1. Open the Active Contact List in Excel
2. Add a new sheet in this Excel document by selecting the "+" button.
3. Add the contact list you want to import to the new sheet in the workbook.
4. Add a new column to your New Contact Sheet for your VLOOKUP on email addresses.
This step will confirm if we already have the email address in the database so you can focus on updating new contacts only.
Formula for VLOOKUP: =VLOOKUP([click on email address column of the spreadsheet you want to import},{select all ACTIVE CONTACT WORKBOOK},{1}, False)
5. Sort the list to focus only on N/A results in the Email Look up field, as these will be new contacts not in CRM.
6. Search the Active Accounts List for the school to see if it is listed in a different way.
Examples of entries you may want to double-check:
St. Johns College may be written as Saint Johns College.
Community College written as CC.
Simple misspellings such as Aims vs. Aimes.
A way to check spelling or naming convention is to go into contacts and search for the school email domain to find the name of the school, then copy that name over to your Excel sheet search.
7. Save the Excel file.
8. Go to Dynamics 365 and select "Advanced Settings" under the gear icon.
9. Select "Settings" and then "Data Management."
10. Select "Templates for Data Import" and then select "Contact" from the dropdown menu and select "Download."
Add the contacts you want to import into this template:
- Required Fields
- First Name
- Last name
- Company Name
- Email address
- Address (use Address Street #1 column)
- City (if provided)
- State (if provided)
- Zip code (if provided
- Job Title (if provided)
- Department2 (Column)- Add the job titles in this section as well
- Subject
- Phone number if provided
- Contact Origin - if prospecting please use Web Research
- Lead source - for Prospecting please use PROSPECT2021
11. On the Data Management page, select "Imports," then select "Import Data."
12. Select "Choose File," and select the contact list file you saved earlier. Select "Next" at the bottom of the page, and then "Finish" to complete this process.
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