"Save Excel as Pipe-Delimited CSV"

In today's data-driven world, Excel is a staple for managing and analyzing information. However, sometimes you might need to share or use this data in other applications that don't support Excel's proprietary format. This is where CSV, or Comma Separated Values, comes in. But what if your data contains commas itself? That's where Pipe Delimited CSV, also known as Pipe Separated Values (PSV), shines. Here's a step-by-step guide on how to save an Excel file as a pipe delimited CSV.

Before we dive in, let's understand why you might want to use PSV instead of the standard CSV. Pipe delimited CSV is particularly useful when your data contains commas, as it uses the pipe character (|) as the delimiter. This ensures your data remains intact and readable when imported into other software.

Preparing Your Excel File

Before saving your Excel file as a PSV, ensure your data is clean and formatted correctly. This includes removing any unnecessary spaces, line breaks, or special characters that could cause issues during the conversion process.

Also, consider the order of your columns. PSV files are essentially flat text files, so the order of columns matters. Make sure your columns are in the correct order before proceeding.

Removing Special Characters

Excel allows special characters in cell values, but these can cause issues when saving as PSV. To remove special characters, you can use the `SUBSTITUTE` function. For example, to replace all ampersands (&) with nothing, use `=SUBSTITUTE(A1, "&", "")`.

To apply this to your entire range, you can use the `Find and Replace` feature. Go to `Home` > `Find & Select` > `Replace`. In the 'Find what' field, enter the special character you want to remove, and leave the 'Replace with' field blank. Click 'Replace All'.

Removing Line Breaks

Line breaks in cells can also cause issues. To remove them, you can use the `TRIM` function. Assuming your data is in column A, enter the formula `=TRIM(A1)` in a new cell, then drag it down to copy the formula for the rest of your data.

Alternatively, you can use the `Text to Columns` feature to remove line breaks. Select your data, go to `Data` > `Text to Columns`. In the 'Original data type' dropdown, select 'Delimited', then uncheck all delimiters except 'Other'. In the 'Other' field, enter a line break (`Alt + Enter` to insert a line break in the field). Click 'Finish'.

Saving Your Excel File as Pipe Delimited CSV

Once your data is clean and formatted, you're ready to save your Excel file as a PSV. Here's how:

1. Select the range of cells you want to save. If you want to save the entire worksheet, click in the top-left cell (usually A1), then press `Ctrl + A` (or `Cmd + A` on Mac) to select the entire worksheet.

2. Click on `File` > `Save As`. In the 'Save as type' dropdown, select 'CSV (Comma delimited) (*.csv)'.

3. Navigate to the location where you want to save your file, enter a name for your file, then click 'Save'.

4. A dialog box will appear asking if you want to add an extension. Click 'Yes'.

5. Another dialog box will appear asking if you want to open the file after it's saved. Click 'No'.

6. A third dialog box will appear asking if you want to use the 'CSV' format or the 'MS-DOS' format. Select 'MS-DOS' and click 'OK'. This will save your file using the pipe character (|) as the delimiter instead of a comma.

Verifying Your PSV File

To ensure your file has been saved correctly, open it in a text editor like Notepad (on Windows) or TextEdit (on Mac). Look for the pipe character (|) between each value. If your data contains commas, it should now be enclosed in double quotes ("").

If your data doesn't contain commas, it should appear as it does in Excel, with the pipe character (|) separating each value. If everything looks correct, you're ready to use your PSV file in other applications.

Importing Your PSV File into Other Applications

To import your PSV file into other applications, you'll need to specify the pipe character (|) as the delimiter. In Microsoft Access, for example, you would go to `Data` > `Get External Data` > `Import`. In the 'Files of type' dropdown, select 'Text Files (*.txt, *.csv)', then click 'Browse' to select your PSV file.

In the 'Import Text Wizard', select 'Delimited' as the file type, then click 'Next'. On the 'Delimiters' screen, select 'Other' as the delimiter, then enter the pipe character (|) in the 'Other' field. Click 'Next', then 'Finish' to import your data.

Remember, the key to successful data import is ensuring your data is clean and formatted correctly before saving. Always double-check your data after importing to ensure it's accurate and complete.

Now that you know how to save an Excel file as a pipe delimited CSV, you can confidently share your data with others, knowing it will remain intact and readable in other applications. Happy data sharing!