Looking to get your prospect data into Outboundsync without headaches or wasted time? This guide is for anyone who needs real, working instructions—not vague promises or hand-waving. Whether you're new to Outboundsync, or just tired of import jobs that go sideways, here's how to do it right the first time.
Why Getting Your Data In Actually Matters
Let’s be honest: most tools live or die by the quality of the data you put in. If you import junk, you'll get junk out. Clean, mapped prospect data means better targeting, less manual cleanup, and fewer embarrassing mistakes (like emailing "Dear [FirstName]"). Outboundsync (here’s what it actually does) is no exception.
Step 1: Audit and Prep Your Data First
Before you even open Outboundsync, look at your prospect list. This is the single biggest thing that separates smooth imports from cleanup nightmares.
What to check: - Duplicates: You do NOT want to hit the same person twice. Remove them now. - Missing critical fields: At minimum, you want first name, last name, and email. If you’re missing these, you’ll regret it. - Proper formatting: Weird characters, extra spaces, or Excel leftovers (“NULL”, “N/A”) will cause issues. - File type: Outboundsync expects a CSV file. Excel or Google Sheets? Export as CSV first.
Pro tip: Open the file in a plain text editor for a quick spot-check. If it looks unreadable there, Outboundsync probably won’t like it either.
Step 2: Map Your Columns to Outboundsync’s Fields
Outboundsync isn’t psychic. If your column is called “First” and theirs is “First Name,” you’ll need to match these up.
How to map: - Have a sample CSV ready with the columns you want to import. - Know the required fields (usually “First Name,” “Last Name,” “Email”). - Keep extra columns like “Notes” or “Source” if you want them on the record—just make sure they’re clearly labeled.
What to skip: - Don’t bother importing columns you’ll never use. More fields = more confusion. - If you’re not planning to segment by “Industry” or “Lead Source,” leave them out.
Common field mapping mistakes: - Date formats: “01/02/2024” vs “2024-02-01” can break things. Pick a consistent format. - Phone numbers: Standardize with country code if you ever plan to call or text. - Dropdowns/Boolean fields: If Outboundsync expects “Yes/No” and you use “Y/N” or “1/0,” you’ll get errors or weird data.
Step 3: Log In and Find the Import Tool
Sounds obvious, but Outboundsync’s menus aren’t always crystal clear. You’re looking for something like “Import Data” or “Add Prospects.”
- Log into your Outboundsync account.
- Look for the “Prospects” or “Contacts” tab in the sidebar.
- There should be an “Import” or “Upload CSV” button—often at the top right.
If you can’t find it: - Use the in-app search bar—most SaaS tools have this now. - Still stuck? Check their help docs or support chat. Don’t waste 20 minutes clicking through every menu.
Step 4: Upload Your CSV and Start Mapping
Now for the actual upload.
- Click the “Import” button and select your CSV file.
- Outboundsync will usually preview the first few rows. This is your last chance to catch weird data.
- You’ll be asked to map columns from your CSV to their system fields.
- Drag and drop, or select from dropdowns—whatever their interface provides.
- If a field can’t be mapped, you’ll get a warning. Fix it before moving on.
Good to know: - Unmapped columns: Outboundsync may ignore any columns you don’t map. You won’t break anything by leaving extras unmapped. - Required fields: If you skip something Outboundsync needs, the import will fail. Check for red asterisks or error messages.
Step 5: Set Import Preferences (Optional, but Useful)
Some tools let you tweak import settings. Outboundsync usually offers options like:
- Update existing records or skip duplicates: Choose “update” if you want to refresh info on contacts you already have. “Skip” if you don’t want to touch existing data.
- Assign to a campaign or owner: If you want all these prospects routed to a specific sales rep or campaign, set it here.
- Tagging: Add a tag like “June2024Import” so you can later filter or segment this batch.
Be careful: Automatic updates can overwrite existing data. If you’re nervous, do a small test import first.
Step 6: Run the Import and Watch for Errors
Click “Import” or “Start.” Now, don’t walk away just yet.
- Outboundsync will usually show a progress bar or confirmation.
- Look for an import summary when it’s done: how many records were added, how many failed, and why.
- Download the error report if offered. It’ll tell you which rows didn’t make it, and what went wrong (missing email, bad formatting, etc).
If things fail: - Don’t panic—99% of issues are from data formatting, missing required fields, or duplicate emails. - Fix what’s broken in your CSV, then re-upload just those rows, not the whole file.
Step 7: Double-Check What Actually Got Imported
Even if you see “Success,” always spot-check in the app.
- Go to the Prospects or Contacts list and search for a few names or emails from your file.
- Make sure fields look right, not shifted over or full of gibberish.
- Check for duplicates. If you see two of the same name, your deduplication step failed.
Why bother? - You’ll catch issues now, before they mess up campaigns, automations, or reporting. - Fixing mistakes later is always a bigger pain than catching them now.
Step 8: Clean Up and Document Your Process
If you’ll be importing data regularly, write down what you did and what worked (or didn’t). Save your mapping template. Next time will be a lot faster.
- Keep a copy of your clean CSV as a “golden master.”
- Write down any custom field mappings, so you’re not guessing next month.
- If you used tags or custom fields, note it somewhere your team can find.
Pro tip: Set a calendar reminder to do a quick “spot audit” of your data every few months. Bad data sneaks in over time.
What to Ignore (Unless You Love Wasting Time)
- Fancy data enrichment tools: Don’t buy or connect anything extra until you’ve nailed the basics.
- Overcomplicating with too many fields: Start simple. You can always add complexity later.
- Templates that promise “one-click imports”: They rarely work as advertised, especially if your data isn’t pristine.
Honest Takes: What Works, What Doesn’t
What works: - Clean data, every time. - Small test imports before you dump in 10,000 rows. - Taking five minutes to check your work inside Outboundsync after import.
What doesn’t: - Hoping bad data will magically fix itself. - Overcomplicating your field mapping on day one. - Ignoring errors or warning messages.
Wrapping Up: Keep It Simple, Iterate Often
Getting your prospect data into Outboundsync doesn’t have to be a slog. Stick to the basics: prep your CSV, map fields clearly, run a small test, and check your results. Don’t aim for perfection on your first run—just get something working and improve as you go. The more you keep it simple, the less you’ll dread doing it again.
Now, go import your prospects—and move on to work that actually drives results.