CSV delimiter wrong? Fix it before a CRM import

Your CRM import preview shows every value in one column, or names and phone numbers have split into the wrong fields. Often the CSV file is fine, but the delimiter used to separate fields does not match the one the CRM expects.

Use the CSV Editor to inspect how the file is divided into columns and check whether the rows look consistent. Then correct the import setting or export a new copy with the right delimiter, and verify it before uploading.

Check the CSV before importing it

1. Make a copy of the original file so you can start over if needed. Open the copy in the CSV Editor and check whether the headings and values appear in separate columns.
2. Compare the first row with the fields your CRM expects. For example, a contact file might need separate columns for First Name, Last Name, and Email.
3. Look at a few ordinary rows and any rows containing commas in the text, such as a company name or street address. Check whether each value stays in its intended column.
4. If the columns look wrong, inspect the first line of the file in a plain text editor. Look between the headings for commas, semicolons, tabs, or another repeated separator. Do not save changes in the original file.
5. In the CRM's import preview, select the matching; the importer offers that choice. Check the preview again before completing the import.

A CSV file is plain text with fields separated by a character. A comma is common, but some programs use a semicolon or a tab. The extension .csv does not guarantee which separator the file uses.

What the import preview means

Every row appears in one column

The CRM may be looking for commas while the file uses semicolons or tabs, or the other way around. Check the separator in the file and choose the same one in the import settings. If the CRM has no; export a new file in a format it accepts.

Values split across too many columns

The selected; also appear inside the data, or a field containing that character; not be quoted correctly. A comma inside a quoted value is normally part of that value, not a boundary between columns. For example, "Acme, Inc." should stay together as one field when the file is parsed properly.

Only some rows look shifted

One or more rows; have inconsistent quotes, an extra separator, or a line break inside a field that the file does not handle correctly. Do not import until those rows preview in the correct columns. A global find-and-replace can make this worse by changing commas inside names, addresses, or quoted notes.

The columns look right, but the CRM maps them incorrectly

The; probably not the problem. Match each incoming column to the CRM field it should fill, and check the preview for a few records. A column headed Phone should not be mapped to a notes field just because its values look like numbers.

How to fix the delimiter

1. Change the CRM's delimiter choice. In the import wizard, look for a separator or delimiter setting and choose the character actually used in the file. Recheck the preview, including rows with punctuation in their values.
2. Export the file again from its source. Choose a CSV export option that matches the CRM's supported separator. In Apple Numbers, use File › Export To › CSV and choose the field separator in the export options. Keep a separate export copy rather than overwriting the source spreadsheet.
3. Check the regional separator if you use Excel on Windows. Excel may use the Windows l; t separator when creating a CSV. In Windows 11, check Settings › Time & language › Language & region for the regional format. To inspect the l; t separator, open Control Panel › Clock and Region › Region › Additional settings › Numbers. If you change the l; t separator, note that it can affect other apps, so changing the CRM import option or exporting another way; often safer.
4. Keep the field quoting intact. CSV fields that contain the delimiter, quotation marks, or line breaks need correct quoting. If you are unsure how the source app handles these, export again instead of replacing every comma or semicolon in a text editor.
5. Test a small copy first. Import a few records into a test area or use the CRM's preview, if available. Confirm names, emails, phone numbers, and any fields containing punctuation before importing the full list.
6. Reopen the corrected copy and inspect it. Check that every row has the expected columns and that values remain under the correct headings. Keep the original file until the CRM import is verified.

Prevent the same mismatch next time

Keep a clean source spreadsheet and make a fresh CSV export for each migration. Before exporting, confirm that the header row is present, each column has one kind of data, and the CRM's required fields are included. If a file uses semicolons because of the source app's regional settings, record that in the handoff notes so the next import uses the matching option.

Use the CSV Editor to inspect the file locally in your browser. The file stays on your device.