CSV (Comma-Separated Values) files are a simple text format for storing data in rows and columns. Housing.Cloud uses CSV files to import student profiles, housing inventory, charge codes, and other data during sandbox setup.
This guide explains what CSV files are, how to create and edit them using tools like Excel or Google Sheets, and how to avoid common formatting issues that can cause import errors.
No special software is required. You can create CSV files using Microsoft Excel, Google Sheets, Apple Numbers, or even basic text editors like Notepad. This guide focuses on Excel and Google Sheets since most housing admins are already familiar with them.
What Is a CSV File?
A CSV file is a plain text file where data is organized into rows and columns. Each row represents one record (like one student or one building), and columns are separated by commas.
Here's what a simple CSV looks like when opened in a text editor:
firstName,lastName,email,dateOfBirth
Sarah,Johnson,sjohnson@school.edu,2005-03-15
Michael,Chen,mchen@school.edu,2004-11-22
Emily,Davis,edavis@school.edu,2005-07-08The first row contains column headers (firstName, lastName, email, dateOfBirth). Each following row contains one student's data, with commas separating each field.
When you open this same file in Excel or Google Sheets, it displays as a normal spreadsheet with columns and rows, making it much easier to read and edit.
Why Housing.Cloud Uses CSV Files
CSV files are a universal format supported by almost every database, SIS, and software system. This makes it easy to export data from your current systems (like Banner, Colleague, or Excel spreadsheets) and import it into Housing.Cloud without complex conversions.
CSV files are also lightweight, human-readable, and easy to validate, which helps catch errors before importing large datasets.
Creating a CSV File in Excel
Start with Column Headers
Open Excel and create a new blank workbook. In the first row, type the exact column headers required for your data file. For example, if you're creating a Student Profiles CSV, your first row might look like:
sisId | firstName | lastName | email | dateOfBirth | genderColumn headers must exactly match the names specified in Housing.Cloud's CSV schemas. They are case-sensitive and cannot contain extra spaces or special characters.
The first row must always be column headers, not data. Housing.Cloud reads this row to understand what each column represents.
Add Your Data
Starting in row 2, enter one record per row. Each cell should contain only the value for that column—do not include extra formatting, symbols, or text unless specifically required.
For example:
sisId | firstName | lastName | dateOfBirth | gender | |
|---|---|---|---|---|---|
123456 | Sarah | Johnson | sjohnson@school.edu | 2005-03-15 | Female |
123457 | Michael | Chen | mchen@school.edu | 2004-11-22 | Male |
123458 | Emily | Davis | edavis@school.edu | 2005-07-08 | Female |
Save as CSV Format
Click File → Save As
Choose a location (like your Desktop or Documents folder)
In the Save as type dropdown, select CSV (Comma delimited) (*.csv)
Name your file something descriptive like "student_profiles_fall2024.csv"
Click Save
Excel may show a warning that "some features may be lost" when saving as CSV. This is normal—click Yes to continue. CSV format only preserves data, not colors, formulas, or other Excel-specific features.
Always save your working file as an Excel workbook (.xlsx) first, then save a copy as CSV. This lets you keep a version with formatting, formulas, and notes while also having a clean CSV for import.
Creating a CSV File in Google Sheets
Set Up Your Spreadsheet
Open Google Sheets and create a new spreadsheet. Add your column headers in the first row and your data in the following rows, just like in Excel.
Download as CSV
Click File → Download
Select Comma Separated Values (.csv)
The file will download to your computer's Downloads folder
Rename the file if needed
Google Sheets automatically converts your spreadsheet to CSV format during download.
Editing an Existing CSV File
To edit a CSV file you've already created or downloaded:
Right-click the CSV file
Select Open with → Microsoft Excel (or Google Sheets)
Make your changes in the spreadsheet view
Save the file (Excel) or re-download as CSV (Google Sheets)
If you double-click a CSV file, it may open in a basic text editor or the wrong program. Always use "Open with" to ensure it opens in Excel or Sheets.
CSV Formatting Rules
No Extra Commas
Commas are used to separate columns, so avoid putting extra commas inside your data. For example, if a building name is "North Hall, Building A", the comma will confuse the CSV parser.
Solution: Excel and Google Sheets automatically handle this by wrapping text in quotes when you save as CSV. You don't need to do anything special—just enter the data normally.
No Special Characters in Headers
Column headers should contain only letters and numbers. Avoid spaces, punctuation, or symbols unless specified in the schema.
For example, use "dateOfBirth" not "Date of Birth" or "date_of_birth".
Dates Use Specific Formats
Dates must be formatted as YYYY-MM-DD (year-month-day with leading zeros). For example:
March 15, 2005 → 2005-03-15
November 22, 2004 → 2004-11-22
July 8, 2005 → 2005-07-08
Excel may try to auto-format dates as "3/15/2005" or "15-Mar-2005". You must change these back to YYYY-MM-DD before saving as CSV.
Numbers Should Be Plain Numbers
Remove dollar signs, commas, and other formatting from numbers. For example:
Use 3500.00 not $3,500.00
Use 250 not $250
Use 4.5 not 4½
No Empty Rows
Delete any blank rows between your header row and data rows. Empty rows can cause import errors or be interpreted as incomplete records.
