delimiter in a sequence of comma-separated values.
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In addition, the term 'CSV' also denotes some closely related delimiter-separated formats that use different field delimiters, for example, semicolons. These include tab-separated values and space-separated values. A delimiter that is not present in the field data (such as tab) keeps the format parsing simple. These alternate delimiter-separated files are often even given a .csv extension despite the use of a non-comma field separator. This loose terminology can cause problems in data exchange. Many applications that accept CSV files have options to select the delimiter character and the quotation character. Semicolons are often used in most European countries, such as Italy, France or Spain, instead of commas. Because of that, the term character-separated values is suggested as a wider definition of this file format.[by whom?]
CSV is a common data exchange format that is widely supported by consumer, business, and scientific applications. Among its most common uses is moving tabular data between programs that natively operate on incompatible (often proprietary or undocumented) formats. This works despite lack of adherence to RFC 4180 (or any other standard), because so many programs support variations on the CSV format for data import.
For example, a user may need to transfer information from a database program that stores data in a proprietary format, to a spreadsheet that uses a completely different format. The database program most likely can export its data as 'CSV'; the exported CSV file can then be imported by the spreadsheet program.
RFC4180 proposes a specification for the CSV format; however, actual practice often does not follow the RFC and the term 'CSV' might refer to any file that:
- is plain text using a character set such as ASCII, various Unicode character sets (e.g. UTF-8), EBCDIC, or Shift JIS,
- consists of records (typically one record per line),
- with the records divided into fields separated by delimiters (typically a single reserved character such as comma, semicolon, or tab; sometimes the delimiter may include optional spaces),
- where every record has the same sequence of fields.
Within these general constraints, many variations are in use. Therefore, without additional information (such as whether RFC 4180 is honored), a file claimed simply to be in 'CSV' format is not fully specified. As a result, many applications supporting CSV files allow users to preview the first few lines of the file and then specify the delimiter character(s), quoting rules, etc. If a particular CSV file's variations fall outside what a particular receiving program supports, it is often feasible to examine and edit the file by hand (i.e., with a text editor) or write a script or program to produce a conforming format.
Comma-separated values is a data format that pre-dates personal computers by more than a decade: the IBMFortran (level H extended) compiler under OS/360 supported them in 1972. List-directed ('free form') input/output was defined in FORTRAN 77, approved in 1978. List-directed input used commas or spaces for delimiters, so unquoted character strings could not contain commas or spaces.
The 'comma-separated value' name and 'CSV' abbreviation were in use by 1983. The manual for the Osborne Executive computer, which bundled the SuperCalc spreadsheet, documents the CSV quoting convention that allows strings to contain embedded commas, but the manual does not specify a convention for embedding quotation marks within quoted strings.
Comma-separated value lists are easier to type (for example into punched cards) than fixed-column-aligned data, and were less prone to producing incorrect results if a value was punched one column off from its intended location.
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Comma separated files are used for the interchange of database information between machines of two different architectures. The plain-text character of CSV files largely avoids incompatibilities such as byte-order and word size. The files are largely human-readable, so it is easier to deal with them in the absence of perfect documentation or communication.
The main standardization initiative—transforming 'de facto fuzzy definition' into a more precise and de jure one—was in 2005, with RFC4180, defining CSV as a MIME Content Type. Later, in 2013, some of RFC4180's deficiencies were tackled by a W3C recommendation.
In 2014 IETF published RFC7111 describing application of URI fragments to CSV documents. RFC7111 specifies how row, column, and cell ranges can be selected from a CSV document using position indexes.
In 2015 W3C, in an attempt to enhance CSV with formal semantics, publicized the first drafts of recommendations for CSV-metadata standards, that began as recommendations in December of the same year.
CSV formats are best used to represent sets or sequences of records in which each record has an identical list of fields. This corresponds to a single relation in a relational database, or to data (though not calculations) in a typical spreadsheet.
The format dates back to the early days of business computing and is widely used to pass data between computers with different internal word sizes, data formatting needs, and so forth. For this reason, CSV files are common on all computer platforms.
CSV is a delimited text file that uses a comma to separate values (many implementations of CSV import/export tools allow other separators to be used; for example, the use of a 'Sep=^' row as the first row in the *.csv file will cause Excel to open the file expecting caret '^' to be the separator instead of comma ','). Simple CSV implementations may prohibit field values that contain a comma or other special characters such as newlines. More sophisticated CSV implementations permit them, often by requiring ' (double quote) characters around values that contain reserved characters (such as commas, double quotes, or less commonly, newlines). Embedded double quote characters may then be represented by a pair of consecutive double quotes, or by prefixing a double quote with an escape character such as a backslash (for example in Sybase Central).
