[excel] Importing CSV with line breaks in Excel 2007

I'm working on a feature to export search results to a CSV file to be opened in Excel. One of the fields is a free-text field, which may contain line breaks, commas, quotations, etc. In order to counteract this, I have wrapped the field in double quotes (").

However, when I import the data into Excel 2007, set the appropriate delimiter, and set the text qualifier to double quote, the line breaks are still creating new records at the line breaks, where I would expect to see the entire text field in a single cell.

I've also tried replacing CR/LF (\r\n) with just CR (\r), and again with just LF (\n), but no luck.

Has anyone else encountered this behavior, and if so, how did you fix it?

TIA,
-J

EDIT:
Here's a quick file I wrote by hand to duplicate the problem.

ID,Name,Description
"12345","Smith, Joe","Hey.
My name is Joe."

When I import this into Excel 2007, I end up with a header row, and two records. Note that the comma in "Smith, Joe" is being handled properly. It's just the line breaks that are causing problems.

+1 on J Ashley's comment. I ran into this problem also. It turns out that Excel requires:

• A newline character("\n") in the quoted string

• A carriage return and newline between each row.

E.g.

"Test", "Multiline item\n
multiline item"\r\n
"Test2", "Multiline item\n
multiline item"\r\n

I used notepad ++ to delimit each row properly and to only use newlines in the string. Discovered this by creating multiline entries in a blank excel doc and opening the csv in notepad ++.

This worked on Mac, using csv and opening the file in Excel.

Using python to write the csv file.

data= '"first line of cell a1\r 2nd line in cell a1\r 3rd line in cell a1","cell b1","1st line in cell c1\r 2nd line in cell c1"\n"first line in cell a2"\n'

file.write(data)

Excel (at least in Office 2007 on XP) can behave differently depending on whether a CSV file is imported by opening it from the File->Open menu or by double-clicking on the file in Explorer.

I have a CSV file that is in UTF-8 encoding and contains newlines in some cells. If I open this file from Excel's File->Open menu, the "import CSV" wizard pops up and the file cannot be correctly imported: the newlines start a new row even when quoted. If I open this file by double-clicking on it in an Explorer window, then it opens correctly without the intervention of the wizard.

I had a similar problem. I had some twitter data in MySQL. The data had Line feed( LF or \n) with in the data. I had a requirement of exporting the MySQL data into excel. The LF was messing up my import of csv file. So I did the following -

1. From MySQL exported to CSV with Record separator as CRLF
2. Opened the data in notepad++ 
3. Replaced CRLF (\r\n) with some string I am not expecting in the Data. I used ###~###! as replacement of CRLF
4. Replaced LF (\n) with Space
5. Replaced ###~###! with \r\n, so my record separator are back.
6. Saved and then imported into Excel

NOTE- While replacing CRLF or LF dont forget to Check Excended (\n,\r,\t... Checkbox [look at the left hand bottom of the Dialog Box)

Replace the separator with TAB(\t) instead of comma(,). Then open the file in your editor (Notepad etc.), copy the content from there, then paste it in the Excel file.

On MacOS try using Numbers

If you have access to Mac OS I have found that the Apple spreadsheet Numbers does a good job of unpicking a complex multi-line CSV file that Excel could not handle. Just open the .csv with Numbers and then export to Excel.

Line breaks inside double quotes are perfectly fine according to CSV standard. The parsing of line breaks in Excel depends on the OS setting of list separator:

1. Windows: you need to set the list seperator to comma (Region and language » Formats » Advanced) Source: https://superuser.com/questions/238944/how-to-force-excel-to-open-csv-files-with-data-arranged-in-columns#answer-633302

2. Mac: Need to change the region to US (then to manually change back other settings to your preference) Source: https://answers.microsoft.com/en-us/mac/forum/macoffice2016-macexcel/line-separator-comma-semicolon-in-excel-2016-for/7db1b1a0-0300-44ba-ab9b-35d1c40159c6 (see NewmanLee's answer)

Don't forget to close Excel completely before trying again.