Required Fields Cannot Be Blank
If a column is marked as required in the CSV schema, every row must have a value in that column. Check for empty cells in required columns before saving.
Excel and Google Sheets sometimes add hidden blank rows at the end of your spreadsheet. Before saving as CSV, scroll to the bottom and delete any extra blank rows by right-clicking the row number and selecting "Delete".
Common Excel Formatting Pitfalls
Excel Changes Date Formats Automatically
When you type a date like "2005-03-15", Excel may automatically convert it to "3/15/2005" or another format. To prevent this:
Select the date column
Right-click and choose Format Cells
Select Custom from the Category list
In the Type field, enter: yyyy-mm-dd
Click OK
This forces Excel to display dates in the required YYYY-MM-DD format.
Excel Removes Leading Zeros from Numbers
If your sisId or other ID fields start with zeros (like "00123"), Excel may automatically remove the leading zeros and display "123".
To preserve leading zeros:
Select the ID column
Right-click and choose Format Cells
Select Text from the Category list
Click OK
Re-enter any values that lost their leading zeros
Formatting the column as text tells Excel to preserve the exact characters you type, including leading zeros.
Excel Interprets Long Numbers as Scientific Notation
Very long numbers (like student IDs with 10+ digits) may display as "1.23E+10" in Excel. This is scientific notation and will cause import errors.
Solution: Format the column as Text (see above) before entering long numbers.
Validating Your CSV Before Import
Before submitting your CSV to Housing.Cloud, check for these common issues:
Checklist
First row contains column headers that exactly match the schema
No blank rows between header and data
All required fields have values (no blank cells in required columns)
Dates are formatted as YYYY-MM-DD
Numbers do not contain dollar signs, commas, or formatting
No duplicate values in columns that require unique data (like sisId or email)
File is saved with .csv extension
File opens correctly in Excel or Google Sheets showing data in columns
Quick Test
Open your saved CSV file in a text editor like Notepad (Windows) or TextEdit (Mac) to see the raw format. You should see:
columnName1,columnName2,columnName3
value1,value2,value3
value1,value2,value3If you see clean rows with commas separating values, your CSV is formatted correctly. If you see weird characters, extra quotes, or formatting codes, something went wrong during the save process.
Handling Special Characters and International Names
If student names include accented characters (like José, Müller, or O'Brien), save your CSV with UTF-8 encoding to preserve these characters.
In Excel
Excel's standard "Save as CSV" may not preserve special characters. Instead:
Save your file as CSV UTF-8 (Comma delimited) (*.csv) if available in your version of Excel
If that option isn't available, use Google Sheets or a text editor to save with UTF-8 encoding
In Google Sheets
Google Sheets automatically uses UTF-8 encoding when you download as CSV, so special characters are preserved by default.
Working with Large CSV Files
If you're importing hundreds or thousands of records, consider these tips:
Split into smaller files — Import 500 records at a time instead of 5,000 to make troubleshooting easier
Test with a sample first — Create a small CSV with 5-10 records to test the import process before uploading your full dataset
Use filters to check for duplicates — In Excel, use Data → Filter to sort and identify duplicate values in ID or email columns
Keep a backup — Always save the original Excel file (.xlsx) with formulas and formatting before converting to CSV
Exporting CSV from Your SIS
Most student information systems (like Banner, Colleague, or PeopleSoft) can export data directly to CSV format. Consult your SIS documentation or IT department for instructions.
When exporting from your SIS:
Select only the fields you need (matching Housing.Cloud's CSV schemas)
Ensure date fields export in YYYY-MM-DD format
Map SIS field names to Housing.Cloud column names (you may need to rename headers)
Remove any extra columns or formatting added by your SIS
After exporting, open the file in Excel or Google Sheets to verify formatting and make any necessary adjustments before importing to Housing.Cloud.
What File Extension to Use
Always save your files with the .csv extension. Do not use:
.xlsx (Excel workbook)
.xls (older Excel format)
.txt (plain text)
.tsv (tab-separated values)
Housing.Cloud's import tool only accepts files with the .csv extension and comma-separated format.
Troubleshooting CSV Import Errors
If Housing.Cloud rejects your CSV during import, the error message will usually indicate which row and column caused the problem. Common causes include:
Missing required field (blank cell in a required column)
Incorrect date format (not YYYY-MM-DD)
Duplicate value in a unique field (like two students with the same sisId)
Invalid data type (text in a number field, or number in a text field)
Extra or missing columns (headers don't match schema exactly)
See the Common CSV Errors and How to Fix Them article for detailed troubleshooting steps.
CSV Schema Articles
For specific field requirements and examples for each type of CSV file, see these guides:
Creating Your Student Profiles CSV — How to build your student data file
Creating Your Housing Inventory CSV — How to build your building and room data file
Creating Your Charge Codes CSV — How to build your billing rates file
Each guide explains which columns are required, what format to use for each field, and how to organize your data for that specific CSV type.