CSV formats are not limited to a particular character set. They work just as well with Unicode character sets (such as UTF-8 or UTF-16) as with ASCII (although particular programs that support CSV may have their own limitations). CSV files normally will even survive naive translation from one character set to another (unlike nearly all proprietary data formats). CSV does not, however, provide any way to indicate what character set is in use, so that must be communicated separately, or determined at the receiving end (if possible).
Databases that include multiple relations cannot be exported as a single CSV file. Similarly, CSV cannot naturally represent hierarchical or object-oriented data. This is because every CSV record is expected to have the same structure. CSV is therefore rarely appropriate for documents created with HTML, XML, or other markup or word-processing technologies.
Statistical databases in various fields often have a generally relation-like structure, but with some repeatable groups of fields. For example, health databases such as the Demographic and Health Survey typically repeat some questions for each child of a given parent (perhaps up to a fixed maximum number of children). Statistical analysis systems often include utilities that can 'rotate' such data; for example, a 'parent' record that includes information about five children can be split into five separate records, each containing (a) the information on one child, and (b) a copy of all the non-child-specific information. CSV can represent either the 'vertical' or 'horizontal' form of such data.
In a relational database, similar issues are readily handled by creating a separate relation for each such group, and connecting 'child' records to the related 'parent' records using a foreign key (such as an ID number or name for the parent). In markup languages such as XML, such groups are typically enclosed within a parent element and repeated as necessary (for example, multiple
<child> nodes within a single
<parent> node). With CSV there is no widely accepted single-file solution.
The name 'CSV' indicates the use of the comma to separate data fields. Nevertheless, the term 'CSV' is widely used to refer a large family of formats, which differ in many ways. Some implementations allow or require single or double quotation marks around some or all fields; and some reserve the very first record as a header containing a list of field names. The character set being used is undefined: some applications require a Unicode byte order mark (BOM) to enforce Unicode interpretation (sometimes even a UTF-8 BOM). Files that use the tab character instead of comma can be more precisely referred to as 'TSV' for tab-separated values.
Other implementation differences include handling of more commonplace field separators (such as space or semicolon) and newline characters inside text fields. One more subtlety is the interpretation of a blank line: it can equally be the result of writing a record of zero fields, or a record of one field of zero length; thus decoding it is ambiguous.
OKI frictionless tabular data package
In 2011 Open Knowledge International (OKI) and various partners created a data protocols working group, which later evolved into the Frictionless Data initiative. One of the main formats they released was the Tabular Data Package. Tabular Data package was heavily based on CSV, using it as the main data transport format and adding basic type and schema metadata (CSV lacks any type information to distinguish the string '1' from the number 1).
The Frictionless Data Initiative has also provided a standard CSV Dialect Description Format for describing different dialects of CSV, for example specifying the field separator or quoting rules.
Internet W3C tabular data standard
In 2013 the W3C 'CSV on the Web' working group began to specify technologies providing a higher interoperability for web applications using CSV or similar formats. The working group completed its work in February 2016, and is officially closed in March 2016 with the release of a set documents and W3C recommendationsfor modeling 'Tabular Data', and enhancing CSV with metadata and semantics.
RFC 4180 standard
The 2005 technical standard RFC 4180 formalizes the CSV file format and defines the MIME type 'text/csv' for handling of text-based fields. However, interpretation of the text of each field is still application-specific. Files that follow the RFC 4180 standard can simplify CSV exchange and should be widely portable. Among its requirements:
- MS-DOS-style lines that end with (CR/LF) characters (optional for the last line).
- An optional header record (there is no sure way to detect whether it is present, so care is required when importing).
- Each record should contain the same number of comma-separated fields.
- Any field may be quoted (with double quotes).
- Fields containing a line-break, double-quote or commas should be quoted. (If they are not, the file will likely be impossible to process correctly.)
- If double-quotes are used to enclose fields, then a double-quote must be represented by two double-quote characters.
The format can be processed by most programs that claim to read CSV files. The exceptions are (a) programs may not support line-breaks within quoted fields, (b) programs may confuse the optional header with data or interpret the first data line as an optional header and (c) double quotes in a field may not be parsed correctly automatically.
Many informal documents exist that describe 'CSV' formats.IETFRFC 4180 (summarized above) defines the format for the 'text/csv' MIME type registered with the IANA.
Rules typical of these and other 'CSV' specifications and implementations are as follows:
- CSV is a delimited data format that has fields/columns separated by the commacharacter and records/rows terminated by newlines.
- A CSV file does not require a specific character encoding, byte order, or line terminator format (some software do not support all line-end variations).
