Import CSV and TXT File in Microsoft Excel (The Right way)

Smart way to Import CSV and TXT Files 

Working with CSV (Comma Separated Values)and TXT files is almost a routine for every data professional or Microsoft Excel user. Being lightweight and universal, these files are mostly used while exporting or importing data from various systems. However, if these are imported incorrectly, it might corrupt the format, misplace the values, or destroy important data structures.

This how-to guide will help you import CSV and TXT files into Excel in an appropriate manner for a smooth, successful, and error-free data experience.

🔍 Why Have a Proper Way of Importing CSV/TXT Files into Excel?

• Avoid errors like misplacement of columns or conversion of dates
• Keep numeric, text, and special character data intact
• Set up auto-refresh for recurring reports and dashboards
• Make data cleansing, transforming, and analyzing easier
• Prepare your spreadsheets for doing PivotTables, formulas, and dashboards

🛠️ Step-by-Step: Import CSV Files into Excel with Good Practice

✅ 1. Use Power Query in Excel (Get & Transform Data)

• Go to Data -> Get Data -> From File -> From Text/CSV
• Locate the .csv file and click Import
• Inspect the preview window:
  • Set the delimiter correctly, usually a comma
  • Check column data types, say text, numbers, dates
• Click Load or Transform Data to customise via Power Query Editor

💡 Power Query lets you:

• Remove unwanted rows or columns
• Correct formatting (dates, numbers, currencies)
• Split text columns by delimiters
• Filter or sort before importing
• Auto-refresh data when the CSV updates

✅ 2. Do Not Open CSVs by Double-Click

• System locale is applied
• may cause unusual automatic formats to appear (e.g., turning long numbers into scientific notation)
• The conversion of dates can be incorrect.

🔐 Best Practice: Use the Import Wizard all the time to ensure better control.

✅ 3. Import TXT File with Custom Delimiters

• Go Data -> Get Data -> From File -> From Text/CSV
• Choose your .txt file
• Choose your delimiters: tab, pipe ( | ), semicolon, etc.
• Power Query option lets you preview and reformat before loading

📊 What to Do After Importing

• Convert data range to structured Excel Table (Ctrl+T)
• Apply filters and then Conditional Formatting for quick insights
• Create PivotTables or Dynamic Dashboards
• Helper formulas: TEXT , LEFT , MID , VALUE , TRIM , SUBSTITUTE 
• Integrate data using VLOOKUP , XLOOKUP or INDEX-MATCH 

🚫 Mistakes to Avoid

• Losing Leading Zeros (common for IDs, zip codes)
• Incorrect date formats due to regional settings
• Columns not aligning correctly due to unexpected delimiters
• Invisible characters or control characters from legacy systems

✅ Fix: Always preview your data in Power Query before loading it into Excel.

Knowing how to correctly import CSV or TXT files in Microsoft Excel ensures that your data remains clean, structured, and ready for analysis. Whether you're preparing automated reports, handling third-party data exports, or managing financial statements, the Power Query Import Wizard should be your go-to tool.

So next time you receive a .csv or .txt file, don’t just open it, import it like a pro, transform it, and make Microsoft Excel work smarter for you!

🎓 Learn More with Other Levels

Take your Excel skills to the next level:

• 🌐 Visit our Other Levels Website

• 📺 Watch free tutorials on our Other Levels YouTube Channel, and learn Microsoft Excel from beginner to advanced.

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