I've succesfully replicated the issue and was able to fix it using the above in both Max and Windows.

just create a new sheet with cells with linebreak, save it to csv then open it with an editor that can show the end of line characters (like notepad++). By doing that you will notice that a linebreak in a cell is coded with LF while a "real" end of line is code with CR LF. Voilà, now you know how to generate a "correct" csv file for excel.

If anyone stumbling across this thread and is looking for a definitive answer here goes (credit to the person mentioning LibreOffice:

1) Install LibreOffice 2) Open Calc and import file 3) My txt file had the fields separated by , and character fields enclosed in " 4) save as ODS file 5) Open ODS file in Excel 6) Save as .xls(x) 7) Done. 8) This worked perfectly for me and saved me BIGTIME!

This is for Excel 2016:

Just had the same problem with line breaks inside a csv file with the Excel Wizard.

Afterwards I was trying it with the "New Query" Feature: Data -> New Query -> From File -> From CSV -> Choose the File -> Import -> Load

It was working perfectly and a very quick workaround for all of you that have the same problem.

Excel is incredibly broken when dealing with CSVs. LibreOffice does a much better job. So, I found out that:

• The file must be encoded in UTF-8 with BOM, so consider this for all the points below
• The best result, by far, is achieved by opening it from File Explorer
• If you open it from within Excel there are two possible outcomes:
  • If it has only ASCII characters, it will most likely work
  • If it has non-ASCII characters, it will mess your line breaks
• It seems to be heavily dependent on the decimal separator configured in the OS's regional settings, so you have to select the right one
• I would bet that it may also behave differently depending on OS and Office version

My experience with Excel 2010 on WinXP with French regional settings

• the separator of your imported csv must correspond to the list separator of your regional settings (; in my case)
• you must double click on the file from the explorer. don't open it from Excel

Use Google Sheets and import the CSV file.

Then you can export that to use in Excel

In my case opening CSV in notepad++ and adding SEP="," as the first line allows me open CSV with line breaks and utf-8 in Excel without issues

Paste into Notepad++, select Encoding > Encode in ANSI, copy all again and paste into Excel :)

Short Answer

Remove the newline/linefeed characters (\n with Notepad++). Excel will still recognise the carriage return character (\r) to separate records.

Long Answer

As mentioned newline characters are supported inside CSV fields but Excel doesn't always handle them gracefully. I faced a similar issue with a third party CSV that possibly had encoding issues but didn't improve with encoding changes.

What worked for me was removing all newline characters (\n). This has the effect of collapsing fields to a single record assuming that your records are separated by the combination of a carriage return and a newline (CR/LF). Excel will then properly import the file and recognise new records by the carriage return.

Obviously a cleaner solution is to first replace the real newlines (\r\n) with a temporary character combination, replacing the newlines (\n) with your seperating character of choice (e.g. comma in a semicolon file) and then replacing the temporary characters with proper newlines again.

I also had this problem: ie., csv files (comma delimited, double quote delimited strings) with LF in quoted strings. These were downloaded Square files. I did a data import but instead of importing as text files, imported as "from HTML". This time it ignored the LF's in the quoted strings.

If you are doing this manually, download LibreOffice and use LibreOffice Calc to import your CSV. It does a much better job of stuff like this than any version of Excel I've tried, and it can save to XLS or XLSX as required if you need to transfer to Excel afterwards.

But if you're stuck with Excel and need a better fix, there seems to be a way. It seems to be locale dependent (which seems idiotic, in my humble opinion). I don't have Excel 2007, but I have Excel 2010, and the example given:

ID,Name,Description
"12345","Smith, Joe","Hey.
My name is Joe."

doesn't work. I wrote it in Notepad and chose Save as..., and next to the Save button you can choose the encoding. I chose UTF-8 as suggested, but with no luck. Changing the commas to semicolons worked for me, though. I didn't change anything else, and it just worked. So I changed the example to look like this, and chose the UTF-8 encoding when saving in Notepad:

ID;Name;Description
"12345";"Smith, Joe";"Hey.
My name is Joe."

