Want to import your contacts into CallingPost without a hiccups? Here's how to give your Excel file a quick tune-up to ensure a seamless import:
1. . Start with a Clean Slate:
Copy the contact information you want to import (names, phone numbers, emails, etc.) and paste it into a new, blank Excel sheet.
Bonus Tip: When pasting, use the "Paste Values" option (often found under Paste Special or by right-clicking) to avoid bringing over any hidden formatting or code that could cause issues.
2. Remove Duplicate Rows:
Select all columns containing your contact data.
Go to the Data tab on the Excel ribbon.
Click Remove Duplicates.
In the "Remove Duplicates" pop-up, ensure all relevant columns are checked to identify duplicates across all fields.
Click OK. Excel will inform you how many duplicate rows were found and removed.
3. Highlight and Review Duplicate Entries within Columns:
To specifically check for duplicate phone numbers or email addresses:
Highlight the entire column containing the phone numbers or email addresses.
Go to the Home tab on the Excel ribbon.
Click Conditional Formatting, then Highlight Cells Rules, and select Duplicate Values.
Choose your preferred highlighting style (e.g., red fill) and click OK.
Review the highlighted duplicates and decide which ones to remove or correct.
4. Filter and Sort for Errors:
Use filters to easily identify and fix any remaining issues or incomplete data:
Select the header row of your data.
Click the filter icon (it looks like a small funnel) at the top of each column.
Sort your data to bring any blank or incomplete entries to the top.
Review and delete any rows with problems.
5. Clean Up Phone Number Characters:
Sometimes phone numbers contain extra characters like +, -, (, ), or spaces that can cause import problems. To remove them:
Select the column containing the phone numbers.
Press Ctrl + F (or Cmd + F on a Mac) to open the "Find and Replace" dialog box.
In the "Find what" box, type the character you want to remove (e.g.,
+).Leave the "Replace with" box empty.
Click Replace All.
Repeat this process for any other unwanted characters.
That's it! By following these simple steps, you'll have a clean and organized contact list ready for a smooth import into CallingPost.