Practical resources

Free templates for contacts, follow-up and meetings.

Prepare a contact import with the Excel template or organize your work with four CSV worksheets: client follow-up, interaction history, meetings and professional contacts. Each download includes fictional examples and is available without registration.

Download the Excel template (.xlsx)Open the checklistBrowse the four CSV templates

Free download · No registration required

01

Excel contact import template

A ready-to-fill .xlsx file with the 16 supported fields, a fictional example and import instructions.

02

Contact preparation and cleaning checklist

Check names, phone numbers, email addresses and possible duplicates before bringing contacts into your workspace.

03

Contact follow-up and next actions

Record what happened, decide on the next action and set a reminder from the contact record.

04

Four CSV worksheets

Track next actions, log conversations, plan meetings and organize clients, suppliers and collaborators.

01 · .xlsx

Excel contact import template

Use the first worksheet for your contacts. It starts in column A, with headers in row 1 and a fictional example in row 2. Replace or delete the example before importing. The second worksheet contains instructions and the A–P column mapping.

Name is required. You can leave Code blank and My Contacts Cloud will generate it. All other fields are optional.

The 16 fields in the template

ColumnField
ACode
BName
CAddress
DPostal code
ECity
FState / province
GCountry
HPhone 1
ColumnField
IPhone 2
JEmail
KWebsite
LCompany
MTax ID
NJob title
ODepartment
PNotes

Import your completed file

  1. Save your file as .xlsx. If you start with a CSV, open it in your spreadsheet app and save it as .xlsx first.
  2. Keep the contact worksheet first. Store phone numbers, postal codes, codes and tax IDs as text to preserve leading zeros and international prefixes.
  3. In My Contacts Cloud, open Import and choose From Excel file. Select your file and enable First row contains headers.
  4. Assign columns A–P to the corresponding fields. Leave fields you do not need unassigned. Import a small batch first, then check names, accents, phone numbers and email addresses.
  5. Review the import summary and the contact list. The file must be no larger than 10 MB, and imports are subject to your plan’s remaining contact capacity.

Groups, tags, custom fields, interactions and reminders are configured in the app after import; they are not columns in this template.

Download the Excel template (.xlsx)

02

Contact preparation and cleaning checklist

Work on a copy of your original file. Tick each item as you review it, or print the checklist for your team. Tick marks remain on this page only while it is open.

What the duplicate check actually does

Before adding a contact, My Contacts Cloud compares Phone 1, Phone 2 and Email with existing contacts and contacts already added in the same import. One matching non-empty value is enough to skip the new record. Comparison ignores letter case and spaces at the beginning or end.

Phone punctuation and country prefixes are not standardized by this check: +34 600 000 000 and +34600000000 may not match. The check does not merge records or update an existing contact. A shared phone number or email address may also cause a different person to be skipped. A repeated contact code can prevent an Excel row from being added.

03

Contact follow-up and next actions

A useful follow-up record answers three questions: what happened, what needs to happen next, and when. Keep that information with the contact so you and your team can pick up the conversation.

  1. Record the interaction

    Open the contact and add an interaction with its date and time, type, stage, result and relevant notes. Capture the decision or request, rather than a transcript of the whole conversation.

  2. Choose a specific next action

    Write a concrete action such as sending a proposal, confirming an appointment or calling after a delivery. Include what you need to complete it and agree within the team who will handle it.

  3. Set the reminder

    Add the reminder for the pending action. Use the reminders list to review what is due, and the planner for meetings or events that need a time slot.

  4. Review and close the loop

    When you act, record the outcome in a new interaction. Update the pending action and reminder, or remove the reminder when there is nothing left to do.

A fictional example

Alex Morgan at Example Studio asks for a proposal. Record the conversation and its outcome, choose “Send proposal” as the pending action, add the scope in the notes and set a reminder for the agreed date. After sending it, record that result and schedule the next follow-up if needed.

A short daily review

  • Review reminders and upcoming meetings.
  • Read the last interaction before calling or writing.
  • Confirm who will take the next action when several people work with the same contacts.
  • Finish each completed action with an outcome and, where needed, a new reminder.

04 · CSV

CSV templates for everyday contact management

Use these four worksheets in Excel, LibreOffice or Google Sheets. Each file contains a header row and three fictional examples that you can replace or delete.

These are independent worksheets with no formulas or automatic alerts. They do not import interactions or events into My Contacts Cloud. To import contacts, use the Excel import template above and its field mapping.

03 · CSV

Meetings, appointments and visits

One row per appointment, meeting or visit. Record start and end dates and times, time zone, participants, location or meeting link, objective and preparation.

Template fields (16)
  • Event reference
  • Title
  • Start date
  • Start time
  • End date
  • End time
  • Time zone
  • Contact references
  • Participants
  • Location
  • Meeting link
  • Objective
  • Preparation
  • Owner
  • Status
  • Notes
Download CSV · Meetings, appointments and visits

04 · CSV

Professional contacts

One row per professional contact. Use the same structure for clients, suppliers and collaborators, including company, role, contact details, relationship type and groups or tags.

Template fields (16)
  • Contact reference
  • Contact name
  • Relationship type
  • Company
  • Job title
  • Email
  • Phone
  • Address
  • Postal code
  • City
  • State or province
  • Country
  • Website
  • Groups or tags
  • Owner
  • Notes
Download CSV · Professional contacts

How to use the CSV templates

  1. Open or import the file in your spreadsheet app. If needed, select UTF-8 encoding and a comma as the separator. Import contact references, phone numbers and postal codes as text.
  2. Replace or delete the three fictional example rows. Keep the header row and add one row for each action, interaction, event or contact, depending on the template.
  3. Use dates in YYYY-MM-DD format and times in HH:MM format. The examples use Europe/Madrid; change the time zone to match your meetings.
  4. Keep a stable contact reference across the files. References and participant lists are maintained manually; updating one worksheet does not update the others.
  5. Review status and pending dates regularly. CSV stores cell values only; save a working copy as .xlsx if you add formatting, filters or other spreadsheet features.

Handle your contact files with care

All examples here are fictional. Keep real contact files in a location with restricted access, avoid public sharing links, and remove temporary copies when you no longer need them. These resources cover data organization; they do not determine whether you have permission or a legal basis to contact someone.

Continue in My Contacts Cloud

Use the manual for detailed steps, explore the relevant features, or ask support about your particular import.

Open the practical manualContact support