Importing contacts into an address book

Contents

Creating a new address book
Importing contacts
   » Data mapping
        » Automatic mapping
        » Using column names that differ to our standard contact data field labels
        » Extra options for CSV/TXT file formats
Overwriting data by importing contacts into an existing address book

Summary

You're able to import Excel, CSV, TXT and ZIP formats into the system.

You can upload contacts to an existing address book or you can create a new address book.

Creating a new address book

To create a new address book:

  1. Select Contacts from the top navigation menu
  2. Click on the New address book button
  3. Enter a name for the address book, select an appropriate folder destination for it and add a description (description is optional)
  4. Click on the Save button

Importing contacts

You're now prompted to choose a method for adding your contacts.

Select the first option - Add a list of contacts from an Excel or CSV file.

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Select the file to upload by clicking on Choose file. You can also add an email address to notify when the contact import has finished (the logged in user's email address is populated by default).

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When ready, click on the Upload button.

Data mapping

On the data mapping page, click on the dropdown menu of each field and select the appropriate contact data field for each column, or create a new contact data field by selecting Add new data field.

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Automatic mapping

If your import file uses our standard contact data field labels as column names then these will be automatically mapped for you.

Using column names that differ to our standard contact data field labels

If you've included column names that differ from our standard contact data field labels in any way, you'll need to click on Change settings and tick First row contains column names.

This lets the importer know it should recognise the top row of your import as column names rather than a standard data row, and will prevent the importer from rejecting the row for being an invalid email address.

Extra options for CSV/TXT file formats

If you've used a CSV/TXT file format, extra options are available from Change settings to allow you to set your column delimiter, text qualifier and escape mode.

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Overwriting data by importing contacts into an existing address book 

If you're importing into an existing address book, and thus overwriting contact data, tick Show advanced settings to select a data merge option.

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You can either choose to:

  • update all of the existing contact data fields with the imported data
  • keep existing data in contact data fields from being updated with any imported blank values
  • merge your imported data so that you keep any existing values in contact data fields. 

When ready, click on Finish and the file will be imported into the selected address book.

Successful imports will be confirmed by a clearance message from our powerful and intelligent data analysis tool, the Data Watchdog.

If any records failed to import successfully, a faults file will be available for you to download at the foot of the confirmation report.

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Have more questions? Submit a request

Comments

  • Avatar

    Instructions are straightforward - now to put it into practise!

  • Avatar

    Is there anywhere you can see what people have entered into the permission field once a list has been uploaded?

  • Avatar

    I have a custom date field. In this field I want to import a datetime from MySQL. A datetime like "2005-01-19 12:56:11" what should be the format in the csv file?

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