Video tutorial · 3:31
Video: Import contacts from Excel
Prepare an Excel contact list, map its columns and check imported records. Keep phone numbers and postal codes as text, including leading zeros.
Chapters
Video transcript
Transcript
00:00 · Import and check your contacts
Let’s import an Excel workbook and check the result in Contacts. We’ll use the Resources file with Emma Carter, Grace Miller and Noah Wilson. Emma is already in our demo; Grace and Noah will be added as new contacts. Then we’ll open Grace’s record to check the imported information.
00:21 · Choose the source under Import
Open Import in the main menu. You can bring in contacts from Google, Microsoft, Apple or an Excel file. The Apple option is used on an Apple device. For this task, choose From Excel File. Resources also has written instructions for importing from the other accounts and devices.
00:44 · Prepare the first worksheet
Download the template and open Contacts, the first worksheet in the workbook. Keep its headings when replacing the examples with your own data for a real import. Each row represents one person and Name is required. The Instructions sheet explains which column maps to each field in the app.
01:06 · Keep identifiers as text
Check codes, phone numbers and postal codes before saving. The template stores them as text, aligned to the left. Grace’s postal code is 02108 and must keep its leading zero. Leave Code blank for the app to assign it automatically. Save the workbook as an .xlsx file.
01:30 · Select the file and header option
Under Import from Excel, choose Browse and select your saved workbook. Tick First row contains headers so that the first row is used for headings. Check that you selected the right file. The template starts in column A, and the form lets you specify which column supplies each contact field.
01:52 · Map the columns before importing
Map Name to column B and Postal Code to D. Email is in J and Company in L. Complete the remaining fields using the Instructions sheet, then check the mapping from start to finish. Each value will go to the correct contact field. Once you’ve finished your review, choose Import.
02:12 · Read the import result
The app reports the imported records and duplicate contacts that were not added. In our demo, Grace and Noah are added; Emma is skipped because her email already exists. This import adds new contacts. To change an existing one, open its record afterwards. Review the result before continuing.
02:37 · Open a record and check its fields
Return to Contacts and search for Grace Miller. Open her record and check the name, company, email, phone and address. Check the postal code 02108 as well. To organise your new contacts by source or priority, edit their records and assign the groups and tags you prepared in Utilities.
03:01 · Continue with your own contacts
You can now prepare a workbook, map its columns and read the result before checking the contact records. Resources has the Excel template, field mapping and steps for Google, Microsoft and Apple. Start with a small batch, check the imported information and continue with the rest once you’ve reviewed the result.