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Bulk-update existing contacts by export and re-import

Export your contacts to CSV, edit the records in Excel, and re-import the file to change many existing contacts at once.

Written by Phil Wheaton

Bulk-update existing contacts by export and re-import

To change many contacts at once, export the list, edit the CSV, and re-import it. Typical cases: relocated employees need different contact lists, or a merger changed everyone's email domain.

Before you start

You need Contact Manager permissions, including export permission. Remember: a credentialed user's email cannot be changed this way or any other way; delete and recreate the user instead.

Steps

  1. In the Contacts section, click the Export Contacts button. See Export contacts to a CSV file.

  2. Open the downloaded CSV from your downloads folder.

  3. Edit the records. Examples of what works:

    • Remove a contact list: delete the list name from the ContactLists field, including its trailing semicolon.

    • Add a phone number: type it into the blank phone field.

  4. Follow the three file rules:

    • Keep the file type as CSV. Excel's yellow banner will suggest saving as an Excel file. Do not.

    • Do not add formatting (no bold, no styling).

    • Keep the file in the state it exported in; change only the text inside it.

  5. Save with File > Save As, give the file a name that describes the change, and keep the type as CSV (Comma Delimited). Close the file.

  6. In the Import Contacts section, click the green Import button, select your file, and click Open.

  7. When processing finishes, each changed record shows a yellow This record already exists message. That is expected: it confirms you are updating existing records, and the preview shows your changes.

  8. Bypass the yellow messages: click the green import button again, then click Proceed in the dialogue. A success message confirms the update.

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