Your database of contacts can be imported via Microsoft Excel using NewZapp's import contacts function. To ensure a successful import we recommend:
- Your database is formatted correctly in an application such as Excel.
- You've created groups ready for your database to be uploaded into.
Formatting your database
We recommend saving your database as an excel file called .CSV (comma separated value), with your contacts listed in columns. CSV is not the default file extension for Excel so you will need to click "save as" and select .csv. This can be just a single column of email addresses or details such as first name, last name, company name etc.
The file itself needs to be as simple as possible, no colouring, macro's or filtering should be included in the file. Database driven applications such as Outlook and many CRM based systems can wrap contents of a cell in hidden "quotemarks" when exported to excel. These will need to be removed.
Creating your groups
Before importing your excel database we recommend creating new groups, so the data can be segmented into target groups. To do this simply click on the 'Contacts' tab and select 'New Group' in Blue. You will then have entry fields to name your Group, add a Description which may help with transparency if there's more than one user on the account sending to Groups.
Type of Group
Private Groups are only seen by Account users.
Public Groups are visible to your Contacts as opt-in/opt-out options if they choose to Manage Preferences.
If you're looking to Import new contents into NewZapp, you'll select 'Contacts' from the top Blue Banner.
You'll then be in your Contacts. You'll automatically be within 'All Contacts' until you select the Group that you're looking to import data into.
I've now gone into my 'All Contacts - NewZapp' Group which is where I'm going to import new contacts.
Ideally we'll have the CSV. Or Excel document that has your contacts. When importing contacts it's important that you have the appropriate headings within your spreadsheet that's being imported.
For Example:
Within your spreadsheet, at the bare minimum you'll need a Column for 'Email Address'. This your opportunity to make sure your housekeeping is next level from the get go. I like to ensure I have First and Last Names in their individual columns, allowing me to personalise my comms.
I also have columns for Job Titles, Addresses and Custom Fields in their own column like mine, Remote Working and Region. For those people in my database who are already there, it'll simply update their existing contact cards with the new information.
To import your contacts list. First select Add Contacts and then 'Upload a File'.
Click to Browse or simply drag and drop the file from your shared location.
This view will then appear for you to double check the correct text is marked up as the right Content Field. For example, if Last Name was appearing under Company Name, you'll be able to amend the column headers here to match the correct data.
Select the Group your import should reside.
If you're sure, select 'I'm Sure'. A box will appear that shows the progress, you can close the box as it'll continue in the background.
You'll be notified when it's complete by a notification in the bottom left corner, or by clicking the bell icon in the top right corner.