How to Import Your Firearm Data from a Spreadsheet

If you're like most collectors, you probably started with a spreadsheet. Maybe it's an Excel file on your desktop, or a Google Sheet you update on your phone. That's fine for a while, but eventually you want something purpose-built. Good news: you don't have to start from scratch.

What You'll Need

• Your existing spreadsheet (Excel, Google Sheets, or similar)
• Arsenal Vault account (Desktop or Cloud)
• About 15-20 minutes

Step 1: Export Your Spreadsheet as CSV

Arsenal Vault imports data via CSV (comma-separated values) files. Most spreadsheet apps can export to this format.

From Excel:

1. Open your spreadsheet
2. Go to File → Save As
3. Choose CSV (Comma delimited) (*.csv) as the format
4. Save the file

From Google Sheets:

1. Open your spreadsheet
2. Go to File → Download → Comma Separated Values (.csv)
3. The file will download to your computer

Step 2: Check Your Column Headers

Arsenal Vault expects specific column names to map your data correctly. Here are the supported fields:

Step 3: Clean Up Your Data

Before importing, do a quick cleanup pass:

• Remove empty rows at the bottom of your spreadsheet
• Check for merged cells and unmerge them
• Standardize date formats (YYYY-MM-DD works best, like 2024-03-15)
• Remove currency symbols from price columns ($500 → 500)
• Check for special characters that might cause issues

Example: Before and After

Before (messy):

Gun,Serial #,Cal,Bought For
Glock 19,ABC123,9mm,$550
S&W M&P,XYZ789,9MM,$600.00

After (clean):

make,model,serial,caliber,purchase_price
Glock,19,ABC123,9mm,550
Smith & Wesson,M&P,XYZ789,9mm,600

Step 4: Import into Arsenal Vault

In the Desktop App:

1. Open Arsenal Vault
2. Go to Settings → Import/Export
3. Click Import CSV
4. Select your CSV file
5. Review the column mapping preview
6. Click Import

In the Cloud App:

1. Log into Arsenal Vault
2. Click the gear icon → Import Data
3. Drag and drop your CSV file (or click to browse)
4. Map any unrecognized columns
5. Confirm and import

Step 5: Review and Add Photos

After import, browse through your firearms list and verify the data came through correctly. This is also a good time to:

• Add photos (CSV can't import images)
• Fill in any missing fields
• Correct any mapping errors
• Add accessories linked to specific firearms

Troubleshooting Common Issues

"Some rows weren't imported"

Usually caused by:

• Empty required fields (make/model)
• Malformed data in a row
• Hidden characters from copy/paste

Solution: Open the CSV in a text editor (Notepad, TextEdit) and look for weird characters or blank lines.

"Columns didn't map correctly"

Your column headers don't match expected names. Either rename them in your spreadsheet before export, or use the manual mapping feature during import.

"Dates look wrong"

Excel sometimes formats dates in locale-specific ways (MM/DD/YYYY vs DD/MM/YYYY). Arsenal Vault prefers ISO format: YYYY-MM-DD. You can reformat dates in Excel with a custom format before exporting.

What About Ammunition and Accessories?

You can import ammunition and accessories the same way. The process is identical — just use the appropriate import option and match your columns to the expected fields.

Ammunition columns: caliber, brand, grain, quantity, cost_per_round, purchase_date

Accessories columns: name, type, brand, price, purchase_date, notes