Importing Contacts

Data: Sources
Suppliers of contact and business information like Hoovers, Spoke, Jigsaw, or infoUSA deliver their information in text files. Outlook can export contact information into text files. Spreadsheet programs like Microsoft Excel or OpenOffice Calc will both read and write text files. Most sales automation and CRM programs provide text file import and export.

Data: Files that can be imported

Both comma (CSV) and tab (TAB/TXT) delimited text files can be imported. For detailed information on the file format details of comma delimited text files, search the Internet for RFC 4180 Common Format and MIME Type for CSV Files.

Preparing: Preview your import data fields

Preview your data using a spreadsheet program or text editor to get an understanding of the data fields - the columns of information. For example:
Joe Doe, Acme Fireworks, 1235 Front Street, Anytown, Texas, 123456,555-1212  
has data fields that contain
Name, Company, Address, City, State, Postal Code, Telephone  

Preparing: Adding or removing fields

You may choose to use a spreadsheet to add or delete columns of information in your import file. For example you might be importing leads from a trade show and wish to add a "date created" field and set it to the date of the trade show.


Importing: Choosing the source and destination

1) In the program's Contact tab and Ribbon Bar File area choose Pipeline --> Import Contacts
2) Choose the file to import using the browse button or by entering the file name. You may choose between .CSV, TXT, or TAB files using the "Files Of Type" option when browsing.
3) Choose the destination - merge into the current pipeline or create a new pipeline.

Importing: Connecting your import fields with contact fields

In many of the steps that follow, you create a connection between an import file data field and a Contact field. These connections tell the program where in the Contact to put data from each record that is imported. Creating each data-field-to-Contact-field connection is a three-click process:

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Importing: First Name / Last Name fields

If your import data file has separate fields for first name and last name, you connect them in this first step - ie the data field holding the first name gets connected to the Contact field labeled "First", etc.

If your data file has no name fields, you can skip this step.  
If your data file uses just one field for the first/last name information, you can skip this step and import your name data field later in the process.  

Importing: Address Information
If your import file has separate fields for the address information - and many do - you connect your import data fields with Contact address fields in this step.

If your data file has no address fields, you can skip this step.  
If your data file uses just one field for the address information, you can skip this step and import your address data field later in the process.  
 
Importing: Website Links
If your data file has fields that contain website links you can import them into the Contact as Links rather than connecting to a Contact field. The process of connecting the data field that contains the website information to a Link is slightly different. You can create an unlimited number of links to your data fields that contain website information.

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Importing: Connect other fields

In the last connection step, you can connect other fields - phone numbers, email addresses, company names, etc. This is also the step where you could import data fields that contain combined first+last names or address+city+state+postalcode.

Importing: Finished

Finally, press the Finish button to begin the importing your data records.