Opening CSV Reports on Your Computer
When you download reports from Playground, they save as CSV files. Depending on how your computer is set up, a CSV might automatically open in a program you didn’t intend to use. This can make it look unfamiliar or harder to work with, but the file itself is perfectly fine. You just need to open it in the spreadsheet program you prefer.
Below are the most reliable ways to open CSV files correctly on both Windows and Mac.
Opening CSV Files on Windows
On Windows, CSV files don’t always open in Excel automatically. Some computers default to Notepad or another app, which makes the file look unreadable until it’s opened correctly.
If you want the file to open in a specific program like Excel, here are the best ways to do it.
Open a CSV in the program you want
On Windows, you can open your CSV in Excel, Google Sheets (via browser), or any spreadsheet program you prefer.
Here’s the simple way to choose the program you want:
Find the CSV file in your Downloads folder.
Right-click the file.
Select “Open With.”
Choose the program you want to use (Excel, etc).
If Excel doesn’t appear, click “Choose another app” to see the full list of programs on your computer.
This tells Windows exactly which program you want to use.
Set your preferred spreadsheet program as the default
Right-click the CSV file.
Choose “Open With.”
Click “Choose another app.”
Pick your program.
Check the box that says “Always use this app to open .csv files.”
Opening CSV Files on Mac
Macs usually default to Numbers unless Excel has been installed and selected as the preferred app. If you want to choose where your CSV opens, you can do that manually.
Open a CSV in the program you want
Find the CSV file in your Downloads folder.
Right-click (or control-click) the file.
Select “Open With.”
Choose Numbers, Excel, or another program.
Set your preferred spreadsheet program as the default
Right-click the CSV file.
Select Get Info.
Under Open With, choose Numbers or Excel.
Click Change All.
Differences between Numbers and Excel
Numbers and Excel can both open your Playground reports, but the buttons and tools are in different places. Most things work the same, but you may need to click in a different spot depending on which program you are using.
Here are the main differences you might notice, with simple examples that match the billing tasks most people do.
Sorting your columns
This is used when you want to sort things like charges, dates, student names, or amounts.
In Excel:
Option 1: Use the Home Tab
Click anywhere in the column you want to sort.
Go to the Home tab at the top of the screen.
Look for the Sort & Filter section on the right side of the toolbar.
Choose one of the sorting options:
a. Sort A to Z – Alphabetical or from smallest to largest
b. Sort Z to A – Reverse alphabetical or from largest to smallest
c. Custom Sort – Choose multiple levels or set detailed sorting rules
Excel will immediately reorder your column based on what you selected.
This option works best for quick, one-click sorting by a single column.
Option 2: Use the Data Tab for Advanced Sorting
Click anywhere in your dataset.
Click the Data tab at the top of the screen.
Click Sort or Sort & Filter.
From the Custom Sort popup, you can:
Sort by multiple columns
Choose sorting order
Apply case sensitivity
Click OK to apply.
This method gives you more control, including sorting by multiple columns or applying advanced sorting rules.
In Numbers:
Option 1: Use the Organize Panel
Click the row you want to sort by.
At the top right corner, click the Organize button.
In the right-hand panel, select the Sort tab.
Under the Sort Now button, open the first dropdown to choose how the sort applies:
a. Sort Entire Table
b. Sort Selected Rows
Under Sort by, use the first dropdown to select the row you want to sort.
Use the next dropdown to choose how the values are ordered (like Ascending or Descending, depending on the data type).
Once both dropdowns are filled in, click Sort Now to apply the sort.
Option 2: Use Quick Sort from the Row Header
Right-click the row you want to sort.
From the menu, choose Sort Ascending or Sort Descending.
The sort will apply immediately using the selected row.
If needed, go to the Sort tab afterward to make adjustments.
Filtering your data
This is used when you want to hide certain rows, like only showing a certain program or a certain date range.
In Excel:
Option 1: Use the Filter Arrow in the Column Header
Click the header of the column you want to filter.
Click the filter icon (downward arrow) that appears on the right side of the header.
In the dropdown, scroll or use the Search box to find the values you want to filter.
Uncheck anything you want to hide, then click OK.
Option 2: Use the Data Tab and Custom Filter Tools
Click anywhere in your data table.
Go to the Data tab at the top.
Click Filter to apply filter dropdowns to all column headers.
To apply a more complex filter, click Sort & Filter > Filter, then choose Text Filters, Number Filters, or Date Filters depending on the data type.
Use conditions like “equals,” “greater than,” or “contains” to create more advanced filtering rules.
In Numbers:
Option 1: Use the Organize Panel
Click the row you want to filter by.
Either right-click and choose Show Filter Options, or click the small arrow icon in the upper-right corner of the selected row’s header.
The Organize panel on the right will open under the Filter tab.
From there:
a. Use the first dropdown to choose the row you’re filtering.
b. Use the second dropdown to select a rule type (like “Text is not,” “Starts with,” etc.).
c. Enter the value or condition in the field below the rule.
You can add additional filters using Add a Rule for more conditions or Add a Filter to apply filters to multiple rows at once.
Option 2: Use Quick Filter from the Row Header
Right-click the row you want to filter.
From the menu, select Quick Filter or choose one of the suggested quick options (like “Show only this value” or “Hide this value”).
The table will immediately apply the filter based on what you selected.
To adjust or remove the filter, click into the row again and choose Show Filter Options or go back to the Organize panel.
Using formulas
Formulas help you calculate totals or averages in your table.
In both Excel and Numbers, you can use common formulas like:
Sum: =SUM(A2:A20)
Average: =AVERAGE(B2:B20)
The formulas look the same, but the steps to insert them are different in each program.
For Excel:
Option 1: Using the Formulas tab
Click the Formulas tab at the top of Excel.
You’ll see the Function Library, which groups formulas by category like Financial, Logical, Text, Date & Time, Lookup & Reference, Math & Trig, and more.
Click on any category to expand a dropdown list of functions.
Choose the formula you want (for example, SUM, AVERAGE, IF, etc.).
A pop-up will guide you through inserting the correct cell references or values.
This is helpful if you don’t know the exact formula syntax and want Excel to walk you through the inputs.
Option 2: Typing a formula directly
Click into the cell where you want your result to appear.
Type an equals sign =, then start typing your formula.
Example: =SUM(A2:A10)
Excel will auto-suggest functions as you type. Press Tab to autocomplete one.
Hit return when you’re done.
In Numbers:
Option 1: Use the Insert Menu:
Click the cell where you want the formula to go.
Go to the top menu bar and click Insert > Formula.
The formula editor will appear with the fx button.
Use the dropdown to select a function, then enter the required cell references or values.
Hit Return or click the green checkmark to apply it.
Option 2: Type It In Manually
Click the cell, then press =, but don’t hit Return right away.
After typing =, immediately continue typing your formula, like =SUM(B2:B10).
When you’re ready to apply it, press Return once to confirm.
