What's the best way to move contacts from spreadsheets to a CRM?
Prepare your spreadsheet
Start by removing duplicates, fixing inconsistent formatting (like phone numbers or dates), and ensuring each column has a clear header. Decide which fields are essential—name, email, phone, company—and consider adding custom fields in the CRM to match your data.
Most CRMs accept CSV files, so save your spreadsheet as CSV. Check for special characters or line breaks that might cause import errors. It's also wise to split full names into first and last name columns if your CRM requires it.
- Remove duplicates and blank rows
- Standardize phone numbers and dates
- Use clear, consistent column headers
- Save as CSV (UTF-8 encoding)
Import and verify
Use your CRM's import wizard to upload the CSV. You'll typically map your spreadsheet columns to CRM fields. Some CRMs let you save these mappings for future imports. Start with a small test file (5–10 contacts) to confirm everything lands correctly.
After the test, import the full file. Then spot-check a few records to ensure data appears in the right fields. If something goes wrong, you can usually delete the imported batch and try again. Keep your original spreadsheet as a backup.
- Use the CRM's import tool, not manual entry
- Map columns to fields carefully
- Test with a small batch first
- Verify a sample of records after import
Common mistakes
- Importing without cleaning data first, leading to duplicates and errors.
- Assuming all CRMs handle CSV files the same way—each has its own quirks.
- Forgetting to back up the original spreadsheet before making changes.
