Getting your contacts ready for Import

Your database of contacts can be imported en mass via NewZapp's import contact function. To ensure a successful import we recommend:

1. Your database is formatted correctly in an application such as Excel.
2. 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.

Removing Hidden Quote Marks and Tabs From Your CSV File

As mentioned above, when exporting a database of contacts as a .csv (comma separated variable) file, many types of software can add unwanted hidden quote marks (") and tab characters to the data. Additionally, programs such as Microsoft Excel can insert invisible quote marks around unrecognised symbols. This will not be obvious until you try to upload the file into a NewZapp account. The extra quote marks and tabs can dramatically alter the way the data is formatted and are best removed before bringing the file contents into the account. 

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

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

 

 

I'll then select Add Contacts and then 'Upload a File'.

 

 

You'll 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, I'd 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.