Pinpointe allows you to import your contacts from a spreadsheet. Pinpointe will read the data, then copy the contacts into a contact list of your choice. Make sure you have a contact list to import into. You can use one you already have, or create a new contact list. This will ensure your spreadsheet can be read by Pinpointe, but there are a couple basic rules.
Preparing Your Spreadsheet for Import
First, the top row in your spreadsheet needs to have the titles for each of your columns. For example, if one column has your email addresses, the header row for that column should read "Email Address." In the example below, the header row includes "Last-Name," "First-Name," "State," "Phone," "Company," "Title," and "Industry."
Once you have checked your header row, you need to ensure that none of your data uses commas (i.e. ","). Data that uses commas will interfere with the way Pinpointe reads your spreadsheet. For most, this won't be an issue. You can delete any commas in your spreadsheet. If you absolutely need commas in your spreadsheet, Pinpointe allows you to change the field separator as described in later steps.
Otherwise, now you can save your spreadsheet in comma-separated value (.csv) format. This is called a CSV file. It's like a regular spreadsheet, except it has all the formatting (e.g. bold fonts, column sizes, etc.) removed. This allows Pinpointe to accurately and intelligently read the contact information inside.
All spreadsheet programs have this capability. On both Windows and Mac, you would typically go to the File menu, then select Save As. When it asks you for the format, you would choose Comma-Separated. (More detailed instructions for converting to CSV are available online.) You will then upload this CSV spreadsheet to Pinpointe.
Uploading Your CSV File
1. Click the 'Upload Contacts' link on the main screen.
2. Now, select the contact list you'd like to import your spreadsheet's contacts into. Select the one you prefer and click the 'Next>>' button.
3. You will then tell Pinpointe how you'd like it to import your contacts, using the form below.
You can hover over the question marks when on the Pinpointe site to see more information about each form field. Below are some notes that may help you as well:
- Format. This lets you choose whether your imported contacts will receive HTML or text-only emails. Most people will leave this as HTML.
- Overwrite Existing Details. If you import a contact with an email address already in your contact list, you can choose to have it update his or her details using the information in the spreadsheet. This is useful if you update your contacts in another program and want to import those changes into Pinpointe.
- Autoresponders. Imported contacts will only be added to your autoresponders if this box is checked.
- Contains Headers. Earlier in this document, we ensured your spreadsheet has a header row. We recommend a header row for all your spreadsheet imports. So you can leave this box checked.
- Field Separator. Most people leave the default. In rare cases, you would change this setting if you absolutely need commas in your data and save your CSV file using a different separator.
- Field Enclosure. Most people leave the default. Pinpointe does not require field enclosure characters in your CSV file.
- Import File. Click the Choose File button to select your CSV file from your computer. Some people automatically generate CSV files. They can copy these files to a web server and pull them directly by choosing the Import a File From My Web Site option.
4. Click Next and Pinpointe will read your CSV file. You will see a screen that lists all the entries in your header row on the left-hand side.
Note: If you are loading a list you would like tagged, read: How do I create a tagged list?
Pinpointe reads your header row and tries to automatically map where to store them. In the example above, it knows to store "Email Address" in the "Email Address" field. It figures this out by matching the names in your header row to the field names it uses for your contacts.
In many cases, the person who prepares the contacts spreadsheet doesn't know what field names Pinpointe uses. So this tool lets you link your import fields to them. In this case, you want to map all of the fields excepts the "Email Address" field. Simply, click the drop box next to each field that says 'None' and choose the correct field.
5. Repeat this for each field you'd like to import. You don't have to import every field from your CSV file. For example, the 'State' field may not be important to you. So you can select "None".
6. Click Next when you're satisfied with your mappings and you will next see a confirmation page, where you certify facts about your list. You must initial to proceed and then click the 'Start Importing' button.
Once it's finished, it will automatically show you the results. If all your contacts were imported successfully, you'll see a message like the one below.
Congratulations on uploading contacts into Pinpointe from your spreadsheet.