- A record ends at a line terminator. However, line-terminators can be embedded as data within fields, so software must recognize quoted line-separators (see below) in order to correctly assemble an entire record from perhaps multiple lines.
- All records should have the same number of fields, in the same order.
- Data within fields is interpreted as a sequence of characters, not as a sequence of bits or bytes (see RFC 2046, section 4.1). For example, the numeric quantity 65535 may be represented as the 5 ASCII characters '65535' (or perhaps other forms such as '0xFFFF', '000065535.000E+00', etc.); but not as a sequence of 2 bytes intended to be treated as a single binary integer rather than as two characters (e.g. the numbers 11264–11519 have a comma as their high order byte:
ord(',')*256.ord(',')*256+255). If this 'plain text' convention is not followed, then the CSV file no longer contains sufficient information to interpret it correctly, the CSV file will not likely survive transmission across differing computer architectures, and will not conform to the text/csv MIME type.
- Adjacent fields must be separated by a single comma. However, 'CSV' formats vary greatly in this choice of separator character. In particular, in locales where the comma is used as a decimal separator, semicolon, TAB, or other characters are used instead.
- Any field may be quoted (that is, enclosed within double-quote characters). Some fields must be quoted, as specified in following rules.
- Fields with embedded commas or double-quote characters must be quoted.
- Each of the embedded double-quote characters must be represented by a pair of double-quote characters.
- Fields with embedded line breaks must be quoted (however, many CSV implementations do not support embedded line breaks).
- In some CSV implementations[which?], leading and trailing spaces and tabs are trimmed (ignored). Such trimming is forbidden by RFC 4180, which states 'Spaces are considered part of a field and should not be ignored.'
- According to RFC 4180, spaces outside quotes in a field are not allowed; however, the RFC also says that 'Spaces are considered part of a field and should not be ignored.' and 'Implementors should 'be conservative in what you do, be liberal in what you accept from others' (RFC 793, section 2.10) when processing CSV files.'
- In CSV implementations that do trim leading or trailing spaces, fields with such spaces as meaningful data must be quoted.
- Double quote processing need only apply if the field starts with a double quote. Note, however, that double quotes are not allowed in unquoted fields according to RFC 4180.
- The first record may be a 'header', which contains column names in each of the fields (there is no reliable way to tell whether a file does this or not; however, it is uncommon to use characters other than letters, digits, and underscores in such column names).
|1997||Ford||E350||ac, abs, moon||3000.00|
|1999||Chevy||Venture 'Extended Edition'||4900.00|
|1999||Chevy||Venture 'Extended Edition, Very Large'||5000.00|
|1996||Jeep||Grand Cherokee||MUST SELL!|
air, moon roof, loaded
The above table of data may be represented in CSV format as follows:
Example of a USA/UK CSV file (where the decimal separator is a period/full stop and the value separator is a comma):
Example of an analogous European CSV/DSV file (where the decimal separator is a comma and the value separator is a semicolon):
The latter format is not RFC 4180 compliant. Compliance could be achieved by the use of a comma instead of a semicolon as a separator and either the international notation for the representation of the decimal mark or the practice of quoting all numbers that have a decimal mark.
The CSV file format is supported by almost all spreadsheets and database management systems, including Apple Numbers, LibreOffice Calc, and Apache OpenOffice Calc. Microsoft Excel also supports CSV, but with restrictions in comparison to other spreadsheet software (e.g., as of 2019 Excel still cannot export CSV files in the commonly used UTF-8 character encoding).
CSV format is supported by libraries available for many programming languages. Most provide some way to specify the field delimiter, decimal separator, character encoding, quoting conventions, date format, etc.
The emacs editor can operate on CSV files using csv-nav mode.
Many utility programs on Unix-style systems (such as cut, paste, join, sort, uniq, awk) can split files on a comma delimiter, and can therefore process simple CSV files. However, this method does not correctly handle commas within quoted strings.
- Substitute character, Null character, invisible comma U+2063
- ^ abcdShafranovich, Y. (October 2005). Common Format and MIME Type for CSV Files. IETF. p. 1. doi:10.17487/RFC4180. RFC4180.CS1 maint: ref=harv (link)
- ^ abShafranovich (2005) states, 'This RFC documents the format of comma separated values (CSV) files and formally registers the 'text/csv' MIME type for CSV in accordance with RFC 2048'.
- ^'CSV - Comma Separated Values'. Retrieved 2017-12-02.
- ^'CSV Files'. Retrieved June 4, 2014.
- ^'Comma Separated Values (CSV) Standard File Format'. Edoceo, Inc. Retrieved June 4, 2014.
