How to import and manage contact lists in Mailmeteor for B2B campaigns

If you’re running B2B campaigns and want to use Mailmeteor to send emails that actually land (and don’t get you flagged as a spammer), managing your contact lists is where it starts. Sloppy lists waste your time, hurt your sender reputation, and make you look unprofessional. This guide cuts through the fluff—no magic bullets, no vague promises—just real steps for importing and managing contacts in Mailmeteor so you can focus on what matters: getting responses.

Why contact management matters in B2B

Let’s get real for a second: Anyone can blast out emails, but if your list is a mess—full of outdated addresses, duplicates, or the wrong people—you’ll get ignored (or worse, blacklisted). Good contact management means:

  • Better deliverability: Fewer bounces and spam complaints.
  • More relevant campaigns: You reach the right people, not just more people.
  • Less manual work: No endless fixing or chasing down errors.

Mailmeteor makes this fairly painless, but it’s not going to do your homework for you. Think of it as a tool, not a magic wand.

Step 1: Prep your contact list before importing

Don’t skip this. A well-prepped list saves headaches later.

1.1. Start with a clean spreadsheet

  • Use Google Sheets. Mailmeteor plays nicest with it.
  • Set up clear column headers: First Name, Last Name, Email, Company, Job Title, etc.
  • No weird characters or merged cells.
  • Don’t add columns you won’t use in your campaign.

1.2. Clean your data

  • Remove duplicates: Use Google Sheets' "Remove duplicates" tool.
  • Check for missing emails: No email = no contact.
  • Standardize formats: Names capitalized, emails all lowercase.
  • Spot obvious bounces: Watch for typos like gmial.com or missing @.

Pro tip:

If you're importing a list you bought or scraped, expect pain. Data quality is usually terrible, and you'll end up with bounces or spam complaints. Always review these lists, and don’t expect miracles.

Step 2: Import your list into Mailmeteor

Mailmeteor doesn’t have its own list manager. Instead, it works off Google Sheets, turning your spreadsheet into a campaign-ready contact list.

2.1. Install the Mailmeteor add-on

  • Go to Google Workspace Marketplace and install Mailmeteor.
  • Open Google Sheets, then access Mailmeteor from the “Extensions” menu.

2.2. Connect your sheet

  • Open your prepared Google Sheet.
  • Launch Mailmeteor (“Extensions” > “Mailmeteor” > “Open Mailmeteor”).
  • Mailmeteor will use your current sheet as your contact list.

What works: - You don’t have to “import” in the traditional sense—your sheet is the source. This keeps things simple. - You can edit your sheet on the fly, and changes show up instantly in Mailmeteor.

What to ignore: - Don’t bother with CSV uploads or external list tools—they just add steps and confusion. Stick with Google Sheets.

Step 3: Map your columns and fields

When you create a campaign in Mailmeteor, you’ll see placeholders like {{First Name}} or {{Company}}. These pull data from your Google Sheet columns.

3.1. Double-check your column headers

  • Make sure your headers match the placeholders you’ll use in your email.
  • If your column says first_name but your email uses {{First Name}}, it won’t work. Consistency matters.

3.2. Preview before sending

  • Use Mailmeteor’s preview feature to see how your emails will look for real contacts.
  • Spot-check for awkward formatting, missing data, or fields that didn’t map.

Pro tip:

If you see {{First Name}} in a preview email instead of “John,” something’s off. Fix your headers or your template before blasting out emails.

Step 4: Segment your list for better targeting

Not every contact should get the same message—especially in B2B, where context matters.

4.1. Use filters in Google Sheets

  • Filter by Industry, Job Title, Location, or whatever makes sense for your campaign.
  • You can use Google Sheets’ built-in filter views to create segments without making a copy of your whole list.

4.2. Send to a segment

  • Highlight the rows (or use filter view) for your chosen segment.
  • Mailmeteor will only send to visible (filtered) rows if you select that option.
  • This is great for A/B testing or personalized campaigns.

What works: - Quick segmentation without needing a CRM. - Easy to update or tweak segments as you go.

What doesn’t: - If you want deep, automated segmentation or scoring, Mailmeteor isn’t built for that. For most B2B campaigns, though, you don’t need fancy tools—just thoughtful slicing.

Step 5: Keep your list healthy over time

A good list today can turn into a dumpster fire if you don’t maintain it.

5.1. Regularly clean and update

  • Remove bounces and unsubscribes after each campaign.
  • Update job titles and companies when you can (people move around a lot).
  • Archive or delete old, unresponsive contacts.

5.2. Manage unsubscribes

  • Mailmeteor doesn’t have built-in unsubscribe tracking for free plans. If you’re serious, consider upgrading or tracking unsubscribes manually.
  • Add a column like Unsubscribed and filter these out before every campaign.

5.3. Respect privacy and compliance

  • Don’t send to people who didn’t opt in, especially in Europe (GDPR fines aren’t fun).
  • Never buy sketchy lists and expect good results.

Pro tip:

Set a recurring calendar reminder (monthly, at least) to review and clean your contact list. It’s boring, but it’ll save you embarrassment.

Common pitfalls and honest advice

  • Don’t overload with columns: Only keep what you’ll actually use.
  • Avoid mixing B2C with B2B: Different audiences, different messages, different expectations.
  • Don’t try to hack Mailmeteor into a full CRM: It’s for sending personalized emails, not managing every detail of your relationships.
  • Ignore most “growth hacks” you see online: They rarely work and often get you blacklisted.

Summary: Keep it simple, stay organized

Managing contact lists in Mailmeteor isn’t rocket science. Prep your list, keep it clean, use Google Sheets wisely, and don’t overcomplicate things with extra tools or unnecessary steps. Most importantly, revisit and improve your process after every campaign. The less time you spend wrangling lists, the more time you can spend on real conversations—the stuff that actually wins deals.