Clean Up Your CSV Contacts

If you are getting ready to import your contacts to any email system, it is imperative that you first download your CSV file to your desktop and take a quick look at it.  This is especially true when you are exporting from Microsoft Outlook.   No matter what third party application you are using, best practices dictates that you make sure the different columns sets contain the proper data. Rather than go one by one thru Outlook or a browser based email application, it is much easier to view all your contacts within your CSV file on one screen in Excel.  Remember, it is not the applications fault if you try to jam poorly constructed data into it.

What are you looking for?

Make sure you check the address field for one. Why? In Outlook it is easy to get lazy or to be under a time crunch when adding a contact.  I can speak from experience when I tell you my CSV file was a mess and it caused issues when I exported them to my favorite email programs.  So, make sure that all data fields display proper data.

Example(correct):

Display Name: Dr. James Good

Salutation: Dr.

First Name: James

Last Name: Good

Address Column: 201 main street

City Column: Laguna Beach

Zip Code Column: 92646

Example(got lazy or used the wrong data in a hurry):

Display Name:

Salutation:

First Name: Dr.

Last Name: Good

Address Column: Jack Johns is close to Purchasing. / Needs a little more time but will decide in 2 weeks.

City Column: Check back on 9/12/2009

Zip Code Column: 92646

This example may seem silly to you. However, I cannot tell you how many times our support department has had to help clients clean up thier CSV contacts file.  Make sure you take the time to properly add new contacts for best practices sake.  By all means,  check your CSV files before you start importing conacts or syncing contacts.  It will save you a lot of time and hassle in the future due to errors and duplicate entries.

Don’t forget the “Salutation” for doctors and “Display Name” fields as they can be very useful.