A CSV is a comma separated values file which allows data to be saved in a table structured format. CSVs look like normal spreadsheet but with a .csv extension. Traditionally they take the form of a text file containing information separated by commas, hence the name.
CSV files can be used with any spreadsheet program, such as Microsoft Excel, Open Office Calc, or Google Spreadsheets. They differ from other spreadsheet file types in that you can only have a single sheet in a file, they cannot save cell, column, or row styling, and cannot save formulas.
Your file will need certain formatting in order to be imported into PhoneBurner correctly.
1. To change the format of an Excel spreadsheet to CSV you will need to use the save as option and save as CSV (Comma Delimited)
2. Once you have the data in a CSV, you will want to check the file to make sure it is clean and that the information will go into PhoneBurner easily. Cleaning up data before uploading can save a lot of time and hassle of locating/deleting and re-uploading if there are errors.
Here is an example of a CSV with some bad data that should be cleaned up before import.
Item 1 Shows the header row. This is important because it makes it easier to import the data into the system. The image below shows what happens when you have no header rows. Item 2 is the data you are importing from that column.
It is easy to recognize some of the data and if your file is very basic this is ok, but if you are new to imports and have lots of data, you will want to make sure you have headers.
If you have just numbers in a column with no headers, that you want to import, if you don’t know what the number represents by column header, you could make mistakes on the import.
Item 3 in the sample file shows the data in the city column.
Note that some of these contacts show the city, state and zip all in that column. If you import the data this way, it will load In the system but if you needed to later search for a contact by zip code, you would not be able to do the search because there is no zip field in the csv and it is part of the city. You should divide this into separate columns whenever possible.
For information on how to split a cell in excel in to multiple cells see : https://support.office.com/en-us/article/Split-a-cell-f1804d0c-e180-4ed0-a2ae-973a0b7c6a23
Here is what the data looks like after the split done twice for state and zip.
This also had to be done for the phone column #4 as there was extra data in the phone number that would import. incorrectly
The ext. is merged into the number.
When done correctly with the extension in a separate field, the number shows correctly.
And for the Owner name #5 as well. This could have been imported as one Name, however First Name and Last Name is better as it allows easier import and searches. If both names are together, they would need to be imported into the first name column.
Finally…we are ready to do the import with the cleaned up file.
1. Go to Home > Import Contacts or Contacts > Import
Choose your file:
3. Tags and Saves search is optional, however recommended as an easy way to find the imports later in case you make a mistake and need to remove them or want to move them.
4. Select a folder to put them in. Do you want them in the same folder as everything else or do you need to go back to create a new one. (If you use tags and/or a saved search you can do this later by moving them if you have an admin or individual account. A team member may need to get admin approval to move or delete.
5. Choose how you want to handle duplicate contacts. You can choose to import or screen them out based on phone , email or both. This checks against contacts in all folders.
You may also see the option to check against your entire teams contact lists or just your own.
6. Choose how you want to handle DO NOT CALL numbers:
After hitting continue, you are ready to map the columns up to the contact manager fields in PhoneBurner.
**NOTE: the name of the contact manager field does not need to match the CSV file header. You are matching the data from the fields into the correct places in the contact fields.**
Example of how mapping matches up to phoneburner.