If you’ve got a spreadsheet full of leads and want to get them into your email tool without headaches, you’re in the right place. This guide is for anyone who needs to import contacts into Mailtoaster without losing their mind (or their data). Maybe you’re moving from another tool, or maybe you just got handed a messy CSV from sales. Either way, let’s walk through the real steps, point out the gotchas, and make sure you don’t waste time on stuff that doesn’t matter.
Step 1: Clean Up Your Spreadsheet (Seriously, Do This)
Before you even think about uploading anything, open your spreadsheet and get it in order. This is the step people skip, and it always comes back to bite them.
What you want:
- One row per lead. No merged cells. No blank rows in the middle.
- Consistent columns. Typical columns: First Name, Last Name, Email, maybe Company or Phone.
- No formulas or weird formatting. Just the raw data.
- Valid email addresses. If an email’s missing or looks wrong, fix it or delete the row.
Pro tip:
If you’ve got hundreds of leads, use spreadsheet filters to quickly spot blanks or fake-looking emails. No sense importing garbage.
Stuff you can ignore: - Fancy colors, cell borders, or font sizes. Mailtoaster doesn’t care, and neither should you.
Step 2: Save as CSV (Comma Separated Values)
Mailtoaster accepts CSV files. Not Excel files, not Google Sheets. CSV is the lowest common denominator, and that’s a good thing here—it avoids all the hidden junk Excel likes to hide.
How to save as CSV:
- In Excel: File > Save As > Choose "CSV (Comma delimited)"
- In Google Sheets: File > Download > Comma-separated values (.csv, current sheet)
Name the file something obvious, like Leads_2024-07-08.csv. You’ll thank yourself later.
Watch out for: - Special characters (like accents or emojis) sometimes get mangled. If your leads are mostly English, you’re probably fine. If not, double-check after export.
Step 3: Log in to Mailtoaster and Find the Import Feature
Get logged in. On the Mailtoaster dashboard, look for something like “Contacts,” “Leads,” or “Audience.” There’s usually an “Import” button somewhere—sometimes it’s a little hidden, but it’s there.
If you can’t find it: - Check the sidebar first. - If you’re stuck, try searching for "import" in Mailtoaster’s help docs (or just CTRL+F the page). - Worst case, contact support. Don’t waste 30 minutes clicking random tabs.
Step 4: Upload Your CSV File
Click the “Import” or “Upload” button. You’ll get a prompt to choose your CSV file.
What happens next: - Mailtoaster will read your file and show a preview of the data. - You’ll be asked to map your columns to its fields (e.g., telling it which column is “Email”).
Pro tip:
If your CSV uses different column names than Mailtoaster expects, don’t panic—just map them to the right fields. As long as you have an email column, you’re fine.
Things to watch out for: - If you’ve got custom fields (like “Favorite Color”), make sure to create those in Mailtoaster before importing, or they’ll get ignored. - Some platforms choke if the file’s huge (like 10,000+ rows). If you hit an error, try splitting your CSV into smaller chunks.
Step 5: Map Your Fields (Don’t Just Click Next)
This is where you tell Mailtoaster what each column in your file actually is. Don’t rush this part—if you get it wrong, you’ll have a mess to clean up.
What matters: - Email address is required. If Mailtoaster can’t find this, the import won’t work. - First name/last name are usually optional, but help with personalization. - If you have a column you don’t need, just don’t map it.
Pro tip:
If you have tags or segments in your spreadsheet (like “VIP” or “Newsletter”), map them to the right field so you can filter your leads later.
Step 6: Review Import Settings (Opt-ins, Duplicates, Etc.)
Mailtoaster will likely ask you a few things before the import kicks off:
-
Do you want to overwrite existing contacts?
If you’re uploading an updated list, you might want to. If you’re not sure, pick “Skip duplicates” to avoid surprises. -
How should Mailtoaster handle unsubscribed or bounced emails?
Leave these out. Importing unsubscribes is a recipe for spam complaints. -
Tag this import?
If you want to remember where these leads came from, add a tag like “July2024_TradeShow” or “OldCRM_Migration.” It’ll save you a headache later.
What to ignore: - Any “advanced” settings you don’t understand. The basics work for 99% of cases.
Step 7: Start the Import and Watch for Errors
Hit “Import” and let Mailtoaster do its thing. For small lists, it’s usually done in seconds. For big ones, maybe a minute or two.
After the import: - Mailtoaster should show a summary: how many leads were imported, skipped, or had errors. - Download the error report if available. This helps you fix any rows that didn’t make it in.
Common errors: - Invalid email format - Duplicate emails - Required fields missing
Don’t try to fix everything at once. Focus on the handful of real leads you care about, not every last typo.
Step 8: Spot-Check Your Imported Leads
Don’t trust that everything went perfectly. Go look at your contacts list:
- Search for a few leads by name or email. Did they import correctly?
- Are your custom fields and tags showing up?
- Try sending a test email to yourself or a dummy contact.
If something’s wrong: - It’s usually a mapping issue or a funky CSV export. Go back, fix the spreadsheet, and re-import just the problem rows. Don’t delete everything and start over unless things are really messed up.
Step 9: (Optional) Organize and Segment Right Away
If you’ve imported a big pile of leads, now’s your chance to organize them while it’s fresh:
- Use tags or segments to group leads (by source, interest, whatever matters to you).
- If Mailtoaster has automation, set up a simple welcome email or assign leads to a workflow.
Don’t get sucked into perfect organization. Good enough is good enough.
Stuff That Doesn’t Matter (But Everyone Worries About)
- Column order: Mailtoaster doesn’t care. As long as you map fields, it’s fine.
- Formatting phone numbers: Unless you’re planning SMS campaigns, don’t stress over dashes vs. no dashes.
- Empty columns: These are ignored. Don’t waste time deleting them.
- File size for normal lists: Unless you’re importing 50,000+ contacts, you’re not going to break anything.
What to Do If You Hit a Wall
- Error messages: Read them. They’re rarely helpful, but sometimes they’ll point to a missing header or a bad email.
- Support: Mailtoaster’s support is usually pretty responsive. Send them a sample file and a screenshot.
- Try a tiny test import: Import just 5 rows. If that works, you know your format is fine.
Wrapping Up: Keep It Simple and Iterate
Don’t let perfect be the enemy of done. Most import problems come from overcomplicating things or not checking your work. Get your leads in, spot-check, and move on. You can always clean up later. The important part is to get started—future you can handle the edge cases.
Now go upload that file and get back to work that actually matters.