Prepare a contact list import template

A contact import can go wrong before you upload a single record. A phone number may lose its leading zero, two different fields may be merged, or a system may reject a header it does not recognize.

Set up a template that matches the system you plan to import into, then use the CSV Editor to inspect and clean the file. It can open large CSV files in your browser, find and edit values, sort data, and remove duplicates.

Prepare the template and clean the file

1. Check the import requirements. Open the destination system's import instructions and note its required column names, accepted file type, and required fields. Use its exact header wording where specified. A template that works for one contact system may not match another.
2. Choose a small set of useful fields. Start with the fields you need, such as contact ID, first name, last name, email, phone, company, job title, tags, and source. Add optional fields only if you know how they will be used. For a basic template, a header row could look like contact_id,first_name,last_name,email,phone,company,job_title,tags,source.
3. Keep one type of information in each column. Put first and last names in separate columns if the destination expects them separately. Keep phone numbers in one field, and do not put notes or multiple addresses in the email field.
4. Open the CSV in the editor. Open the exported contact file or a prepared template in the CSV Editor. Review the header row and a sample of the records before making changes. If the columns appear shifted, check the file's; quoting before editing values.
5. Clean; check the records. Find inconsistent spellings, extra spaces, missing required values,; repeated contacts. Use the editor's find, edit, sort, and duplicate-removal features as needed. Save a cleaned copy with a clear filename so the original export remains unchanged.
6. Test the import with a few records. If the destination system allows it, import a small sample first. Confirm that names, phone numbers, tags, and other fields land in the intended places before using the template for the full list.

Choose fields that fit your contacts

Use an ID when the source system has one

A stable contact ID helps you match records between exports and can help an import update an existing contact instead of creating another one. Keep IDs exactly as provided. An ID such as 00127 is not the same value as 127, even though the digits look similar.

Keep names and contact methods separate

Separate first and last names when the destination expects those fields. If you need a display name too, use a separate column rather than combining it with an address or note. Use one email address per cell unless the importing system explicitly supports multiple addresses in that field.

Decide how to handle tags and extra details

Some importers accept multiple tags in one cell, while others expect a separate column for each tag or a specific separator. Check the requirements before deciding. If the source has information you do not need, leave it out of the template rather than carrying it into the new system without a purpose.

What the cleaned file should look like

One header row, then one contact per row

The first row should contain column names, not a title or a note. Each later row should describe one contact, with values lined up under the correct headers. Do not insert blank rows between groups or add a totals row at the end.

Consistent values in each column

Use a consistent format for dates, phone numbers, and category labels. If some rows say Customer and others say customer, choose one form unless case carries a meaning in the destination. Keep country codes on phone numbers when you need to identify international numbers, and check whether the importer expects punctuation or digits only.

Duplicates removed carefully

Two rows with the same email may be duplicate contacts, but they may also represent different people sharing an address. Check the records before removing duplicates. If the same person appears with two different emails, decide whether the destination supports both addresses or whether one should be the main contact method.

Fix common template problems

1. Preserve IDs and phone numbers as text. Spreadsheet programs may treat these values as numbers and remove leading zeros or change long digits. Keep them in a text-compatible form when creating or editing the file, then reopen the saved CSV and check the values.
2. Match the required header names. A column labeled Phone may not map automatically to a field named phone_number. Compare every header with the destination's import instructions; change only the ones that do not match.
3. Check commas; quotation marks. A comma inside a value can be mistaken for a column break. Valid CSV uses quotation marks around a field that contains a comma, for example "Rivera, Ana". In the CSV Editor, inspect any row where values appear in the wrong columns; correct the field before importing.
4. St; ardize blank values. Decide whether an empty field should remain blank or use a value required by the importer. Do not enter placeholder text such as N/A unless the destination expects it, because it may be saved as literal contact information.
5. Review duplicates before removing them. Sort or search by a useful identifier, such as email or contact ID. Confirm that repeated rows are true duplicates; that you will not lose a different phone number, tag, or note you need to keep.
6. Save a separate final file. Keep the raw export as a backup,; give the cleaned file a descriptive name. Reopen the final copy in the CSV Editor to check the header, a few rows near the beginning; end,; any values you corrected.

Keep the template useful next time

Save a clean version with the header row; no real contact data. Before reusing it, check the destination's current import rules because required fields or accepted formats can change. If another person will fill it in, include a short instruction sheet outside the CSV explaining date format, phone format, and how to enter multiple tags.

The CSV Editor runs in your browser, and the contact file stays on your device while you work on it.