How to export and segment Vainu data for targeted marketing campaigns

So you want to run more targeted marketing campaigns, and you’ve got access to Vainu. Smart move. Vainu’s company database is a goldmine—if you know how to dig. This guide is for marketers, SDRs, and anyone who doesn’t want to waste time blasting emails into the void. I’ll walk you through how to export and segment Vainu data, and, more importantly, how to avoid the common traps that make this whole process a headache.

If you’re new to Vainu, it’s a B2B data platform that helps you find and understand companies—think of it as a business directory on steroids. But even the best data’s useless if you don’t organize and use it right.

Let’s get into it.

Step 1: Get Clear on Your Target Audience

Before you even log in, ask yourself: Who do you want to reach? Vainu’s filters are powerful, but they’re only as smart as the questions you ask.

Don’t skip this step. It’ll save you hours later.

  • What industry or vertical are you targeting?
  • Size of company (employees, revenue)?
  • Geography?
  • Tech stack, funding, growth signals, or other traits?

Pro tip: Write down the 2-3 criteria that actually matter for your campaign. Ignore the rest unless you have a very good reason. Vainu has hundreds of filters. Most of them are distractions.

Step 2: Build Your Company List Inside Vainu

Now, let’s put Vainu to work.

  1. Log in and head to Search.

  2. The main search view is where you’ll build your list.

  3. Apply your filters.

  4. Start with your core criteria from Step 1.

  5. Use the sidebar to add filters. Look for:

    • Industry or NACE/SIC codes
    • Company size (employee count, revenue brackets)
    • Location (country, region, city)
    • Keywords (for niche segments)
    • Tech stack (what tools do they use?)
    • Recent changes (new funding, hiring, layoffs)

  6. Check your results.

  7. Is your list too broad? Add another filter.
  8. Too narrow? Loosen up one of your criteria.

  9. Don’t chase perfection. You’ll never get a “perfect” list.

  10. Use tags or segments.

  11. You can save searches and tag companies for easy future use.
  12. This is handy if you want to run similar campaigns later or compare segments.

What to ignore: Don’t bother with vanity metrics (like “number of LinkedIn followers”) unless it directly impacts your outreach.

Step 3: Exporting Your Data (Without Breaking Anything)

Alright, you’ve got your list. Time to export.

  1. Select your companies.
  2. You can export the entire search result or just selected companies.

  3. There might be export limits based on your Vainu plan—check this before you get too excited.

  4. Choose your export format.

  5. CSV is the default, and for most marketing or CRM tools, that’s all you need.

  6. Excel (XLSX) works too, but it’s usually overkill.

  7. Pick your fields.

  8. Vainu lets you choose which data columns to include.

  9. Keep it simple: Company name, website, industry, size, and contact details (if available). Don’t export 40 columns if you’re only going to use five.

  10. Download and check your file.

  11. Open it up. Does it have what you need?
  12. Are there weird characters or missing data?
  13. Fix obvious issues now—nothing’s more annoying than discovering a broken file after importing it to your CRM.

Honest take: Vainu’s exports aren’t always perfect. Sometimes you’ll get blanks, duplicates, or odd formatting. Don’t panic. Just clean up what you can in Excel or Google Sheets.

Step 4: Segmenting Your Data for Campaigns

Exporting is just the first step. Now comes the part most people rush (and regret later).

Segmentation means splitting your list into smaller, more meaningful groups. The smaller and more specific the segment, the better your results—period.

Basic Segmentation Ideas

  • Industry: Group companies by what they actually do.
  • Company size: Messaging for a 10-person startup should not be the same as for a 10,000-person enterprise.
  • Location: Local references or languages can boost response rates.
  • Technology used: Tailor campaigns to companies using (or not using) certain tools.
  • Recent events: Funding, expansion, layoffs—timing matters.

How to Segment (Practically)

  1. Open your export in a spreadsheet.
  2. Create new columns for segment tags.
  3. Example: “Segment = SaaS, 11-50 employees, Finland”
  4. Sort and filter.
  5. Use spreadsheet tools to break up your list.
  6. Create different tabs or sheets for each segment if that helps you stay organized.

Don’t overthink it: You don’t need fancy AI or automation for this. Manual segmentation, done well, beats an “automated” mess every time.

Step 5: Clean and Prep for Import

This is the step everyone wants to skip. Don’t.

  1. Remove duplicates.
  2. Nothing burns trust faster than emailing the same company twice.
  3. Check contact data.
  4. Vainu sometimes has generic emails (info@company.com) or missing info.
  5. If you don’t have a good contact, consider using enrichment tools or LinkedIn for manual lookups.
  6. Standardize fields.
  7. Make sure your “Industry” or “Size” columns match the categories in your CRM or marketing tool.
  8. Double-check consent.
  9. If you’re in Europe or targeting Europeans, make sure your outreach is GDPR-compliant. This isn’t legal advice, just common sense.

Step 6: Import Into Your Marketing or Sales Tools

With a clean, segmented file, you’re ready to import.

  • CRM (like HubSpot or Salesforce):
  • Map your fields correctly—double-check before hitting “import.”
  • Tag or label each segment so you can easily pull lists for campaigns.
  • Email platforms (like Mailchimp, Lemlist, or Outreach):
  • Most tools accept CSVs. Again, check mapping.
  • Test with a small batch before uploading the whole list.
  • Don’t skip test sends.
  • Always send a test campaign to yourself or a teammate first.
  • This catches formatting errors, weird {{merge fields}}, or odd personalizations.

Step 7: Measure, Learn, and Iterate

Here’s the truth: Your first list won’t be perfect. That’s normal.

  • Watch your open, reply, and conversion rates by segment.
  • If one segment tanks, dig in: Was the data off? Was the messaging wrong?
  • Adjust your filters and try again. Small tweaks often make a big difference.

What to ignore: Don’t obsess over vanity metrics (like “email opens”) unless they tie back to real results. Focus on replies, meetings booked, or deals started.

Real-World Pitfalls (and How to Dodge Them)

  • Export limits: Some Vainu plans limit how many rows you can export at once. If you hit a wall, break your list into smaller chunks.
  • Data decay: Company info goes stale fast. If you’re running a campaign months later, refresh your data.
  • Too many segments: If you end up with 15 micro-segments, you’ll never have time to write good emails for each. Stick to 2-4 for any given campaign.
  • Over-customization: Personalization is great, but don’t let it slow you down. A well-written, relevant message beats a clumsy mail merge every time.

Final Thoughts: Keep It Simple and Ship It

Exporting and segmenting Vainu data isn’t rocket science, but it’s easy to get lost in the weeds. Start with what matters, keep your segments tight, and don’t get hung up chasing the “perfect” list. Take action, see what works, and adjust as you go. That’s how real marketing progress happens.