Step-by-Step Guide to Import Contacts into HubSpot from Excel

How to Import Contacts into HubSpot from Excel

Importing contacts into HubSpot from an Excel file is a straightforward process that can significantly enhance your CRM's effectiveness. This guide will walk you through the necessary steps, ensuring a smooth and efficient import. Whether you're transitioning to HubSpot as your first CRM or migrating from another system, understanding how to properly prepare your Excel file and execute the import is crucial.

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Preparing Your Excel File for Import

Before initiating the import process, it's essential to properly set up your Excel file to match HubSpot's requirements. This preparation is critical to avoid errors or data misalignment during the import.

• Ensure your file is in .csv, .xlsx, or .xls format.
• The file must contain only one sheet.
• Include a header row where each column header corresponds to a HubSpot property. The order of the columns does not affect the import.
• The file should contain fewer than 1,000 columns.
• If your file includes foreign language characters, it must be UTF-8 encoded.
• For date-time properties, ensure cells are in Number format.
• Only include currency data formatted for USD using decimals, e.g., 123.45.

Additionally, identify and use unique identifiers like email addresses or company domain names to prevent duplicate records and correctly associate contacts with companies or other objects.

Importing Your File into HubSpot

Once your Excel file is correctly formatted, follow these steps to import your contacts into HubSpot:

1. Log into your HubSpot account and navigate to the settings icon in the top navigation bar.
2. Go to Import & Export under the Data Management section.
3. Click Go to import and select Start an import.
4. Choose File from computer and click Next. For repeating a previous import with the same properties, select Repeat a past import.
5. Select the type of import: One file for a single object or activity, or Multiple files with associations for importing and associating multiple objects or activities.
6. Upload your Excel file.
7. Choose how to import your data: Create and update records/activities, Create new records/activities only, or Update existing records/activities only.
8. Map your Excel columns to the corresponding HubSpot properties. HubSpot will attempt to auto-map based on the column headers.
9. Review and resolve any errors detected by the import tool.
10. Finalize your import settings, including managing existing values and importing association labels if applicable.
11. Click Finish import.

Note that emails, meetings, notes, and tasks cannot be updated via import. Ensure you've mapped the correct unique identifier for each record to avoid creating duplicates or incorrectly associating data.

By following these steps, you can efficiently import your contacts from an Excel file into HubSpot, enabling you to leverage the full power of your CRM.

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While importing contacts into HubSpot from Excel is a crucial step for maintaining an organized CRM, the manual process can be time-consuming and prone to errors. Automating this task with Bardeen not only streamlines the import process but also ensures accuracy and saves valuable time that can be reallocated to more strategic activities such as lead engagement and sales strategy.

Explore these Bardeen automations to enhance your HubSpot experience:

1. Copy all HubSpot contacts to Coda: This playbook seamlessly transfers all your HubSpot contacts to a Coda table, enabling better data management and collaboration across teams.
2. Copy all HubSpot contacts to Google Sheets: Automate the process of syncing your HubSpot contacts with Google Sheets for enhanced data analysis and accessibility.
3. Copy all HubSpot contacts to Airtable: Simplify your workflow by automatically copying HubSpot contacts to an Airtable base, facilitating a streamlined approach to sales prospecting and customer relationship management.

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