But there's a catch! The only way it works is if you double-click the CSV file to open it in Excel. If I try to import data from text and chose this CSV, then it still fails on quoted newlines.

But there's another catch! The working field separator (comma in the original example, semicolon in my case) seems to depend on the system's Regional Settings (set under Control Panel -> Region and Language). In Norway, comma is the decimal separator. Excel seems to avoid this character and prefer a semicolon instead. I have access to another computer set to UK English locale, and on that computer, the first example with a comma separator works fine (only on doubleclick), and the one with semicolon actually fails! So much for interoperability. If you want to publish this CSV online and users may have Excel, I guess you have to publish both versions and suggest that people check which file gives the correct number of rows.

So all the details that I've been able to gather to get this to work are:

1. The file must be saved as UTF-8 with a BOM, which is what Notepad does when you chose UTF-8. I tried UTF-8 without BOM (can be switched easily in Notepad++), but then double-clicking the document fails.
2. You must use a comma or a semicolon separator, but not the one that is the decimal separator in your Regional Settings. Perhaps other characters work, but I don't know which.
3. You must quote fields that contain a newline with the " character.
4. I've used Windows line-endings (\r\n) both in the text field and as a record separator, that works.
5. You must double-click the file to open it, importing data from text doesn't work.

Hope this helps someone.

If the field contains a leading space, Excel ignores the double quote as a text qualifier. The solution is to eliminate leading spaces between the comma (field separator) and double-quote. For example:

Broken:
Name,Title,Description
"John", "Mr.", "My detailed description"

Working:
Name,Title,Description
"John","Mr.","My detailed description"

What just worked for me, importing into Excel directly provided that the import is done as a text format instead as csv format. M/

Overview

Almost 10 years after the original post, Excel hasn't improved in importing CSV files. However, I found that it is much better in importing HTML tables. So, one can use Python to convert CSV to HTML and then import the resulting HTML to Excel.

The advantages of this approach are: (a) it works reliably, (b) you don't need to send your data to a third party service (e.g. Google sheets), (c) no extra "fat" installations required (LibreOffice, Numbers etc.) for most users, (d) higher level than meddling with CR/LF characters and BOM markers, (e) no need to fiddle with locale settings.

Steps

The following steps can be run on any bash-like shell as long as Python 3 is installed. Although Python can be used to directly read CSV, csvkit is used to do an intermediate conversion to JSON. This allows us to avoid having to deal with CSV intricacies in our Python code.

First, save the following script as json2html.py. The script reads a JSON file from stdin and dumps it as an HTML table:

#!/usr/bin/env python3
import sys, json, html

if __name__ == '__main__':
    header_emitted = False
    make_th = lambda s: "<th>%s</th>" % (html.escape(s if s else ""))
    make_td = lambda s: "<td>%s</td>" % (html.escape(s if s else ""))
    make_tr = lambda l, make_cell: "<tr>%s</tr>" % ( "".join([make_cell(v) for v in l]) )
    print("<html><body>\n<table>")
    for line in json.load(sys.stdin):
        lk, lv = zip(*line.items())
        if not header_emitted:
            print(make_tr(lk, make_th))
            header_emitted = True
        print(make_tr(lv, make_td))
    print("</table\n</body></html>")

Then, install csvkit in a virtual environment and use csvjson to feed the input file to our script. It is a good idea to disable cell type guessing with the -I argument:

$ virtualenv -p python3 pyenv
$ . ./pyenv/bin/activate
$ pip install csvkit
$ csvjson -I input.csv | python3 json2html.py > output.html

Now output.html can be imported in Excel. Line breaks in cells will have been preserved.

Optionally, you may want to cleanup your Python virtual environment:

$ deactivate
$ rm -rf pyenv

None of the suggested solutions worked for me.

What actually works (with any encoding):

Copy/paste the data from the csv-file (open in a text editor), then perform "text to columns" --> data gets transformed incorrectly.

The next stap is to go to the nearest empty column or empty worksheet and copy/paste again (same thing what you already have in your clipboard) --> automagically works now.