- ^IBM FORTRAN Program Products for OS and the CMS Component of VM/370 General Information(PDF) (first ed.), July 1972, p. 17, GC28-6884-0, retrieved February 5, 2016,
For users familiar with the predecessor FORTRAN IV G and H processors, these are the major new language capabilities
- ^'List-Directed I/O', Fortran 77 Language Reference, Oracle
- ^'SuperCalc², spreadsheet package for IBM, CP/M'. Retrieved December 11, 2017.
- ^'Comma-Separated-Value Format File Structure'. Retrieved December 11, 2017.
- ^'CSV, Comma Separated Values (RFC 4180)'. Retrieved June 4, 2014.
- ^See sparql11-results-csv-tsv, the first W3C recommendation scoped in CSV and filling some of RFC4180's deficiencies.
- ^'Model for Tabular Data and Metadata on the Web - W3C Recommendation 17 December 2015'. Retrieved March 23, 2016.
- ^*Creativyst (2010), How To: The Comma Separated Value (CSV) File Format, creativyst.com, retrieved May 24, 2010
- ^'Tabular Data Package'. Frictionless Data Specs.
- ^'CSV Dialect'. Frictionless Data Specs.
- ^'CSV on the Web Working Group'. W3C CSV WG. 2013. Retrieved 2015-04-22.
- ^CSV on the Web Repository (on GitHub)
- ^Model for Tabular Data and Metadata on the Web (W3C Recommendation)
- ^Shafranovich (2005) states, 'Within the header and each record, there may be one or more fields, separated by commas.'
- ^'EmacsWiki: Csv Nav'.
- 'IBM DB2 Administration Guide - LOAD, IMPORT, and EXPORT File Formats'. IBM. Archived from the original on 2016-12-13. Retrieved 2016-12-12. (Has file descriptions of delimited ASCII (.DEL) (including comma- and semicolon-separated) and non-delimited ASCII (.ASC) files for data transfer.)
Are you planning on leaving a job and want to make sure you get a copy of all your emails in case you need to refer to them at a later point? Or maybe you just want to export them for backup purposes in case your Outlook PST file becomes corrupt, which happens quite often.
In any case, backing up your emails is always a good idea. Even if you are using a web service like Outlook.com or Gmail, it’s still not a bad idea to use a desktop client like Outlook to download all your mail so that you have it stored locally. Web services and giants like Microsoft and Google may seem immune to failure, but you never know when something catastrophic can happen.
In this article, I’ll show you how to export your Outlook emails in Outlook 2003, 2007, 2010, 2013 and 2016. I’ll also mention the procedure if you are using Outlook for Mac. It’s worth noting that the actual Import and Export Wizard is pretty much exactly the same across all versions, but the process of getting to the wizard has changed.
Exporting Emails from Outlook
If you are running Outlook 2003, 2007, 2010 or 2013, then check out my post on how to export Outlook contacts to see the procedure for getting to the import/export wizard. If you are running Outlook 2016, then click on File and Open & Export.
In the right-hand menu, click on the Import/Export button.
This will now bring up the Import/Export Wizard, which looks the same in all versions of Office. To get started, you want to select Export to a file.
On the next screen, you have to choose the type of file: either a CSV (Comma Separated Values) file or an Outlook Data File (PST). I normally always use PST, so that it’s easier to import back into Outlook, but you can choose CSV if you want to import the emails into another email client or even into a program like Excel or Word.
On the next screen, you have to choose what you want to export. If you want to get all your emails, you normally select Inbox and make sure that Include subfolders is checked. If you only want a small subset of emails, you can click on the Filter button and then put in various criteria to reduce the number of emails to export.
Click Next and you’ll now need to choose a location to save your CSV or PST file. There are several options that you can choose from that deal with how duplicates will be handled.
Finally, click Finish and you’ll get a window asking if you want to protect your PST file with an optional password. If you are going to use a password here, note that it should be more than 16 characters. Also, note that it’s not very secure and can easily be hacked using the right software.
That’s about it. You should now have a CSV or PST file with all your emails stored inside. You can now copy this file to a safe location for backup.
Export Emails from Outlook for Mac
If you are running the Mac version of Office, then the procedure for exporting emails is different. Actually, the file type is also different. On Macs, you only have one option: Outlook for Mac Archive File (.OLM).
C# Comma Seperated List
Click on File and then Export.
Comma Separated File
A dialog will popup where you can choose which items you want to export to the archive file. You can choose from Mail, Calendar, Contacts, Tasks and Notes or you can choose from items in a specific category.
Excel Split Comma Separated Values
Click Continue and you’ll be asked where you want to save the file. That’s about it. There aren’t any other options when exporting from Outlook on a Mac.
Comma Separated Values In Excel
Once you have your emails exported, you can read my post on how to import them to another email service like Gmail, if you are planning to switch.