Troubleshooting Guide: How to Visualize Exported CSV Files Correctly in a Spreadsheet

When exporting conversations from the platform, users might encounter issues with the resulting CSV file, including:

• Unmatched quotation marks
• Incorrect column separators
• Poorly structured rows or data misalignment
• The impression that not all conversations were exported

These issues can make the CSV file difficult to read or analyze in spreadsheet applications like Microsoft Excel, Google Sheets, or LibreOffice Calc. Below is a comprehensive guide to troubleshooting and resolving these problems.

IN THIS ARTICLE

1. Verify the CSV File Format
2. Open the CSV Correctly in Your Spreadsheet Application
3. Resolve Common Issues
4. Examine the Raw CSV File
5. Use Text Editors for Advanced Analysis

Step 1: Verify the CSV File Format

Ensure the exported CSV file adheres to standard formatting rules:

• Encoding: Confirm the file is saved in UTF-8 format.
• Separator: Check that the file uses the expected column separator (e.g., comma , , semicolon ; , or tab).

Step 2: Open the CSV Correctly in Your Spreadsheet Application

Different spreadsheet applications require specific steps to open a CSV file correctly. Follow these guidelines:

Microsoft Excel

• Open Excel and navigate to File > Open.

  Select the CSV file. If the file opens with misaligned columns, use the Text Import Wizard:

  • Choose Delimited as the file type.
  • Select the appropriate delimiter (e.g., comma, semicolon) to match the file.
  • Preview the data to confirm proper structure before completing the import.

Google Sheets

• Open Google Sheets, click File > Import.
• Upload the CSV file and choose Custom Delimiters to match the separator used in the file.
• Review the preview to confirm proper formatting before importing.

LibreOffice Calc

• Open LibreOffice Calc and choose Open File.
• In the import options, specify the delimiter and character encoding.

Step 3: Resolve Common Issues

If data appears misaligned or corrupted, address these specific problems:

Unmatched Quotation Marks

• Problem: Misplaced or unmatched quotation marks can cause data misalignment.

  Solution:

  • Open the file in a text editor (e.g., Notepad++, Visual Studio Code).
  • Search for rows with unmatched quotation marks and manually correct them.
  • Save the file and re-import it into your spreadsheet application.

Incorrect Separators

• Problem: The default separator in the CSV does not match your regional settings or expectations.

  Solution:

  • Open the file in a text editor and identify the separator used.
  • Replace the incorrect separator with the expected one (e.g., replace semicolons ; with commas , ).

Missing Conversations

• Problem: Users perceive missing data due to row misalignment or splitting issues.

  Solution:

  • Check that the file is not truncated by comparing its size with the expected data volume.
  • Correct delimiter or encoding issues to display all rows properly.

Step 4: Examine the Raw CSV File

For deeper troubleshooting, inspect the raw CSV file in a text editor (e.g., Notepad++, Visual Studio Code, or Sublime Text):

1. Check the file for consistent delimiters and properly formatted quotation marks.
2. Look for irregularities such as extra line breaks or unexpected special characters.
3. Make manual corrections if necessary and save the file before re-importing into your spreadsheet application.

Step 5: Use Text Editors for Advanced Analysis

If the file is large or complex, text editors can help with initial analysis and troubleshooting:

• Use the Find and Replace feature to standardize delimiters or remove problematic characters.
• Search for patterns like unmatched quotes or unexpected newlines.
• Preview the overall structure of the file to ensure completeness and consistency.

By following these steps, you can resolve most issues with CSV visualization and ensure the file is properly structured for analysis. For further assistance, contact support through the platform.