Import contacts from a spreadsheet

You can bring contacts in from a spreadsheet and put them on a call list in one go. The import checks everything and shows you the result before it saves anything.

You need the Import and bulk-edit contacts permission and permission to manage contacts. Owners and admins have both by default.

Before you start

• Save your spreadsheet as a CSV file. Excel files (.xlsx, .xls), Numbers and OpenDocument files aren't read. In your spreadsheet app, choose Save as or Export and pick CSV.
• One file can be up to 2 MB and 2,000 rows. Split bigger files.
• The first row should be column headings. A name and a phone number or email are the most useful columns.

Import

Open Lists and choose Import contacts. (To import straight into one list, open the list and choose Import into this list.) There are four steps: File, Columns, Check and Done.

1. File

Drop the file in, or choose it. Then decide:

• Where should these contacts go? Into a new list (give it a name), into an existing list, or onto no list. An archived list can't take an import.
• New contacts start at stage. The default is your business's default stage, which is usually Lead. Choose another stage if these people are further along. A row can still carry its own stage in the file.
• Source for rows that don't name one. A source says where a contact came from, such as a trade show or a referral. If you leave it blank, the list's own source is used, if it has one.
• Tags to add. Optional, separated by commas.
• If someone is already in your contacts. Choose Fill in what is missing (keeps what you have and adds new details), Update from the file (replaces details with the file's values) or Leave them alone (only adds them to the list).

2. Columns

Hey Quad guesses what each column is from its heading. Check each guess and change it if it's wrong. Choose Not imported to leave a column out. The fields you can pick are full name, first name, last name, email, phone, company, address, street, city, state or region, postal code, country, website, source, stage, tags and notes.

A column headed "source", "lead source" or "origin" is read as the contact's source. A source in your file has to match one that's already set up in your CRM (capital letters don't matter). A source that doesn't match is left blank, and the check step names it.

3. Check

You see how many rows are New contacts, Already in your contacts and Skipped rows, with the reason for each skipped row and a sample of what will happen. Contacts that match someone you already have are matched, not duplicated. They're matched on phone number or email.

If some of the matches are existing customers, untick the ones you don't want on this list. They're left out completely: not changed, and not added.

If your file names sources that aren't set up and you manage the CRM, you can choose to create them. Otherwise ask someone who does.

Choose Import to save.

4. Done

You'll see how many were added, matched and skipped, and how many are on the list. If the list isn't new, people who were already on it aren't added twice.

If your business has do-not-call files, the new numbers are checked against them straight away. Matches show on the list within a minute. See Do-not-call data.

Undo an import

Right after an import, choose Undo import. It deletes the contacts that import created, as long as nobody has changed them since. People who were already in your contacts keep their new details and stay on the list.

Good to know

• Imported contacts are marked as imported, and they start at the stage you chose, not automatically as a prospect.
• Only customer records go on a list.
• You can change many contacts at once later: assign an owner, set a stage, or open deals. Select them in Contacts and use the bulk actions.